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 

 

 

 

 

 

 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