A stocktake is how you find out what you really have — not what your system thinks you have. Done well it takes a few hours and keeps your records honest; done badly it wastes a day and still leaves gaps. This guide walks through doing a stocktake properly.

What is a stocktake?

A stocktake (or stock count) is the physical counting of your inventory, so you can compare it against your recorded stock and correct any differences. It is the count at the heart of stock reconciliation.

Prepare first

Good preparation is most of the job. Tidy and organise stock so everything is countable, make sure products are labelled, and choose your method: a full count (everything at once, usually after hours) or cycle counting (a portion at a time, on a rolling basis). Pause movements — sales and receiving — during the count so nothing shifts under you.

The stocktake steps

  1. Count the physical stock, ideally in a logical order by location.
  2. Record counts as you go — a barcode scanner is faster and more accurate than paper.
  3. Compare your counts against the system figures.
  4. Investigate discrepancies — theft, damage, miscounts or receiving errors.
  5. Adjust the records to match reality, noting the reason.

Tips for an accurate count

  • Count in pairs, or have a second person verify high-value items.
  • Use a scanner to avoid transcription errors.
  • Count outside trading hours, or freeze the area you are counting.
  • Start with high-value and fast-moving items where errors cost most.

How often should you do a stocktake?

A full count once or twice a year is common, but frequent cycle counts of key items in between catch problems early and avoid closing the shop — see reducing shrinkage.

Make stocktakes quick

RushFlow supports fast counts with adjustments recorded straight against your inventory, so a stocktake is a quick verification — not a paper chase — across every branch.