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Step-by-step guide

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Step 1: Create the stocktake

In Admin:

1

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Go to Products → Stock Taking

Select your store and the warehouse you want to count.

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Note that you can NOT count multiple warehouses at the same time.

2

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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.

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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.

3

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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.

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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 productarrow-up-right instead.

4

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Start the stocktaking

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

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Step 2: Count in the Assistant app

On your handheld terminal or phone:

1

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Open Flow Assistant

Go to More → Inventory Count

2

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Select your warehouse and choose stocktaking

3

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Scan the barcode, or manually type the SKU

4

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Enter the counted quantity

Add the counted amount using the +/- buttons.

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Tip

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

5

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If needed, add a comment

For example: "1 unit damaged".

The person reviewing the stocktaking in Admin will see this.

6

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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.

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Tip

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

chevron-rightFiltering and sorting in Assistanthashtag

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

chevron-rightUsing a mobile phone vs. handheld terminalhashtag

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.

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Step 3: Review and complete

Back in Admin:

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Open your stocktake

Review the results and registered counts.

2

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Click Set to control

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

3

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Review discrepancies

Use the filter options:

  • Deviations – All differences, including uncounted products

  • Show with registrations – Only products that were counted

Need to recount specific items before completing? See Recounts.

4

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Download report if needed

Click Download as file for PDF or Excel.

5

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Click Complete

Stock levels update immediately based on your count.

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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.

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This action is permanent

Double-check your count before completing—there's no undo.

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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.

chevron-rightResuming a locked stocktakehashtag

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

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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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