Run a stocktake

Use a stocktake when you need a physical count for a scoped slice of inventory. A draft snapshots expected available quantity; completion posts the differences to the ledger.

4 steps / ~6 minDraft -> Completedcompletion is final

1. Create and scope the count. From Inventory > Stocktakes, choose New stocktake. Pick a creation mode, location, name, and required reason.

   Mode	What it snapshots
   Empty	Starts with no lines. Add items manually.
   Items in stock	Active eligible items with available stock above zero at the selected location.
   All items	Every active material and product item.

   New stocktake

   Name*

   June yard count

   Mode

   Items in stock

   Reason*

   Quarter-end

2. Count each item. Counting is blind — the draft hides the expected quantity and variance until the completion preview. Enter Counted quantity for each line. Blank counts are not treated as zero during draft editing. Lot-tracked items expand into lot rows, and the parent item line rolls up from counted lots once all relevant lot rows are counted.

   June yard count / draft

   Item	Unit	Counted
   Screened Compost	bag	44
   Coir Pith	bag	30
   Perlite - Coarse	bag	15

   Expected and variance stay hidden until the completion preview.

3. Capture found lots. If a tracked item has a physical lot that is not listed, add a found lot with a lot number and counted quantity. Adding found lots requires lot-tracking access; the lot number cannot match a lot already on the count.

   Screened Compost / lots + Add found lot

   Lot	Counted
   R-114	26
   R-118 found	18

4. Complete and post variances. Choose Complete. ashicore compares your counts against current live stock — not just the snapshot — and posts each line as a gain, a loss, or verified with no change. It stamps applied deltas, updates last verified dates, and locks the stocktake as completed.

   Stale balance guard

   If live balances changed since the snapshot in a way that affects the count, completion returns a stale warning unless you confirm. Review the warning before posting because completed stocktakes cannot be deleted or edited.

After completion

Completed stocktakes are inventory history. To repeat the same scope, clone the stocktake and enter a new required reason. To correct a mistake after completion, run another stocktake or use Adjust stock.