Before performing a stocktake, click  HERE for more information on the types of stocktakes that can be performed as well as the precautions that you need to take before undertaking one. 

Scanning Items for Stocktake

  1. From the main screen of the scanner, double-click on the CE icon.
  2. Click on the Delete Database button to clear any scanned items from the PDE.
    NOTE:  If you do not clear the PDE first, any remaining items will be imported and may double-up your stocktake count.
  3. To avoid accidentally pressing the Delete Database button while scanning, click on the title bar and drag it down slightly until the button is hidden.


  4. Press the  Scan  button on the PDE device and scan the item you wish to stocktake.
  5. Enter the quantity using the keypad.
  6. Press the [Enter] button twice.
  7. Repeat the process to scan the next item.

Exporting Data File from the PDE

  1. Make sure the supplied dock/base station is connected to the PC.
  2. Windows will then install the required drivers and programs.
  3. Once the drivers/programs have been installed, double-click on the icon labelled My Computer or This PC on the desktop. If it is not on the desktop, it may be found in the Windows Start Menu.
  4. Double-click on Stocktake Device or Portable Devices.
  5. Double-click on the PDE drive.
  6. Right-click on the file named  database.csv  file and select  Copy .
  7. Go back to the Desktop, right-click on an empty space and select  New Folder .
  8. Type in a name for the folder such as  Stocktake 2014  and press [Enter].
  9. Double-click on the folder to go into it.
  10. Right-click on an empty space (white area) and select  Paste .
  11. The stocktake file from the PDE will then be copied to the folder.
  12. Right-click on the  database.csv  file and click  Rename .
  13. Type in a name to distinguish it such as  Stocktake2014_1  and press [Enter].
    NOTE:  Rename consecutive database.csv files in an incremental fashion eg  Stocktake2014_2 ,  Stocktake2014_3  etc.

Importing the Data File into Retailer

  1. From the main screen of Retailer click on  Utilities  ->  Import/Export Files  ->  Import PDE File  ->  Import CSV File .
  2. Click on the yellow folder icon on the bottom-right and navigate to the stocktake file. If you followed the steps above, you can click on  Desktop  on the left, then double-click on the folder and then double-click on the stocktake file.
  3. Click  Yes  to confirm that that is the file you want to import.
  4. Enter the settings as shown in the image below.


  1. Click  Save  and then click on the  Import PDE  button.
  2. The Find Stock Screen may appear if an item's barcode cannot be found in the system. Try to locate the correct item or click  Add  to manually add the item in.
  3. Once the import process is complete, the Import PDE File screen will appear and show a list of imported items. You can click on the  Modify  or  Delete  buttons to modify or delete items respectively.
  4. Click on  Begin Processing .
  5. Assuming you are at the beginning of a stocktake, click on New.
    If you already have an existing stocktake, click on Existing and select the particular stocktake for the items from the drop-down box.
  6. The Overwrite Item Quantity screen may appear during the processing if the same barcode was entered multiple times on the same file. In most cases, select Add and click OK.
  7. The figure in Counted Qty for the items on the list will be updated with those imported from the PDE.

If you are importing multiple times from the PDE, follow the steps above without creating a new stocktake.

After Importing the Data File

  1. Once the file(s) have been imported, you can check the grid and the quantities.
    NOTE:  The figures in Counted Qty can be changed, if required.
  2. When you are ready to finalise the stocktake, click on Process.
  3. Click  Yes  to the confirmation messages.

Once processed, that particular stocktake is locked and cannot be edited. If you need to fix any mistakes, you can process a small spot stocktake.

Reporting on the 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 .