Stocktake
Stocktakes are your physical counts per location: at the cut-off date you freeze the book quantity from inventory, count each position (ideally by scan), give a reason for every discrepancy and, on close, post the difference as an adjustment into the stock ledger. This keeps the book stock in line with reality — traceable and audit-proof.
Live preview — real view with sample data
M35 · Stocktake
| Title | Location | Counted on | Counted by |
|---|---|---|---|
| Service due | Record 3 | 09/06/2026 | Entry 5 |
| Defect reported | Item 4 | 20/06/2026 | Record 6 |
| Handover ok | Entry 5 | 01/07/2026 | Item 7 |
| Re-check | Record 6 | 12/07/2026 | Entry 8 |
| Routine checked | Item 7 | 23/07/2026 | Record 9 |
Not a screenshot: the same interface you get in production.
What you do here
Use “Create stocktake” to start a count with title, counting method, location, cut-off (balance-sheet) date and count date. Split large counts into zones (aisle, shelf zone, bin) and assign them to counters — the board shows progress (Open → Counting → Counted → Verified). In the detail view you add one count line per position and enter only the counted quantity; the system takes the book quantity and unit cost as a frozen snapshot from the stock position. Variance and stock value appear alongside for evaluation.
Counting & recounting
The counting mode is deliberately blind: the counter does not see the book value but scans the barcode and types the counted quantity — so nobody counts “towards” the expected figure. Above the configured variance threshold a reason must be picked from the catalogue (shrinkage, breakage, mis-posting, wrong delivery, theft, spoilage) — exactly the evaluation you care about. Flag large discrepancies for a recount by a second person; the stocktake can only be closed once the recount quantity is present. When counting food, record batch/lot and best-before date per line (traceability).
Closing & posting
“Close” is not a status note but an operation: it checks that every count line is recorded and every flagged recount is done, posts a stock adjustment (ADJUST) into the ledger for each linked position with a variance — referencing this stocktake and carrying a mandatory reason — and then locks the stocktake as a record. Closing is a separate right (four-eyes principle): whoever counts need not be allowed to close. A closed stocktake is immutable; do not correct by deleting but create a new stocktake if needed. Cancel faulty drafts via the “Cancelled” status instead of deleting them.
Legal requirements
Stocktaking is required under German commercial and tax law. Under HGB §240 every merchant must draw up an inventory (a list by type, quantity and value) through a physical count at the start of business and at the end of each financial year. HGB §241 permits simplified methods: sampling inventory (§241(1), recognised statistical methods), perpetual inventory (§241(2), continuous roll-forward) and shifted-date inventory (§241(3), counting up to three months before or two months after the cut-off with value roll-forward) — choose the right method in the “Counting method” field, as it drives deadlines and evidence. Inventories and the underlying count records must be kept for ten years under HGB §257 together with AO §147 (“Retain until”). GoBD requires traceability and immutability: a frozen book value, a documented variance with reason, a timestamp and person per count line, cancellation instead of deletion. Small sole traders below the thresholds of HGB §241a / AO §141 (since 2024: €800,000 revenue or €80,000 annual profit) may be exempt from bookkeeping and inventory — so the obligation is not universal. When counting food, record batch/lot and best-before date (LMIV Reg. (EU) No 1169/2011 with Reg. (EC) No 178/2002, traceability). Note: the attribution “who counted where” is performance data and may be subject to works-council co-determination (clarify if applicable).
What's inside
- Stocktakes
- Stocktake
- Create stocktake
- Assign responsible
- Close & post
Fits together with
Other blocks from the same area.
Purchasing
Procure from your suppliers here – from draft through approval to goods receipt. Line items, totals and delivery dates are tracked along the way.
M34Stock
Here you track booked stock per article, location and batch: available quantity (on hand minus reserved), bin, stock value and the threshold at which you must reorder. Every change of quantity is a booking.
M36Goods receipt
Receive deliveries from suppliers here: linked to a supplier and purchase order, with the positions actually received, their condition and their put-away target. Completing the receipt books the stock.