Run a stocktake

A stocktake compares the shelf with Swipee without changing inventory while people are still counting. Counts save as you go and can be resumed from the dashboard or till.

Start a count

Open Inventory → Stocktakes in the dashboard, or More → Stocktake on the till.

1. 1
   Choose the store or whole business.
2. 2
   Choose a Full count for every tracked item or Partial count and select the lines you want.
3. 3
   Add an optional note such as “month end”.
4. 4
   Choose Start counting.

Only one open count can exist for the same store at a time.

Count the sheet

Scan a barcode or type an SKU to jump to its line, then enter the quantity physically present. A scan selects the line; it does not silently add one to the count.

Swipee captures the expected quantity when that line is counted. If a sale happens while you walk the shop, it does not become a false variance merely because the sheet was started earlier.

Explain differences

Variance is counted minus expected. Choose a reason for every difference: damaged, expired, theft, miscount, supplier shortage, breakage, sample, found, or other. Other needs a written note.

Do not change the count to make the variance disappear. Record what is physically present and explain what you know.

Submit and approve

1. 1
   Save every line you counted.
2. 2
   Review Lines out, Units out, and the value at cost.
3. 3
   Choose Submit for approval.
4. 4
   A manager or owner reviews the variances and approves with their PIN.

Only approval writes differences to stock. Until then, the live inventory count is unchanged. Cancelling a draft discards the count without applying it.

After approval

Each variance becomes an inventory movement with the reason, counter, and approver. Use inventory history to investigate repeated losses or the same explanation appearing every month.

Next steps

• Track stock levels and low-stock alerts
• Review your inventory history
• Add staff and start a shift