# Execution

**⏱️ Time to Complete:** 1–4 weeks (done progressively)  
**👤 Who this is for:**

- Store Manager
- Inventory Controller
- Department Managers
- All counting staff
- Casual workers

👉 This is not a single task—it's ongoing preparation work.

# Prepare for Stocktake

- ### Why Preparation Matters
    
    Preparation ensures your system is already close to correct before counting begins.
    
    ---
    
    ### 1. Create Sections (Store Mapping)
    
    
    - Go to: `Stocktakes → Sections`
    - Create sections that reflect physical areas
    
    **Good Example:**
    
    
    - “Back Room – Drinks”
    - “Front Aisle 1 – Grocery”
    
    > Clear section naming allows easy recounts and investigations.
    
    ---
    
    ### 2. Check Stock On Hand
    
    
    - Reports → Stock → Stock On Hand
    - Run report
    
    Look for:
    
    
    - Departments with unrealistic totals
    - Obvious errors
    
    ---
    
    ### 3. Check Out-of-Stocks
    
    
    - Filter for stock = 0
    
    Fix:
    
    
    - Items that are actually in stock
    - Remove or deactivate unused lines
    
    ---
    
    ### 4. Check Negative Stock
    
    
    - Filter for stock < 0
    
    Fix:
    
    
    - Missing invoices
    - Incorrect tracking settings
    - Products stuck “on order”
    
    ---
    
    ### Outcome of Preparation
    
    You should now have:
    
    
    - Clean data
    - Clear store layout
    - Confidence in starting stocktake

# Create & Structure Stocktake

- ### Create Stocktake
    
    
    - Go to: `Stocktakes → Create`
    - Enter: 
        - Name
        - Correct date
    
    ⚠️ The date must match the actual stocktake date.
    
    ---
    
    ### Structure Rules (Critical)
    
    
    - Only ONE stocktake per store
    - All inputs must exist inside it
    
    Each input must:
    
    
    - Represent one count
    - Have a section
    - Have a clear name
    
    ---
    
    ### Naming Inputs Properly
    
    Use:  
    **Department + Person**
    
    Examples:
    
    
    - Grocery – John
    - Dairy – Sarah
    
    > This makes investigations fast and accurate.
    
    ---
    
    ### Common Mistakes to Avoid
    
    
    - Creating multiple stocktakes
    - Using vague input names
    - Mixing sections incorrectly

# Count Stock (PDE Guide)

### Create an Input

- Login → Inventory → Stocktake
- Select stocktake → Edit
- Create input: 
    - Name
    - Section

[![image.png](https://docs.gapsolutions.com.au/uploads/images/gallery/2026-05/scaled-1680-/5lkzzmrJaL5D5mF3-image.png)](https://docs.gapsolutions.com.au/uploads/images/gallery/2026-05/5lkzzmrJaL5D5mF3-image.png)

---

### Counting Process

- Scan product
- Enter quantity
- Press **Add**

Optional:

- Scan location before product

---

### Important Rules

- Always press **Add on final item**
- Do not double count areas
- Ensure correct section is selected

---

### Reviewing Counts

- Press back
- Review scanned items
- Edit if needed

---

### Common Issues

- - Missing last item (forgot to press Add)
    - Incorrect quantities entered
    - Wrong section used