Stock Count
A stock count (stok opname) means physically counting the items in your shop or storeroom, then making the stock in Etalasse match what you counted. Do it regularly, for example at the end of each month, so the stock in the system matches what you really have.
Open it from Inventory → Stock opname in the web Dashboard or the Dashboard mobile app. The mobile app is the easiest way to count while you walk the shelves.
Stock count launches with this release. The page may look slightly different from the description below, but it works the same way.
Who can use it
- Plan: creating and running stock counts is available on the Pro and Enterprise plans. See Billing & Plans.
- Role: Owners and Admins can create, count, and finalize stock counts. Cashiers can't open this page, because it shows cost prices and variance values. See Staff roles.
If your plan drops below Pro, you can still view past stock counts, and cancel or delete any count that isn't finished. Creating, counting, and finalizing a new count needs the Pro plan again.
Stock count steps
1. Create a stock count
Tap New stock count, then fill in:
- a title, such as "End of October count"
- the branch, if your shop has several branches
- the scope: all products, products from certain categories, or selected products
When the count is created, Etalasse records each item's system stock at that moment. Each variant becomes one count line. One count can have up to 5,000 lines. For a larger shop, split it by category.
Keep in mind:
- Only one open count is allowed per branch. If one isn't finished yet, you're offered to open it. A count for the whole shop and a count for one branch can run at the same time.
- Items whose stock is kept per branch are skipped if the count is created without a branch. The number of skipped items is shown after the count is created.
- You can't change a count's scope after creating it. If you picked the wrong one, cancel it and create a new count.
2. Count the items
On the count screen, enter how many of each item you counted.
- Search by name or SKU, or scan a barcode to jump straight to the item.
- Use the All, Not counted, Counted, and Has variance tabs to track progress.
- Counts save automatically. You can stop and continue later, or share the work with other staff.
- Turn on blind count if you don't want counters to see the system stock. The results are usually more honest.
- Add a note per item, such as "2 broken, 1 missing".
- Prefer paper? Download the count sheet (CSV) to print.
As soon as the first count is saved, the status changes from Draft to Counting.
3. Review the variance
Before finalizing, open Review. Here you see:
- the number of lines to post, the loss value, gain value, net value, and the number of items not counted
- per item: the system stock when the count was created, the current stock, your count, and the change that will be posted
Items you counted that were later deleted, given variants, or switched to per-branch stock are marked item no longer exists. They're skipped when you finalize, and their stock isn't changed.
4. Finalize
Tap Finalize. For every item where your count differs from the current stock, Etalasse records one stock adjustment with the Stock count reason, so the stock ends up equal to your count.
Finalizing a stock count can't be undone. Check the review first, especially items marked "stock moved since the count started".
When it's done, you can open the list of adjustments this count created. If any item's stock drops to its reorder point, you also get a low-stock alert.
Stock moved since the count started
Shops usually keep selling during a stock count. So an item's stock can change after the count was created, for example because of a sale, Stock In, or another adjustment.
When finalizing, Etalasse uses the current stock, not the stock when the count was created. For example:
| Quantity | |
|---|---|
| System stock when the count was created | 14 |
| 1 sold after that, so the current stock is | 13 |
| Your count | 11 |
| Change posted | 11 − 13 = −2 |
The stock ends at 11, matching your count.
The catch: if the item sold after you counted it, your count is no longer right. That's why items whose stock moved since the count started are marked on the review screen. Recount those items before finalizing.
Count fast-selling items during quiet hours or before opening, and finalize soon after you finish counting.
Items you didn't count
Items not counted when you finalize are left as they are. Their stock doesn't change, and they're not treated as zero. The review screen warns you how many items haven't been counted.
If an item has really run out, enter 0 as its count.
Stock count statuses
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Just created, nothing counted yet | Edit the title and notes, start counting, cancel, delete |
| Counting | At least one count is saved | Edit the title and notes, keep counting, finalize, cancel |
| Finalized | Stock has been adjusted | View only |
| Canceled | Stopped without changing stock | View or delete |
Canceling a count doesn't change any stock. A count that is already Counting must be canceled before you can delete it.
Stock count tips
- schedule a regular count, such as at month end, plus small counts by category for items that are expensive or often go missing
- split shelves or categories among several staff, because counts from several phones save to the same stock count
- use blind count so counters don't just copy the system number
- recount items marked as moved since the count started
- after finalizing, check the stock loss report for the value of the Stock count variance
Ingredients
A whole-shop count includes ingredients together with menu items. To count only ingredients, choose specific products and pick them (ingredients have no category, so a category count does not include them). Quantities are in the ingredient's base unit. A negative difference on an ingredient shows in the ingredient usage report as a sign of waste.