# Step-by-step guide

### Step 1: Create the stocktake

In Admin:

{% stepper %}
{% step %}

#### Go to Products → Stock Taking

Select your **store** and the **warehouse** you want to count.

{% hint style="warning" %}
Note that you can NOT count multiple warehouses at the same time.
{% endhint %}

<figure><img src="/files/n2YnynE4onmxf4jQpNZz" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Create new stocktaking

Click "New Stocktaking", enter a descriptive name (e.g., "Shoes Q4 2025" or "Supplier: Samsung Week 52") and choose your preferred type of stock taking:

1. **Selected products** – Pick specific products, brands, or product groups (recommended)
2. **All products** – For complete store counts.
   1. Toggle **Only products with stock** to skip products already at zero.

{% hint style="danger" %}

#### **Select "All products" only if you are absolutely certain**

When conducting a stock count, ensure every product is counted. Selecting "All products" means any uncounted item will have its inventory level reset to zero, regardless of existing stock.

**Selected products** is usually the better choice.

Remember, smaller scope = smoother count.
{% endhint %}
{% endstep %}

{% step %}

#### Add products to count

Go to the **Products** tab to review and adjust the product list.

If you chose:

* **Selected products:**
  * Add what you want to count – single products, product groups, brands, or suppliers.
* **All products:**
  * All products are already added. Use **Remove** to exclude any you don't want to count.

<figure><img src="/files/oGruvbXco1Ey68g3s8T0" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}

#### Only "active" products are included in the stock takings

Flow will only include products with a positive stock amount or those that have experienced stock movements or cost adjustments back to January 1st of the previous year.

For older inactive products, [adjust stock directly on the product](https://docs.flowretail.com/docs/day-to-day-operations/stock/adding-stock-to-products) instead.
{% endhint %}
{% endstep %}

{% step %}

#### Start the stocktaking

Click **Start** to "lock" the stocktaking and start the actual counting in the Assistant app.

<figure><img src="/files/i9proCY0eWhK5UEcNUqM" alt=""><figcaption></figcaption></figure>
{% endstep %}
{% endstepper %}

***

### Step 2: Count in the Assistant app

On your handheld terminal or phone:

{% stepper %}
{% step %}

#### Open Flow Assistant

Go to **More → Inventory Count**
{% endstep %}

{% step %}

#### Select your warehouse and choose stocktaking ![](/files/qhBkvu1WtRKDVXhL55gP)

{% endstep %}

{% step %}

#### Scan the barcode, or manually type the SKU

{% endstep %}

{% step %}

#### Enter the counted quantity

Add the counted amount using the +/- buttons.

{% hint style="success" %}

#### **Tip**

Tap the quantity field to enter the amount directly, which is faster than using the +/- buttons.
{% endhint %}

<div align="left"><figure><img src="/files/riPMYF8CxOaKlXbWX8mo" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

#### If needed, add a comment

For example: "1 unit damaged".

The person reviewing the stocktaking in Admin will see this.\
\
![](/files/AjOLK2YWtqs6Dd73YfNp)
{% endstep %}

{% step %}

#### Submit Stocktaking result

This submits your counts to Admin. You can register as many times as you like until the stocktaking itself if closed in Admin.

<div align="left"><figure><img src="/files/n5tZTVyIyac0Jg90PSOu" alt=""><figcaption></figcaption></figure></div>
{% endstep %}
{% endstepper %}

{% hint style="success" %}

#### Tip

You can submit multiple times. If your device runs out of battery or crashes, you won't lose your progress.
{% endhint %}

<details>

<summary>Filtering and sorting in Assistant</summary>

Use the filter and sort options to navigate large stocktakes:

* **Filter by brand or product group** – Focus on specific sections
* **Sort alphabetically or by last modified** – Find products faster
* **Hide already registered** – See only what's left to count

<div align="left"><figure><img src="/files/swoDWwSJKGGMWi5zr98O" alt=""><figcaption></figcaption></figure></div>

</details>

<details>

<summary>Using a mobile phone vs. handheld terminal</summary>

Flow Assistant works on both Android and iOS phones using the camera to scan barcodes. However, a dedicated handheld terminal with a built-in scanner is significantly faster for large counts.

To set up a new device, a user with Admin access must create the terminal under Devices.

</details>

***

### Step 3: Review and complete

Back in Admin:

{% stepper %}
{% step %}

#### Open your stocktake

Review the results and registered counts.
{% endstep %}

{% step %}

#### Click Set to control

This locks the count—no one can add more registrations in Assistant.

<figure><img src="/files/05uvkEV9uTKOA5NsnFQe" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Review discrepancies

Use the filter options:

* **Deviations** – All differences, including uncounted products
* **Show with registrations** – Only products that were counted

<figure><img src="/files/CGt1MXc3sbFuqsHEBXX6" alt=""><figcaption></figcaption></figure>

Need to recount specific items before completing? See [Recounts](/docs/day-to-day-operations/stock/stocktaking/recounting.md).
{% endstep %}

{% step %}

#### Download report if needed

Click **Download as file** for PDF or Excel.<br>

<figure><img src="/files/CsZycNeqgwWt1FlamEUH" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Click Complete

Stock levels update immediately based on your count.

{% hint style="warning" %}

#### Uncounted products will be set to 0

Verify that everything is counted before completing. If something is missing, either count it first, or remove the product from the stocktake.
{% endhint %}

{% hint style="warning" %}

#### This action is permanent

Double-check your count before completing—there's no undo.
{% endhint %}

{% endstep %}
{% endstepper %}

### Understanding "Deviations" vs "Show with registrations"

These two views help you analyze your count:

| View                        | Shows                                                                        | Use when                                                        |
| --------------------------- | ---------------------------------------------------------------------------- | --------------------------------------------------------------- |
| **Deviations**              | All products with differences from expected stock, including uncounted items | You want to see the full picture, including what wasn't counted |
| **Show with registrations** | Only products that were physically counted                                   | You want to focus on actual count results                       |

If you counted too many of a product by mistake, you'll need to create a recount to correct it—see Recounts.

<details>

<summary>Resuming a locked stocktake</summary>

If you set a stocktake to "Control" but need to continue counting, click **Resume** to reopen it. The stocktake becomes active again in Assistant.

</details>

***

### After completing

For extra verification, export another stock report and compare it to your "before" report. This confirms the changes and gives you documentation for accounting purposes.


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