A stock take (stock count) lets you physically count the items in a location and compare your count against the quantity recorded in Tracksales. Any differences are then reviewed, approved, and applied to your inventory.

1. Create a stock count

Go to Inventory → Stock Counts and click New Stock Count in the top-right corner.

2. Set up the stock count

On the New Stock Count page:

  1. Select the Location (e.g., Warehouse).
  2. Assign the User responsible for the stock count.
  3. Select the items to be counted. You can select all items or only specific items.

Then proceed to the next page.

3. Print and share the stock take sheet

There are two ways to share the stock count with the people carrying it out — print the sheet, or share a link they can use to enter their counts:

  • Print the sheet: at the top-right, click Print and select the information you want to appear on the stock take sheet, then print or share the sheet.
  • Share the link: click Share in the top-right corner, then Generate link. Anyone with the link can enter the counted quantities without logging in. The link only works after the count has been started and stops working once it moves to review. Regenerating the link invalidates the previous one.

Recommendation

When printing the list, untick System Qty so that the people doing the physical count cannot see the quantity recorded in Tracksales. This helps prevent them from adjusting their count to match the system quantity.

4. Start the stock count

After printing or sharing the stock take sheet, click Start Count at the bottom of the page.

5. Enter the physical counts

What you need to do depends on how the people carried out the count:

  • They used a printed stock take sheet: once the physical count is completed, return to the stock count page and enter each counted quantity one item at a time.
  • They filled the quantities through the share link: the counts are entered directly through the link, so there is nothing to enter on your side.

When all the quantities have been entered, click Move to Review.

6. Review and approve the count

In the Review stage, check each stock count and either approve or reject it:

  • Approve counts that are correct.
  • Reject counts that need to be checked again. If you reject a count, always provide a reason.

Once everything has been reviewed, click Proceed to Approve and then post the stock count. Posting applies the variances to your inventory.