> For the complete documentation index, see [llms.txt](https://support.ordereazi.com/central/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.ordereazi.com/central/warehouse-management/counts/stocktake.md).

# Stocktake

Count the stock in a warehouse bin by bin, review the variances, recount what's off, and finalise to correct your stock levels.

Stock levels drift: a miscount at receiving, a pick from the wrong bin, a box that went missing. A stocktake in OrderEazi counts the bins you choose in one warehouse, with counters who can't see the expected quantities. Finalising corrects the stock levels (the quantity of one product in one location) in those bins to match the count.

### Before you start

You'll need:

* **Permissions:** To prepare, review, and finalise a stocktake, **Create, Manage and Perform Stocktakes**, in the **Warehousing** permission group. To count, **Perform Stocktakes**. **View and Use as Manager** and **View and Use as Administrator** can do everything.
* **Counters:** Each counter needs the warehouse ticked under **Manage Warehouses** on their user.
* **A quiet warehouse:** While counting is in progress, the warehouse is in stocktake mode: it can't receive stock, pick, or edit stock levels. Plan the count for a quiet time.

### How a stocktake works

1. **Prepare:** You choose the warehouse, and allocate bins to counters.
2. **Count:** Each counter scans their bins, with the warehouse in stocktake mode.
3. **Review:** When every bin is counted, you check the variances (the differences between the counted and expected quantities), and mark lines to recount.
4. **Finalise:** Stock levels are corrected to the counts. Lines marked for recount become [cycle counts](/central/warehouse-management/counts/cycle-counts.md).

Only the bins you allocate are counted and corrected.

### How to prepare a stocktake

1. In the warehouse menu, select **Counts** > **Stocktake**.
2. Select **Prepare Stocktake**.
3. Choose the **Warehouse**.
4. Select **Next**.
5. Under **Unallocated**, tick the bins to count. Use **Group by Area** or the search box to find them.
6. In the **- Assign selected to -** list, choose a counter.
7. Select **Assign**.
8. Repeat steps 5 to 7 for each counter.
9. Select **Save Allocations**.

You'll see how many allocations were added. The stocktake has a number starting with STK. If you see "A stock take was created and has not been completed", finish or close the warehouse's other stocktake first.

### How to count

1. In the warehouse menu, select **Counts** > **Stocktake**.
2. In the stocktake's row, select **Start Count**, or **Continue Count** if you've already started.
3. Scan the bin shown under **CURRENT LOCATION**.
4. Scan an item in the bin.
5. Type how many there are, and press Enter.
6. Repeat steps 4 and 5 for each product in the bin.
7. Select **Finish Bin**.
8. Select **Yes** to confirm you've counted everything in the bin.
9. Repeat steps 3 to 8 for each bin that shows.

When all your bins are done, you'll see "You have completed all the locations assigned to you."

Scanning the same product again replaces its count, so type the full total. Anything you didn't scan in a finished bin is counted as 0. For a serialised product (one tracked by serial number), scan each serial number instead of typing a quantity.

If you scan a barcode OrderEazi doesn't know, it's recorded as unknown, so it can be checked later. It doesn't change stock.

**Example:** Thabo is allocated the bins in aisle A. He scans A-07, scans a CHAIR-01, and types 37. He scans a MUG-11 and types 6. He selects **Finish Bin** and **Yes**, and A-08 shows.

### How to review and finalise

When every bin is counted, the stocktake's status is **Counted**.

1. In the warehouse menu, select **Counts** > **Stocktake**.
2. In the stocktake's row, select **Review**.
3. Check each line's **Warehouse Qty**, **Counted Qty**, **Variance**, and **Status**: **Perfect**, **Under**, **Over**, **New**, or **Unknown**.
4. Tick **Recount** on any line you want counted again. To tick many at once, use **Recount all variances**, **Recount all Over**, **Recount all Under**, or **Recount all NEW**.
5. Select **Finalize**.
6. Select **Yes** to confirm.

You'll see that the stocktake was finalised and the stock levels have been changed. Each stock level changes by the difference between what was counted and what the system had at the time, so stock that moved since the count isn't lost.

Lines you ticked for recount don't change. Each becomes a cycle count, which you start from **Counts** > **Cycle Counts**.

If your accounting system is Xero and **Stock Level Adjustment Exporter** is on in your Xero settings, the changes are sent to Xero as a manual journal (an entry made directly in your accounts).

To see the changes afterwards, select **View** in the stocktake's row. To download the review as a spreadsheet, select **Export** on the review page.

### How to change or cancel a stocktake

Both of these are in the stocktake's row on **Counts** > **Stocktake**.

**Reallocate Users:** While counting is in progress, this moves bins between counters. Bins already counted stay with their counter.

**Close:** This cancels the stocktake. No stock levels change.

### Related pages

* [Cycle Counts](/central/warehouse-management/counts/cycle-counts.md): count a few bins without stopping the warehouse
* [Stock Levels](/central/warehouse-management/stock/stock-levels.md): see stock in each location