Printed from https://zeropos.shop/help/stock-take
Blind stock-take: count your shop's stock
Count what is on the shelves without seeing the system's figures, then compare. Validating the count puts the differences into stock.
Owners can change what each role may do.
A stock-take is a blind count: the screen hides what the system thinks you have, so the number you type is what you really counted. Zero POS compares afterwards.
When to use it
For checking many products. To fix one number you already know is wrong, use Correct stock by hand (Stock adjust).
Before you start
- Applying a count to stock needs permission to validate counts. Without it, tap Submit count: the count waits on this screen until someone who can validate applies it.
- Count when the shop is quiet: sales made while you count change the figure you are compared with.
Steps
Count
- Step 1
Open Quick actions › Stock-taking and check that Location is the shop you are counting.
- Step 2
Find each product and type what you counted in Counted quantity.
- Leave a row empty if you didn't count it. Type 0 only when the shelf is really empty.
- Step 3
Watch the counts entered total go up as you work.
- Step 4
Add a Session note (optional), for example who counted and which shelves.
Submit and check
- Step 5
Tap Submit & validate to apply the count, or Submit count to only save it.
- Submit & validate applies the count only if your role may validate; otherwise it is just saved.
- Step 6
Read the results: System is what Zero POS expected, Counted what you typed, Diff the difference.
- Step 7
Check the line at the bottom: Applied to inventory. or Session saved — waiting on validation to apply.
- Step 8
Tap Close.
Validate a saved count
- Step 9
Open Quick actions › Stock-taking at the count's Location: saved counts wait under Counts waiting for validation, with who saved each one and when.
- Step 10
Tap Validate on the count.
- Step 11
Check each line: System, Counted and Diff. A line marked “Left out” won't change stock.
- Step 12
Tap Validate count.
- Step 13
Read Applied to inventory. and tap Close. The count leaves the list.
What happens next
- Once validated, now or later, each counted product moves at that shop by the difference found when the count was saved, and the change is logged as a stock-take in the Stock Movements report.
- The Stock-take Variance report (INSIGHTS › Reports) adds up only what counts applied to stock. A count still waiting shows under Δ waiting, a line left out under Δ left out, so a product counted twice has its gap counted once.
- Rows you left empty are not touched. No money moves: a count never changes takings or invoices.
Counts saved without validation
A count saved with Submit count, or by someone whose role can't validate, waits under Counts waiting for validation on the stock-taking screen, with who saved it and when. Everyone who counts at that shop sees it there; only someone who can validate gets Validate.
Validating later applies the differences the count found when it was saved, so sales, refunds and deliveries since then still count. If the shelf held 8 serums where Zero POS expected 10, and one has sold since, stock ends at 7.
A line is left out when applying it could fix the same gap twice: a newer count of that product exists, or its stock was changed by hand (Correct stock by hand (Stock adjust)) after the count. A product no longer in the catalogue is left out too. The count shows these lines before you validate.
A count validates once: if someone else validates it first, nothing is applied twice. Validate soon after counting, because the older a count, the more the shelf may have changed.
There is no way to discard a saved count. An old one waits for someone who can validate, such as the owner or a manager. If the shelves have changed since, count those products again first: validating the old count then leaves out every product the new count covered.
Questions
Why can't I see the stock number while I count?
Which system figure is my count compared with?
Who can validate a count?
Can I delete or discard a saved count?
How do I find where stock keeps going missing?
If you see this…
On screen
Session saved — waiting on validation to apply.
What to do
Nothing changed in stock yet. The count waits under Counts waiting for validation until someone who can validate taps Validate on it.
On screen
Someone has just validated this count. Nothing was applied twice.
What to do
Another person validated it a moment before you, and stock moved once. Tap Close: the count has left the list.
On screen
Left out: its stock was changed by hand after this count.
What to do
That product was corrected after the count, so the count leaves it as it is. If its figure is still wrong, count that product again.
Good to know
- Count one area at a time and submit it before starting the next, so sales in between don't blur the figures.
- Record opened testers before you count (Mark tester or damaged), or they will show up as missing.