3-Minute Overview
⏱️ Time: 3 minutes
👤 Who: Store Manager / New staff (first exposure) / Anyone needing a high-level understanding
What is a Stocktake?
A stocktake ensures your system reflects the actual physical stock in your store. It directly impacts:
- Ordering accuracy
- Stock valuation
- Reporting reliability
The 5 Phases of a Successful Stocktake
1. Preparation (Critical)
Before counting anything:
- Clean up stock data
- Fix errors (negative stock, false zero stock)
- Ensure store layout (sections) is clear
Most stocktake failures happen here—not during counting.
2. Setup
- Create ONE stocktake
- Set the correct date
- Ensure structure is clean and consistent
3. Counting (Execution)
- Use PDE devices to scan and count
- Each count is saved as an “input”
- Inputs must be clearly named and assigned to sections
4. Validation
- Run reports
- Identify unusual values
- Investigate discrepancies
5. Finalisation
- Close stocktake
- Set stock counts
- Update system
Biggest Risks to Avoid
- Multiple stocktakes → reporting becomes unusable
- Poor naming → investigations become impossible
- Skipping preparation → inaccurate results
- Not validating → major stock errors
Golden Rule
A smooth stocktake is built before the first item is counted