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Carry out a stocktake and reconcile your inventory

In this article you will learn how to prepare your products for stock tracking, run a physical stocktake, reconcile the counted quantities against the system stock per studio, export the inventory for accounting, and handle common discrepancies.

Contents

Fast lane

  1. Confirm that the relevant product variants have the Stockable toggle on under Settings / Product management / Products.
  2. Print or export the current system stock per studio so you have a count sheet.
  3. Count the products physically, location by location.
  4. For each variant with a deviation, open the variant in Settings / Product management / Products and adjust the stock level to the counted quantity.
  5. Run the Inventory export to download an Excel file of the corrected stock levels for accounting.
  6. Document the reason for any large deviations in your internal records.

To change the stock level for a single product (delivery, manual correction), see the existing How to change the stock level of your products article. This article covers the full stocktake workflow.

Prerequisites

  • Permission: Configure products. Assigned in Settings / Resources / Roles.
  • Products and variants already created: stocktake operates on existing product variants. Create them first under Settings / Product management / Products.
  • Studio context: stock levels are tracked per studio. Run the stocktake while the studio you want to count is the current facility.
  • Cash registers reconciled (recommended): close pending cash journals before the count so all sales are reflected in the system stock.
  • Quiet period (recommended): pause new sales during the physical count to avoid a moving target. If you cannot pause, count sections sequentially and adjust each one immediately.

How stock tracking works in the software

Stock tracking is opt-in per product variant. Three concepts to keep in mind:

  • Stockable toggle: a variant only carries a stock level if its Stockable toggle is on. Without it the variant is treated as a service or an unlimited-supply item; no stock is counted, no warnings are raised at the POS.
  • Initial inventory: the starting stock level you enter when you first create or stocktake the variant. Every sale, return, and manual adjustment changes the stock from that starting point.
  • Per-studio stock: each variant carries one stock level per studio. A 12-pack of energy bars at the front desk of Studio A has a different counter than the same product at Studio B. The stocktake is a per-studio activity.

The system does not have a dedicated "Stocktake" button. A stocktake is a set of manual adjustments on the variants whose physical count differs from the system stock. The workflow below is the recommended sequence.

Prepare your products for stocktake

  1. Open Settings / Product management / Products.
  2. Filter the list for the products you want to count. The product overview shows all variants and their current stockable status.
  3. For every variant that should be counted, confirm Stockable is on:
    • Open the variant via the three-dot menu, click Edit variant.
    • Tick Stockable: track the quantity of this product variant in stock.
    • If you have not done so before, enter the Initial inventory with your best estimate so the first stocktake has a baseline. Save.
  4. Variants that should not be counted (services, intangible items, supplements with infinite supply) can stay non-stockable. They are excluded from the stocktake entirely.

If a variant was already sold at least once with stock tracking disabled, the system blocks you from turning it off again. The error message reads "The product variant was already sold at least once. It is not possible to disable the inventory tracking for this product variant." If you need to stop tracking a variant, archive it instead and create a fresh non-stockable replacement.

Run the physical count

  1. Print or export the current system stock so you have a structured count sheet. The fastest path is the Inventory export described two sections down; export it before the count, use it as the count sheet, then re-export after corrections for accounting.
  2. Walk through the studio location by location (front desk fridge, vending storage, retail shelves, back office). Count the physical quantity of each stockable variant.
  3. Record the counted quantity next to the system quantity on your sheet. Note any deviation in a separate column.
  4. Note expired or damaged items separately. They should be written off rather than counted as on-hand stock.
  5. Document the date of the count and the staff member responsible. The software does not store this metadata automatically, so keep a separate record for audit purposes.

Reconcile counted quantities against system stock

  1. For each variant where the counted quantity differs from the system quantity, open the variant in Settings / Product management / Products.
  2. Use the three-dot menu and click Edit variant.
  3. Adjust the Initial inventory field for the studio you are counting so that the new system stock equals the counted quantity. Save.
  4. Move on to the next variant.

If you operate several studios, switch the active facility in the top bar before adjusting the next studio's stock. Each studio is reconciled independently.

Tip: keep deviations small. Large adjustments without a documented reason create audit findings. If you cannot explain the deviation through sales, write-offs, or known damage, record an explanation in your internal log even though the software does not require one.

Export the inventory for accounting

After all variants are reconciled, export the corrected stock for your accounting records:

  1. Go to Settings / Product management / Products.
  2. Use the three-dot menu at the top right of the product list and choose Export inventory (or the equivalent export action in your interface).
  3. The system generates an Excel file titled inventory_<date> with one row per variant per studio. The sheet name is Inventory.
  4. Save the file with a clear date in the filename ("inventory_2026-05-15_stocktake_post.xlsx") so you can compare it against the pre-count export.

The export covers all stockable variants in the current scope. Filter the product list first (by category, by facility) if you want to export a subset.

The exported file does not contain the pre-count quantities. Keep your count sheet or your pre-count export as a separate file so the deviation can be reconstructed from the two exports plus the count sheet.

Handle discrepancies

The most common deviation patterns and how to handle them:

  • Negative deviation (counted less than system): shrinkage, theft, expired items thrown out without a write-off, or sales recorded against the wrong variant. Adjust the stock to the counted value and check the cash register history for that variant to spot recurring issues.
  • Positive deviation (counted more than system): a delivery was not recorded in the system, returns were processed off-system, or a different variant was sold under this variant's article number. Adjust the stock to the counted value and add the missing delivery as initial inventory increment.
  • Same variant overlaps two products: the same physical item is configured under two product entries with different article numbers. Decide which entry is the canonical one, transfer the stock there, and archive the duplicate.
  • Stock cannot be turned off: see the prerequisites. A variant that has been sold at least once with stock tracking on cannot be reverted; archive it and create a replacement.

For damaged or expired items, record a sale at zero price (write-off) with a clear receipt text so the deduction shows up in the cash journal as well. This keeps the financial and the stock movement aligned.

Common pitfalls

  • Variants not stockable. If a counted variant does not appear on the inventory export, check that the Stockable toggle is on for that variant. Non-stockable variants are excluded by design.
  • Different stock per studio overlooked. Stock is per studio. A correction made in Studio A does not propagate to Studio B. Switch the active facility before adjusting each studio.
  • Count taken during open sales. Sales during the physical count create moving targets. Either pause sales or stocktake section by section and lock each section immediately.
  • Bulk supplier delivery not posted. The software has no purchase-order or goods-received workflow. Deliveries must be added manually by increasing the stock level. If you skip this step, every subsequent stocktake shows a positive deviation.
  • Sale through wrong variant. If staff scan a generic barcode that maps to the wrong variant, that variant's stock drops while the actual variant does not. Reconcile by adjusting both variants based on the count, then retrain staff on the correct variant scan.
  • Stocktake not retained for audit. The software does not store stocktake history. Keep your count sheet, the pre-count export, and the post-correction export as a single archived bundle per stocktake date.
  • Mass write-off recorded as a sale. Expired or damaged items should be recorded with a clear write-off receipt text, not as a normal sale. This separates legitimate revenue from inventory shrinkage in the cash journal.
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