How to Do a Stocktake in Unleashed With Stock Counts

Before you start

• Stock Counts aren't supported on the Lite plan. You need Core or Pro.
• To create a count, your user role needs the "Stock Count Entry" permission. To update and process an in-progress count, it needs "Stock Count List".
• Each Stock Count covers one warehouse. Run a separate count for each warehouse.
• Unleashed recommends pausing production, receipting and shipments in the warehouse while the count is in progress.
• If Shopify or WooCommerce creates orders in Unleashed, see the ecommerce note in Step 2.

Step 1: Create the Stock Count

1. 1Go to Inventory > Transactions > Stock Counts and click Add Count.
2. 2Optionally enter a Stock Count Name. You can't edit it once the count is In Progress.
3. 3Select the Warehouse. Only one warehouse can be selected, and it can't be changed later.
4. 4To pre-fill the count, filter by Supplier, Bin Location, Product Group or Product Brand. By default only products with stock above zero in that warehouse are listed. Tick "Include products with no stock" to add the rest.
5. 5For a blind count, tick "Create empty stock count" instead and add products as you count them.
6. 6If you're connected to an accounting provider, choose the Accounting Code (the cost of goods sold account the count exports to).
7. 7Click Create Count. Unleashed gives it a Stock Count number and saves it as In Progress.

Step 2: Count and enter quantities

1. 1To count on paper, open the count, click Export and choose Export to PDF. It lists the products with space to write quantities.
2. 2To enter counts in Unleashed, click the Count Quantity field on each row and type the counted quantity. Unleashed hides current stock on hand until the count is complete, so the count isn't biased.
3. 3To add a product that isn't listed, search for it in the Product field, enter the Count Quantity and click Add.
4. 4To import counts, use Export to CSV for a pre-filled file, update the Count Quantity column, then click Import on the count and upload the file. Each import replaces the current counts.
5. 5For serial-numbered or batch-tracked products, click the Serial or Batch field and assign numbers. The column turns green when the assigned quantity matches the count quantity.
6. 6If ecommerce orders create sales orders in Unleashed, Unleashed suggests temporarily changing your Shopify integration's sales order creation status from Completed to Parked or Placed, then switching it back and completing those orders after the count.

Remove any product you aren't counting by clicking the bin icon on its row. A listed product left blank or at 0 is set to zero stock on hand when you complete the count.

Step 3: Check variances and complete

1. 1Review the counts against your records and recount anything that looks wrong. Unleashed's Help Centre notes that receipts or shipments processed during the count can cause differences.
2. 2Click Complete in the top right corner of the Stock Count.
3. 3Review the summary of how many products will be updated, then click Yes.
4. 4Unleashed downloads a PDF Variance Report. Each difference becomes a Stock Take Adjustment.
5. 5To see the adjustments later, go to Reports > Inventory > Transaction Enquiry and run it with Stock Take Adjustment selected in the Transaction Type filter.

If something doesn't look right

• Error "The on-hand quantity has changed since this stock take was created": stock moved after the count started. Re-enter the Count Quantity on the affected line, click away, and try Complete again.
• The count won't complete: a product on it has a purchase order in Receipted status (in any warehouse), or a Serial or Batch column is still red.
• A purchase order won't receipt: one of its products is on an In Progress Stock Count for the same warehouse.
• Shipments, stock adjustments and assemblies won't complete for products on an In Progress count.
• A product went to zero: it was listed on the count with no quantity, or left out of an imported CSV. The import sets any product on the count but missing from the file to zero.
• A completed count was wrong: completed counts can't be edited, deleted or reversed. Create a second Stock Count with the correct quantities to offset it.
• A product that had zero stock was counted up: Unleashed values the new stock at its Last Cost. Check the average landed cost afterwards.

Where Unleashed leaves the work to you

• The physical count, the recounts and deciding which variances to accept.
• Stopping receipts, shipments and assemblies in the warehouse while the count runs, and holding ecommerce orders.
• Checking product values after the count, especially for products that had no stock before.
• Checking what the count exports to the Accounting Code you chose, if you're connected to an accounting provider.

Where Logistify fits

Logistify doesn't do stocktakes in Unleashed. Our Sales Order Service enters customer orders into Unleashed as sales orders and replies to the buyer with the quantity available on each line. To correct stock between counts, see How to adjust stock on hand in Unleashed. For multiple warehouses, see How to transfer stock between warehouses.