The instructions below are intended for stocktaking in Retailer 2.6.1 or later. If you are running a version older than this, click HERE for instructions on updating to the latest version.

Before following the instructions on this article, it is advisable that you read the Overview of Stocktaking article.

A custom stocktake can be useful if you only want to stocktake specific departments, categories, brands or suppliers without affecting any of your other stock items. It involves the follow:

  • Involves creating a list of stock based on specified criteria (suppliers, departments, categories etc.)
  • Only items in the list will be affected by counting and clearing stock on hand figures.
  • Sales can be performed during the stocktake.
  • Arrivals should not be performed during stocktake.

Starting a Custom Stocktake

  1. On the top menu bar in Retailer, click on Stock Maintenance -> Stocktake -> Stocktake.
  2. Click the New Stocktake button on the top-left.
  3. Select New Custom Stocktake.
  4. At the top of the new screen that appears, click the Search button to access the Advanced Stock Search feature. Click HERE for more information on using Advanced Stock Search.
    You can use the Search button multiple times to create a list of multiple criteria.
    • Select the criteria of stock that you want to perform a stocktake on.
    • Click Search.
  5. You can repeat step 4 to add more stock to the stocktake list.
    Once you're done building the stock list, click OK.
  6. The stocktake screen will now be populated with the selected items.
  7. (Optional) Enter a description of the stocktake in Stocktake Name. 

Performing a Custom Stocktake

  1. Tick Prompt when user scans an item not currently in the grid on the top-right.
  2. To start counting items, click in Scan Barcode/PLU and scan your first item.
    Then, type the number of items in the Quantity field and press [Enter].
    • You can also tick Show number pad to bring up a number pad as seen below.

    • To count items by scanning each item individually (i.e scan three items separately - you have counted three), tick the box Count by scanning individual items. This will stop the quantity field being used and every scan will increase the quantity by one.
  3. Alternatively, change the counted quantity directly in the grid.

Editing Scanned Items

Once you've scanned items into the grid, they can be edited accordingly:

  • To change the counted number of a particular stock item: 
    1. Click on the Counted Qty field for the particular stock item.
    2. Enter the new quantity. Alternatively, click on the drop-down arrow to access the numeric keypad.
    3. Press [Enter].
  • To change the Department, Category, Cost Prices, Sell Price, Supplier and Supplier Stock Code (Only available in Retailer 2.7.1 onwards):
    1. Click on the respective field in the panel on the right.
    2. Enter the new value or click on the drop-down arrow to select it from the list.

Finishing a Custom Stocktake

Once you have scanned all the stock items in the store you can process the stocktake and update all the quantities in retailer.

  1. Click the Process button in the bottom-right corner.
  2. You will be asked Are you sure you wish to process this stocktake?
    Only click Yes if you are confident you have scanned everything in store as this process cannot be undone.
  3. Next, you will be asked Do you wish to reset the QOH for items in this list that were not stocktaked to 0?.
    Select Yes to clear the quantity on hand for items, on the list, that were not counted. Otherwise, click No.
  4. You will then be asked to confirm this choice. Select Yes to this message.
  5. The stocktake will be processed. It is now closed and cannot be edited anymore.

Reporting on a Custom Stocktake

To view a discrepancy report for the stocktake:

  • Click on the Report button in the bottom right hand corner.
  • This report will show you all items stocktaked and any discrepancies will show against each item.
  • Use this report to find items that were missed or miscounted during stocktake to reduce your discrepancy.
  • You can also go to Stock Maintenance -> Stocktake -> Stocktake Discrepancy and use the options to run the report only on items with a discrepancy.

To view a complete stock-on-hand report:

  • On the top menu bar of Retailer, click on Reports -> Stock Reports -> Stock Listing Reports -> General Stock Listing.
  • Select the options based on your needs.
  • Click Preview or Print.