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v26.3

Stocktake and Reports

For whom: owner, office staff and tax advisor · Where: Admin → Stock → Stocktake and Bookings tabs, Admin → Reports → Stock

The stocktake brings the booked stock level into line with what was actually counted. The stock report then shows what the stock is worth, what was consumed and where the shortfalls went.

Prerequisite

The Stocktake permission for counting and closing, the View stock levels permission for journal and report (Setting up stock, step 5).

1. Start a stocktake

Admin → Stock → Stocktake tab

  1. At the top, choose the stock to be counted.
  2. "Start stocktake".

The count list contains all articles that have a stock level or a min/target rule in this stock.

Only one open stocktake per stock at a time

As long as a stocktake is open, a second one cannot be started for the same stock. If you count several stocks, work through them one after another — or start a separate stocktake for each stock.

The statuses in the list: Open, Closed, Cancelled.

2. Counting

Clicking the open stocktake opens the count list "Stocktake Counter Bar".

  1. For each article, enter the quantity actually present in the Counted column. Enter jumps to the next field.
  2. It is faster with a barcode scanner: use the search field "Search article…" to call up the article by EAN scan or article number and type in the quantity.
  3. Click "Save progress" in between — the count is then not lost.

The columns mean:

Column Meaning
Target Current book stock according to the system
Counted What you counted
Difference Counted − target

Above the list, a counter runs along: "12 of 40 articles counted".

Empty means "not counted"

An empty field means not counted — this article stays unchanged at closing. If you only want to check the conspicuous items, count exactly those and leave the rest empty. A 0, on the other hand, means "nothing left" and is booked.

3. Closing

  1. Click "Close" — the closing preview appears.
  2. Check the difference table: per article target, counted and difference.
  3. In the Comment field, record the reason for larger differences (saved in the log).
  4. "Close now".

Afterwards it says "Stocktake closed — differences were booked, the period counters start anew."

What closing does:

  • The stock level of every counted article is set to the counted quantity.
  • For every difference, a correction booking is created as evidence in the journal.
  • The stock's period counters (sales, receipts, loss since the last stocktake) start anew.
  • Articles that were not counted stay unchanged.
  • The log is kept permanently and can be called up again via the list.

The correction booking is the evidence — do not execute it again

A stocktake sets the stock level to the counted value. The correction booking in the journal documents this difference; it must not be executed a second time, otherwise the difference is booked twice.

"Cancel" discards all entered count quantities; nothing is booked. The confirmation prompt points this out explicitly.

4. The booking journal

Admin → Stock → Bookings tab

Every stock movement is listed here chronologically: who, when, what, from where to where.

Booking type Created by
Sale Ordering and checking out (automatic)
Goods receipt Delivery against an order or free booking-in
Transfer Stock moves between two stocks
Loss Breakage, best-before, own consumption, staff consumption, other
Correction Individual correction or stocktake closing

You can filter by stock ("All stocks"), article ("Filter articles…") and period (From / To). Long lists load further via "Load more (50/312)".

With "New booking" you enter a movement by hand: choose the booking type, set source and target stock, add articles via search, enter quantities (with a sign for a correction), Book. The booking is executed immediately.

5. The stock report

Admin → Reports → Stock tab

For each stock, the report shows a box with Stock value, Cost of goods and Loss in the header line, and the article rows below:

Column Meaning
Sold Outflow through sales in the period
Receipts Goods receipts in the period
Transfer ± Balance of inflows and outflows to other stocks
Loss Write-offs with reason
Correction ± Manual corrections and stocktake differences
Stock / Avg. cost / Value Current status
Cost of goods Quantity sold × average purchase price

Hovering over the loss figure opens the breakdown "Loss by reason" — the shrinkage indicator of each counter. Hovering over the transfer shows "Transfer in: … · out: …".

Stock and value refer to the current status

Sales, receipts, transfer, loss and correction count the chosen period; stock, avg. cost and value always show the current status. The shrinkage indicator is the sum of loss and negative corrections.

The system stocks do not appear as rows of their own in the report — Loss shows up as a loss column rather than as a stock. If you form your own totals across "all stocks", you therefore arrive at a different figure than the report.

Der Lagerbericht gehört nicht zum Tagesabschluss

Er ist eine rein betriebswirtschaftliche Auswertung und bewusst kein Teil des Tagesabschlusses. Für Finanzamt und Betriebsprüfung zählen die Kassen- und TSE-Daten; der Lagerbericht wird dort nicht eingereicht. Für die Bilanz liefert die abgeschlossene Inventur den Bestandswert zum Stichtag.

Practical example: monthly stocktake at the counter

Pizzeria Da Mario counts the counter on the 1st of the month before opening.

  1. Admin → Stock → Stocktake, stock Counter Bar, Start stocktake.
  2. Capture bottle by bottle with the barcode scanner; Enter jumps on, enter the rest via search.
  3. After 20 minutes: Close → the preview shows 2 bottles of red wine and 5 wheat beers too few.
  4. Comment: "Red wine: breakage on the 22nd not booked". Close now.
  5. In the stock report of the next month, the shortfall appears under Correction ±; the booked breakage appears under Loss with its reason.

If you only want to check the conspicuous articles, count only those — the rest stays untouched.

When something does not work

Message Cause and remedy
"No stocktakes yet. Choose a stock above and start the first stocktake." Expected message the first time.
"Stocktake could not be started." A stocktake is already open for this stock — close or cancel it first.
"Rum 0.7 l: The counted quantity must not be negative." There is a negative value in the count list. What is counted is what is there.
"No count quantities entered — nothing to save." Saving progress without a single entry.
"No differences — all counted stock levels match the target." Everything matches; closing then books nothing.
"No articles were counted in this stocktake." A closed log without count quantities — it booked nothing.
"No bookings for the chosen filters." Filter too narrow: widen the period, stock or article filter.
"No stock movements or stock levels in the chosen period." In the report: choose a different period or a different stock.
"Error loading the stock report" Connection problem; reload the page.
The stock level is wrong again already If sales continued between counting and closing, the difference is already outdated. Count shortly before or after closing time.

Next steps