Your system quantities drift over time — shrinkage, breakage, mis-picks, and data entry errors all add up. A stock take is how you get your records back in sync with reality. Count what’s physically on your shelves, enter the numbers, and Sevenledger handles the rest — including creating an inventory adjustment for any variances it finds.
Create a Stock Take
Navigate to Stock Take
Go to Inventory and select Stock Take. Click New to start a count.
Add a title and select a warehouse
Give the run a descriptive Title (e.g., “End of Month Count — Kathmandu Warehouse”) or leave it blank and the system will generate one. Select the Warehouse you’re counting.
Choose a scope
Scope determines which items get pulled into the count:
| Scope | What it counts |
|---|---|
| Full | Every item in the warehouse with stock on hand |
| Category | All items in a selected product category |
| Below Reorder Point | Items that have dipped below their reorder threshold |
| Negative Stock | Items the system shows as negative — usually a data issue |
| Custom | A hand-picked list of specific items |
Pick Full for your periodic end-of-period count. Use Custom for spot checks on high-value or fast-moving SKUs.
Set the count date and reference number
Enter the Count Date — the date you’re physically counting, not necessarily today. Add an optional Reference Number (e.g., your count sheet number) if you’re cross-referencing against physical paperwork.
Save
Click Save. Sevenledger snapshots the current system quantity for every item in scope and pre-fills the System Quantity column. Your stock take is now in Draft.
Starting the Count
When your team is ready to hit the floor, click Start. The run moves to In Progress — and the item list locks. You can no longer add or remove items from this point.
Now work through each row and enter the Counted Quantity — what you actually see on the shelf. The Variance column updates automatically:
Variance = Counted Quantity − System QuantityA positive variance means you have more than the system expected. A negative variance means stock is missing.
System Quantity is a snapshot. It reflects stock on hand at the moment you saved the draft — not a live number. If sales or transfers happen while you’re counting, they won’t shift the baseline you’re counting against.
Count high-value items first. If you find a large negative variance on an expensive item, you’ll want to investigate before approving the whole run.
Approving the Stock Take
Once every item has a counted quantity, review the Variance column one more time. When you’re confident the numbers are right, click Approve.
Here’s what happens next:
- If there are no variances, the run completes cleanly — no documents created.
- If any variances exist, the system automatically creates a linked Inventory Adjustment to bring quantities in line. The adjustment reason is set to
Stock Health — STK-001-82/83(using your actual run number).
The stock take moves to Completed and locks. You can view the linked adjustment from the run’s detail page.
Approval is irreversible. Once a stock take is Completed, you can’t edit it or revert the adjustment it created. If you need to correct a mistake, create a manual stock adjustment or a new stock take.
Stock Take Status Lifecycle
| Status | What it means |
|---|---|
| Draft | Saved; items can still be added or removed |
| In Progress | Counting underway; item list is locked |
| Completed | Approved and locked; variance adjustment applied if needed |
A Draft run can be deleted if you don’t need it. Once it moves to In Progress or Completed, it’s a permanent record.
Scope Reference
| Scope | Best used for |
|---|---|
| Full | End-of-month or end-of-year full warehouse count |
| Category | Counting a product line after a supplier delivery |
| Below Reorder Point | Catching stock-outs before they hit sales |
| Negative Stock | Diagnosing data integrity problems |
| Custom | Spot checks on high-theft or high-value items |