Stocktaking
RetailStocktakes are your counting sessions per location: for each article you record the expected and the counted quantity, see the variance instantly and value the counted stock with its unit cost.
What you do here
Use „New stocktake“ to start a counting session with title, location and counting date and assign a counting person. In the detail view you add a count row per article and enter the counted quantity — the expected quantity serves as a comparison and the variance (counted minus expected) and value (quantity times unit cost) are shown next to it. On the board you drag stocktakes between Open, Counting, Closed and Cancelled; the calendar shows them on their counting date.
Tips
Keep a separate stocktake per location to keep the assignment clean. Maintain the unit cost per count row so the inventory value is correct. Only close a session once all count rows are captured — closed stocktakes are locked and serve as a record. Staff with read access may capture count rows of open stocktakes themselves, even without full management rights. The „Open“ tab and the location filter help you stay on top of things.
Legal requirements
Stocktaking is required under commercial and tax law. Per HGB §240 you must draw up an inventory (stock listing) by counting at the end of every financial year — the annual stocktaking obligation. HGB §241 permits simplified procedures (e.g. sampling or cut-off date inventory). In the „Due date“ section enter the next cut-off date under „Next stocktake due“; an overdue date is flagged so the annual count is not missed. Inventory documents (inventories/balance sheets) must be retained for ten years under HGB §257 together with AO §147: in the „Retention/audit“ section enter under „Retain until“ the end of the ten-year period. In line with GoBD the count must be traceable and unalterable (auditable): differences (variance counted minus expected) are documented per count row, and the „Changed by“ field evidences who last changed the record. Do not delete a closed stocktake — cancel it via the „Cancelled“ status instead, so the record remains audit-proof. For perishable goods also observe the labelling and traceability obligations of the FIC Regulation (Regulation (EU) No 1169/2011) when food items are inventoried.
What you can do here
- ✓Stocktakes
- ✓Stocktake
- ✓New stocktake
- ✓Edit
- ✓Delete
- ✓Set status
- ✓Assign counter
- ✓Close
Live preview — real view with sample data