Stocktake
Verify quantities and condition of stock in a specific location or warehouse with stocktakes.
Stocktakes cause transactions to be generated and synced to your accounting records. If the stocktake is not 'real' (i.e. in the case of correcting a data entry error), you can skip this step.
Prerequisites
Set up locations
Set up accounts
Only products of the type Stock are available for stocktake. Services, fixed assets, non-inventory, and gift cards will not appear.
Perform a stocktake
Select Inventory from the main menu, then Stocktake and adjustments.
Select + Add, then New stocktake.
Enter an Effective date. This is used as the date for the journal entries that will be triggered by the stocktake.
Choose a Location and an Expense account for the operation.
Optionally enter a Reference.
Optionally Include quantity on hand. This displays the Cin7 Core quantity for each item in the stocktake list.
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If required, select additional filters. Filters limit the stocktake to products found in one or more stock locators, categories, brands, tags, bins, and pick zones. You can select as many filters as you need.
All filters define list of products that will be in the stocktake. For example, Bin filter will look up products in that bin, then stocktake all instances of those products across the stock in the selected location. If you have the same product in multiple bins, all instances of the product will be included in the stocktake, not just the products found in the filtered bin.
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Click Start. This lists stock items relevant to the filters and location, split into two sections: Non-zero stock on hand and Zero stock on hand.
Once you start the stocktake, the location is locked and no operations will be able to add or remove stock. Draft stocktakes are continuously updated with the most recent stock availability information.
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Enter actual Stocktake quantity for each Non-zero stock on hand item. You can enter stock quantities in the following ways:
Manually: Enter stock quantities directly into Cin7 Core.
Scan items: Scan barcode to scan item barcodes or manually enter the barcode number. Scanning multiple units of an item will automatically calculate the total stocktake quantity. The item will automatically be entered into the correct section (zero or non-zero stock on hand).
Import: Click Export to download the stock details as a CSV file, edit the stocktake quantities in the spreadsheet, then upload by clicking Import.
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Next, stocktake Zero stock on hand items, for example, items in your stocktake location that have not been entered into Cin7 Core.
Manually: Click + Add and enter product name, quantity, cost, and batch/serial number if applicable. Unit cost is generated automatically, but can be manually entered if required.
Scan items: Scan barcode to scan item barcodes or manually enter the barcode number. Scanning multiple units of an item will automatically calculate the total stocktake quantity. The item will automatically be entered into the correct section (zero or non-zero stock on hand).
Import: Click Export to download the stock details as a CSV file, edit the stocktake quantities in the spreadsheet, then upload by clicking Import.
Click Save to save as draft or Complete to finish the stocktake. The location will now be unlocked and ready to be used for transactions and operations.
Transactions generated for the stocktake are sent to your accounting application next time you sync data. In the case of a 'fake' Stocktake (for example, to correct a data entry error), this can be skipped.
Undo a stocktake
Click Undo to reverse all stocktake transactions and change the Completed or In progress status to Draft.
Skip transaction synchronization
Stocktakes will cause transactions to be generated and synced to your accounting records. If the stocktake is not 'real' (i.e. in the case of correcting a data entry error), this can be skipped.
Hover over Sync in the top toolbar.
Check the pending sync entries by clicking Products: [x] require sync or View sync history.
Change the status of the Inventory adjustment (not product) manual journal entry from Pending to Skipped.
View financial transactions
View all accounting transactions generated by the system for a stocktake.
Select Inventory from the main menu, then Stocktake and adjustments.
Open a stocktake.
Go to the Financials tab.
View stocktake activity log
View all actions taken for a stocktake with username and timestamp with the Activity log.
Select Inventory from the main menu, then Stocktake and adjustments.
Open a stocktake.
Go to the Activity log tab.
Attach documents
Documents up to 10MB can be attached to the stocktake for future reference. Any PDF documents generated by the print or email functions will be added to this tab automatically. You can also add files from a connected Google Workspace account.
Select Inventory from the main menu, then Stocktake and adjustments.
Open a stocktake.
Go to the Attachments tab.
Drag and drop, or select, a file to upload.
Print stocktake
Print stocktake details or save as a PDF.
Select Inventory from the main menu, then Stocktake and adjustments.
Open a stocktake.
Click Print, then Stocktake.
View stocktake list
View historical stocktakes and stock adjustments.
Select Inventory from the main menu, then Stocktake and adjustments.
See the details of previous stocktakes by clicking on each line.
Stocktake errors
I could not complete a sale because I started a stocktake, so I decided to void it. I'm still receiving a "Processing cannot be completed because stocktake/inventory count is 'in progress' in one or more locations" error.
Try refreshing or clearing your browser cache (use the link for support – https://www.refreshyourcache.com/en/home/) and then check if you can process the sale.
"System detected discrepancy between required to adjust quantity and actual stock quantity movement. If this error persists, please contact support"
There are a few ways this error can be triggered.
Stock levels have changed since the stocktake was created (e.g. stocktake created a week ago). In this case, void the original stocktake and try starting a new stocktake.
Negative stock levels in your inventory. This can cause errors during stocktake. Please contact support for help resolving the issue in this case.
I want to stocktake products in a certain bin only and have applied a bin filter. Why am I seeing products from other bins?
Applying a bin filter will only show products that appear in the filtered bin. However, if a product appears in the filtered bins and other bins, the stocktake quantity in other bins will be shown. The only way to avoid this is to store products in a single bin.
We went to complete a draft stock take and all QOH numbers have changed - they are not the same as it was when we first ran the draft stocktake.
If you have not started the stocktake then the stock level can change. Void the original stock take and create a new one to show the updated stock level.