Stocktake Manual
The stocktake compares the virtual quantity (theoretical, calculated by the ERP) against the counted quantity from the physical count. The variance follows from this and, on validation, an automatic adjustment (movement type 6) aligns the stock with reality.
Overview
The stocktake is the physical count operation that brings the theoretical stock back in line with reality on the ground. For each item, the operator enters the quantity actually counted; Swifto displays the virtual quantity and calculates the variance. On validation, the variance is applied to stock through a stocktake movement (type 6).
Business goal
- Make stock quantities reliable
- Detect variances (breakage, theft, entry error)
- Correct stock without entering a manual movement
- Keep a dated record of the count
Target audience
- Warehouse staff — carry out the count
- Stock manager — validates the adjustment
- Accounting — uses the valuation
Corrective operation
Validating a stocktake directly changes the quantities in stock. Always check the counts before validating.
Access and navigation
Left-hand side menu: Stock → Stocktake.
List of stocktakes
The page lists the stocktake campaigns with their label, status and date.
| Label⇅ | Stocktake status⇅ | Stocktake date⇅ | Actions | |
|---|---|---|---|---|
| June 2026 stocktake — Central warehouse | In progress | 02/06/2026 09:00 | ||
| Q1 quarterly stocktake | Validated | 31/03/2026 17:30 | ||
| POS register stocktake — Shop 1 | Validated | 28/02/2026 18:00 |
List columns
| Column | Description |
|---|---|
| Label | Name of the stocktake campaign. |
| Stocktake status | In progress or Validated (section 7). |
| Stocktake date | Date and time of the count (capped at today's date). |
Action bar
New
Opens the form for creating a stocktake (section 5).
Search
Filters by status and by period.
Delete
Deletes the ticked stocktakes (before validation).
Details
Opens the rows: items, virtual/counted quantities and variances.
Create a stocktake
Click New. Enter the label, the count date, then add the rows: for each item, the virtual quantity is pre-filled and you enter the counted quantity. The variance is displayed in real time.
| Item | Virtual quantity | Recorded quantity | Variance | |
|---|---|---|---|---|
| SMART SUPERVISOR MODULE | 92.000 | 90.000 | -2.000 | |
| SMART BUS CABLE 5M | 38.000 | 40.000 | +2.000 | |
| 1L MILK EXPIRY SENSOR | 30.000 | 30.000 | 0.000 |
Form columns
| Column | Description |
|---|---|
| Item | Item to count. |
| Virtual quantity | Theoretical stock at the time of the count (filled in by the ERP, not editable). |
| Counted quantity | Quantity actually counted by the operator (entered). |
| Variance | Counted − virtual. Positive (green) = surplus, negative (red) = shortfall. |
On a stock managed by batch / expiry date, counting is done by batch: each row carries its batch number and expiry date.
Variance & adjustment
The variance measures the difference between the counted and theoretical quantities. On validation, Swifto writes a stocktake movement (type 6) that brings the stock quantity to the counted value.
Formula · Variance = counted quantity − virtual quantity · After validation: stock quantity = counted quantity.
Positive variance (surplus)
More was counted than expected: the stock is increased by the variance (adjustment inbound movement).
Negative variance (shortfall)
Less was counted than expected: the stock is decreased by the variance (breakage, theft, earlier error).
Automatic adjustment — the operation directly corrects the quantities through a type 6 movement. You'll then find it in the movements log.
Stocktake statuses
| Status | Meaning | Stock impacted? |
|---|---|---|
| In progress | Stocktake entered / being counted, not yet validated. | No |
| Validated | Count confirmed: the variance is applied to stock (movement type 6). | Yes |
Irreversible validation — once the stocktake is validated, the adjustment is written to the log. To correct it, create a new stocktake.
Lifecycle (workflow)
From entering the count to the adjustment, the stocktake follows a simple, traceable path.
flowchart LR N([New stocktake]):::s --> C[Count
counted qty]:::p C --> E{Variance?}:::p E -->|= 0| V([Validated
no impact]):::ok E -->|≠ 0| AJ[Adjustment
movement type 6]:::st AJ --> S[(Stock realigned
to reality)]:::st AJ --> V classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef st fill:#FFF7ED,stroke:#E07B00,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
Business rules
Adjustment on validation — the variance impacts stock only at the moment of validation, not while entering data. As long as it is "In progress", nothing is changed.
Capped date — the stocktake date cannot be later than today's date: you cannot take stock in the future.
Count by batch — on a stock managed by batch / expiry date, each batch is counted separately; the adjustment applies to the correct batch.
Record kept — a validated stocktake remains viewable (label, date, variances); the type 6 movement appears in the log.
Physical batch discovered — on a stock managed by batch / expiry date, if the count reveals a batch absent from the theoretical stock, add it on the item's row (+ button) with its batch number and expiry date: it is created and entered into stock on validation.
Reversible deletion — deleting a validated stocktake restores the quantities from before the stocktake (the type 6 adjustments are cancelled). To correct counts, delete then recreate the stocktake.
Roles & permissions
| Action | Warehouse staff | Stock manager | Management | Admin |
|---|---|---|---|---|
| View stocktakes | ✅ | ✅ | ✅ | ✅ |
| Create / enter a count | ✅ | ✅ | — | ✅ |
| Validate (adjustment) | — | ✅ | — | ✅ |
| Delete (before validation) | — | ✅ | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
FAQ & Tips
My stock doesn't match the physical count?
Start a stocktake, enter the counted quantities and validate: the variance is adjusted automatically (movement type 6).
The variance was applied but I made a mistake?
A validated stocktake is final. Create a new stocktake with the correct count: the second adjustment realigns the stock.
Tip — rolling stocktake
Rather than one big annual stocktake, count a few items regularly: variances stay small and easy to explain.
