Who is this for?
StoreHub merchants who want to count their physical stock, compare it to the system, and update inventory levels in BackOffice, so records match what is on the shelf.
Overview
This article explains how to run a stock take in BackOffice: start a stock take, count your items (by search or barcode scan), confirm counts, and save or mark the stock take as completed. When you complete a stock take, inventory levels are updated to match your counts.
You can also export uncounted items or items with variances to work with in a spreadsheet (e.g. CSV). Make sure inventory tracking is turned on for your products first; see this article if you have not.
Before You Begin
Access to BackOffice.
Products must have 'Track stock level' turned on so they appear in stock take. See this article to enable it.
A stable internet connection.
Optional: Socket Scanner or barcode scanner if you count by scanning.
Step-by-Step Guide
Start a stock take
1. In your BackOffice, go to 'Stock Management'.
2. Select 'Stock Take', then tap 'Start Stock Take'.
3. Select the store and the supplier you want to count for, then tap 'Start'.
Note:
If a product has no supplier set, choose 'All Supplier' so your products appear in the list. Products only show in the stock take if 'Track stock level' is ticked on the product page.
Count your stock
1. Search for an item by name in the search bar, or scan the barcode with your Socket Scanner into the search bar.
2. Enter the counted quantity in the 'Counted Qty' column.
Note:
If you use the Socket Scanner, press the Power button twice to bring up the iPad keyboard so you can type the counted quantity.
3. Tap 'Confirm' when you have finished counting that product. Repeat for other products.
4. Counted items move to the 'Counted Items' section. There you will see 'Expected Quantity', 'Counted Qty', and 'Difference'.
Note:
Expected Quantity is what the system has. Counted Qty is what you entered. Difference is expected minus counted. Items are labelled green (count greater than expected), red (count less than expected), or white (count same as expected).
5. To change the count, tap 'Undo' on that item. The item moves back to the 'Uncounted Items' section so you can enter a new quantity and confirm again.
Save or complete the stock take
1. When you have finished counting, tap 'Mark Completed' to update your inventory levels and close the stock take.
Note:
Inventory is updated only when you tap 'Mark Completed'.
2. If you want to continue the stock take later, tap 'Cancel' instead. You can come back and finish counting, then tap 'Mark Completed'.
3. If you have uncounted items when you tap 'Mark Completed', a box will ask what to do with them.
4. Choose 'Do nothing' or 'Reduce quantity to 0' for the uncounted items, then tap 'Continue'.
Export uncounted items (optional)
For stores with a large number of items, you can export a list of uncounted items, add your counts in a spreadsheet, and import the CSV back into BackOffice to complete the stock take.
1. On the stock take page, click on the 'Export Uncounted Items' button.
2. Add your stock counts to the exported file, then import the CSV back into BackOffice to update the stock take.
Note:
For full steps on using CSV for stock take, check the StoreHub Care article on managing stock take with CSV files here.
Export items with variance (optional)
You can export a list of items where the counted quantity does not match the expected quantity (items with a difference).
1. On the stock take page, click on the 'Export items with Variance' button.
2. The exported list shows items that have a difference between expected and counted quantity so you can review or report on them.
Troubleshooting
Issue | Solution |
My products do not appear in stock take. | Products must have 'Track stock level' turned on. Go to Products, open each product, and tick 'Track stock level' in the Inventory section. If a product has no supplier, choose 'All Supplier' when starting the stock take so it appears in the list. |
I need to change a count I already confirmed. | Tap 'Undo' on that item in the Counted Items section. The item returns to Uncounted Items so you can enter a new quantity and tap 'Confirm' again. |
My inventory did not update after the stock take. | Inventory updates only when you tap 'Save and Mark Completed'. If you only tapped 'Save', open the stock take again and tap 'Save and Mark Completed' when you are done. |
I cannot type the quantity when using the Socket Scanner. | Press the Power button on the Socket Scanner twice to enable the iPad keyboard so you can enter the counted quantity. |
FAQs
1. What do green, red, and white labels mean?
Green means your count is greater than the expected quantity. Red means your count is less than expected. White means your count matches the expected quantity.
2. Can I finish the stock take later?
Yes. Tap 'Save' to save your progress. When you return, open the stock take and continue counting. Tap 'Save and Mark Completed' when you are done so inventory is updated.
3. What happens to uncounted items when I complete the stock take?
When you tap 'Save and Mark Completed', a prompt asks what to do with uncounted items. You can choose to do nothing (leave system quantity as is) or reduce their quantity to 0. Then tap 'Continue' to complete.
4. Can I use a CSV file for a large stock take?
Yes. You can export uncounted items, add your counts in a spreadsheet (e.g. Excel or Google Sheets), save as CSV, and import the file back into BackOffice to complete the stock take. This is useful for stores with many products.
Need help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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