Stock take
Bookmarks:
Download and upload counts
The stocktake process has three main parts:
Creation
Click +Add stock take to start a new stocktake. Enter a name or description of the stocktake e.g. cyclic weekly mobile phones.
To add products, there are three options:
1. Manually search, enter, or scan the item's barcode
2. Click Products (
) to bring up a list of all products and search
3. Click "+ Add products in bulk", and on this page:
- Search for products to add to the stock take or choose the different filters to limit the search
- For doing full stock takes, ensure there are no filters selected, tick the select all box (see below) to add all the products into the stock take
The status of a newly created stock take is automatically set as Draft. At this stage, you can print a hard copy of the stock count list to prepare for counting. You can also download the entire list as a spreadsheet, open it on Excel (or Google Sheets) so you can easily input stock counts and do functions like sum, filter, or search.
Explanation of the different columns
| Freeze qty |
After pressing the "Start counting" button, a snapshot of the current inventory quantities is saved. This makes it easier to determine whether any inventory items were moved (added or reduced) during the stocktake |
| Current inventory |
The current inventory on hand figures, and this includes purchase orders received but have not finalised the landed cost. |
| Count |
The actual stocktake count quantities. |
| Difference |
The difference between "Current inventory" and "Count" |
| Estimated value |
The result of the difference quantity multiply by the item's total weighted average cost |
Start counting and record counts
Click Start counting to begin. At this stage, you can perform any of the following functions:
- Input the item counts
- Print item differences between the actual count versus the system's inventory on hand
- Download or upload the counting spreadsheet that was previously exported
- Add more or remove products from the stocktake
- Enter notes
- Cancel the stocktake
- Click Download to export the stocktake to spreadsheet
- Edit the spreadsheet and enter the stock count quantities into the "Qty count" column
- When ready, upload the spreadsheet back onto the stock on Qblue
- Tip: on the spreadsheet, you can add other products that are not already been added; and to import these, tick "Allow products that are not already in the stocktake"
Finish and complete
Click Finish & complete once you've finished your stocktake - this is the final action of the stocktake process. The following actions occur in order:
- Any differences between the actual count versus the system's inventory on hand are posted.
- The stocktake status is Completed.
- A stocktake differences report is generated.
Items that haven't been entered with a counted quantity will not be posted.
Initial transfer of the quantities from another system
Here's how to transfer quantities from another system into Qblue:
- Ensure your products have the right unit costs in the Last buy price field.
- Create a stocktake and add products to it.
- Download the data into a spreadsheet.
- Populate the actual quantity count into column E.
- Save the file, then re-upload the same file back into the system
After posting the stocktake, these quantities will be uploaded. You can view the cost value of these products from Reports > Inventory levels.
