Stocktaking

Stocktaking lets you count what's actually in your store.

Why stocktaking?

Stock levels drift over time. Sales mistakes, damaged goods, theft, and receiving errors all create discrepancies between your system and what's actually on the shelves.

Regular stocktaking keeps your operations running smoothly - you'll know what you actually have, and your accounting will reflect reality.

To ensure sound financial management and accurate accounting, it is essential to maintain control over the total value of all your products.

How stocktaking works

1. Create the stocktake in Admin – choose which products to count

2. Count products using the Flow Assistant app on a handheld terminal or phone

3. Review and complete in Admin – verify results and update stock levels

Once you're done, Flow Retail updates your stock to match what you counted.

Accuracy matters

The numbers you count become your new stock levels. It's worth taking the time to get it right.

Before you start

These steps aren't required, but they'll make your stocktake smoother:

• Export a stock report from Admin → Reports → Stock Report. This gives you a "before" snapshot for comparison.

• Make sure Flow is up to date. Register any pending goods receipts and mark delivered orders as delivered. Otherwise your system stock won't match what's actually on the shelves.

• Plan your scope. Counting by supplier, brand, or product group is more manageable than "all products."

• Schedule downtime. The stocktake list doesn't update during counting, so any sales will create discrepancies. Count outside business hours or while the store is closed.

Counting by supplier?

Products only appear in supplier-filtered stocktakes if they have a cost price registered on that supplier.