Run and Review a Guided Stocktake

A stocktake records physical counts against the session’s fresh Shopify on-hand baseline. Those counts stay in the session and do not change inventory until an authorised user chooses Complete.

Where to start

Start or resume a session

1. Open Stocktake from the client’s Inventory view and confirm the mapped warehouse location shown for the session.
2. Start a session only when the client and location are correct. Starting syncs Shopify inventory and records the on-hand baseline for each listed line.
3. If that client and location already have an open session, continue it instead of starting another. Pause and resume the same session if counting spans more than one shift.
4. If the mapping or initial sync is missing or wrong, stop and ask a Warehouse Admin to resolve it before counting.

Count and submit every line

1. Count the physical units at the mapped location and enter a whole-number quantity for every line. Use 0 when the shelf is empty; do not leave a line uncounted.
2. Enter counts in the session table or download its CSV template and import counts into the open session. A CSV import records counts only; it does not update Shopify inventory.
3. Review counted, uncounted, and variance totals, then submit the session to Review. If a count needs correction, resume the session, correct it, and submit again.
4. Use the import result to identify missing or invalid rows. Correct the count file or enter the value against the matching session line; do not assume an unrecognised SKU was counted.

Complete and verify the Shopify update

1. In Review, compare every physical count with the session line and expected quantity. Complete is available only when all lines have counts.
2. Complete is the explicit write step. Shopify on-hand is set to the verified count for lines with a variance; unchanged lines need no quantity write.
3. Wait for the application result and check each line. A concurrent stock change can create a conflict instead of overwriting newer data.
4. Use Retry only for lines the application marks retryable after reconciliation. Do not start a replacement session or repeat an uncertain update to clear an error.

Questions and hand-off

What happens next

Return to normal inventory work only after checking each line. Hand any unresolved conflict or retryable row to a Warehouse Admin instead of changing it elsewhere.