The Stocktake module lets you reconcile your physical inventory against the system's recorded quantities. When you count what's actually on your shelves and enter those numbers, Quickvee calculates the discrepancy, updates inventory, and reports the cost impact of any shrinkage or overage.
A stocktake can be saved as a Draft (work in progress) or finalized as Completed. Once completed, the new quantities you entered become the system's current stock levels, and a Stocktake Report is generated.
Where to find it: Sign in to your merchant backend → side menu → Stocktake.
The Stocktake list
|
Column |
What it shows |
|---|---|
|
Stocktake |
The unique stocktake ID (e.g. |
|
Performed By |
The employee who created the stocktake |
|
Status |
|
|
Total Qty |
Sum of all New Qty values entered |
|
Total Discrepancy Cost |
Dollar value of the difference between counted and recorded quantities. Drafts always show |
|
Date |
Date the stocktake was created or last saved |
Use the Search Stocktake bar at the top to find a stocktake by ID. Arrow icons sort the list. The Show Entries selector controls rows per page.
Draft stocktakes can be opened, edited, and either completed or deleted. Completed stocktakes are read-only — you can view, email, print, or void them, but you cannot edit the quantities.
Creating a new stocktake
Click the Add New Stocktake button on the top right of the Stocktake List to open a blank stocktake form.
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Add products to count. Use the Select Product dropdown at the bottom of the table to add products one at a time. You can also scan a UPC barcode.
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Enter the New Qty. For each product, type the actual quantity you counted. The Discrepancy column updates as you type.
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(Optional) Add a Note. Use the Note field to record context — for example, "damaged unit pulled" or "found behind counter."
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Remove a row. Click the red trash icon at the end of any row to remove that product from the stocktake.
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Save your work using the buttons at the bottom of the page.
Fields explained
|
Field |
Description |
|---|---|
|
Product Name |
The product being counted. Pulled from your inventory. |
|
Current Qty |
The quantity Quickvee has on record right now. Read-only. May be negative if recent sales exceeded recorded stock. |
|
New Qty |
The quantity you actually counted |
|
Discrepancy |
Auto-calculated: |
|
UPC |
The barcode of the product |
|
Note |
Free-text note for that line item |
Save as Draft vs Create
|
Button |
What it does |
|---|---|
|
Save as Draft |
Saves your progress without changing inventory. Status becomes |
|
Create |
Finalizes the stocktake. Inventory levels are immediately updated, the Discrepancy Cost is calculated, and the status becomes |
|
Cancel |
Discards your work and returns to the Stocktake List. Nothing is saved. |
Important: Once you click Create, the entered quantities replace the existing stock levels in real time. Always double-check your counts before finalizing.
Don't double-click Create. Wait for the page to confirm before clicking again.
Editing a draft stocktake
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Open the Stocktake List
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Find the stocktake with the
Draftstatus -
Click its ID in the Stocktake column
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The form re-opens with everything you entered before. You can add products, change New Qty values, edit notes, or remove rows.
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Click Save as Draft again to keep it as a draft, or Create to finalize.
Draft stocktakes do not lock inventory. If sales happen between when you saved the draft and when you finalize it, the Current Qty values shown when you re-open the draft will reflect those sales.
Viewing a completed stocktake (Stocktake Report)
Clicking the ID of any Completed stocktake opens its Stocktake Report. The header shows the stocktake number, date, and the employee who performed it.
|
Column |
What it shows |
|---|---|
|
Product Name |
Item that was counted |
|
Current Qty |
The quantity on record at the time the stocktake was created (a historical snapshot) |
|
New Qty |
The counted quantity that was entered |
|
Discrepancy |
The difference ( |
|
Discrepancy Cost |
The dollar value of that discrepancy, calculated from each product's cost |
|
UPC |
The barcode |
|
Note |
Any note attached to that line item |
A Total Discrepancy row at the bottom summarizes the total quantity variance and the total dollar impact.
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Actions available on a completed stocktake
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Print — Generates a printable version of the report
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Email — Emails the report to a recipient, including Quickvee logo and employee name
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Void — Reverses the stocktake. Inventory is rolled back. Voiding is recorded against your account.
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Cancel — Closes the report and returns to the Stocktake List
Voiding a stocktake is the only way to undo a completed one. It does not delete the stocktake from the list — it reverses its inventory effect and changes its status. The voided stocktake remains visible for audit.
Permissions & audit trail
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Employees need explicit permission to access the Stocktake module, create new stocktakes, and void completed ones. Set these in Employees → Permissions.
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The Hide Cost permission, when enabled, hides cost information from employees who shouldn't see margins.
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Every stocktake records the name of the employee who created it. Voids also record the employee who performed them.
A stocktake is a high-trust action — it directly modifies inventory levels and cost reporting. Limit Create and Void permissions to managers and owners only.
Common questions
Why is Current Qty negative for some products? Negative Current Qty means more units have been sold (or removed) than the system thought were in stock. The stocktake is a good opportunity to correct it.
The product I want to count isn't in the dropdown. The Select Product dropdown searches your active inventory by name. The product may be inactive, in a different category, or the variant may not be loading on the first batch — try refining the search.
Can I import a stocktake from a spreadsheet? Not in the current release. Each product must be added through the Select Product dropdown or by scanning its UPC.
What happens if a sale occurs while I'm in the middle of a stocktake? Sales continue normally. When you finalize the stocktake, the New Qty values will overwrite whatever is on record at that moment. For accuracy, perform stocktakes during low-traffic periods or after closing.