Stock take

Count physical stock and reconcile any variances against system records.

A stock take is a physical count of what’s actually on the shelf, checked against what the app thinks you have. Where the two disagree, the difference surfaces as a variance and posts a correcting adjustment so your on-hand balance matches reality again.

Note: new to the terms here (on-hand, variance, adjustment, WMA)? See the Glossary.

Who counts what

A stock take always runs against one location:

Outlet staff — staff signed in at an outlet count their own outlet’s stock. They can only ever see and count their outlet — never another’s.
Managers and owners — HQ users (no home outlet) count the warehouse master inventory. They also set the policy that staff counts follow.

Two permissions split the work:

Performing a count — entering quantities and submitting — needs adjustments:manage. This is what lets someone open a take, save counts, and post the resulting adjustment.
Configuring the policy — the count frequency and whether counts are blind — needs stocktake:configure. Only managers/owners hold this. Staff see the policy but can’t change it.

Anyone without stocktake:configure is automatically scoped to their own outlet, so staff never reach across locations.

Starting a count

You don’t create a take from a blank form — opening the stock-take screen starts or resumes one for your location automatically.

Open the stock take. The app looks for an already-open take at your location. If one exists, you pick up exactly where it was left; if not, a new take is opened.
The count sheet is snapshotted. Opening a take captures a snapshot of every active item that currently holds a balance at the location — its on-hand quantity becomes the system quantity you’ll count against, and its average cost is stored for valuing any variance. Items added or moved after this point don’t change the lines you’re counting.
Count the items. Work down the list, entering the physical count for each item.

Note: there’s only one open take per location at a time. Re-opening the screen resumes the same take rather than starting a fresh one, so a count can span a break or a dropped connection without losing progress — saved counts are remembered.

Entering counted quantities

Each item starts as to count. Tap to begin counting it, then adjust the quantity with the stepper or by typing a number. The step size adapts to the unit — whole units for things counted in pieces, half-units for weights and volumes. Your counts save quietly in the background as you go, so you don’t have to remember to save.

The list is built for real shelves: search by item name or SKU, filter by category, or flip on to count to hide everything you’ve already done. A progress bar tracks how many of the total items you’ve counted.

Counted by mistake? Clear count

If you counted the wrong item, or the wrong shelf, press Clear count on that line. The line goes back to to count, as if you had not touched it.

You can clear your own counts. A manager can clear anyone’s.
Clear count is not shown on a line that is already finished (locked), or on a shared item before you have picked a department.

How much you see while counting depends on the blind count policy:

Blind count (default) — on-app stock figures are hidden during the count. Across the whole app, this location’s stock numbers are masked while a blind take is open. You enter what you physically count with nothing to anchor to, so the count stays honest. The variance is revealed only afterwards, in the report.
Visible count — the screen shows what the app expects for each item, and a live Match / +/− variance chip appears the moment your count differs.

How variances are computed

For every item you counted, the variance is simply:

counted quantity − system quantity (the on-hand snapshot taken when the take opened)

A positive variance means more on the shelf than expected; a negative one means less. Tiny differences within tolerance are treated as an exact match, not a variance. Each variance is also valued at the item’s snapshot average cost, and those add up to a net stock variance in rupees — the overall money impact of the count.

Submitting and posting adjustments

Submitting is the irreversible step that reconciles your books.

Review before you submit. The submit sheet shows how many items you counted, how many you skipped, and lets you leave an optional note for your manager.
Submit the count. Any pending counts are saved first, then the take is locked. From here it can’t be reopened or changed.
A variance adjustment posts to stock. All counted deltas are bundled into a single variance adjustment and posted — this reuses the same WMA costing and stock ledger machinery as every other stock movement, so your on-hand balances move to match the counts. The adjustment carries a minted ADJ doc number and references the originating stock take.
The receipt is sent to your manager. You land on a locked receipt showing the net variance, the count totals, your note, and each flagged deviation (app quantity → counted quantity, with its money impact). Reconciliation is now the manager’s call.

Warning: submitting a stock take is final. It locks the count and posts a real stock adjustment that updates live on-hand and cost — it can’t be silently undone. Count carefully before you submit.

Note: skipped items keep their current quantity. Any item you don’t count is left untouched — it stays at its on-app figure rather than being zeroed. Only items you actually counted can produce a variance.

When the stock take closes

A stock take closes when the last department submits (or, at a location with no departments, when the count is submitted). A few minutes later, each manager of that location gets an email:

Who gets it: every outlet, kitchen, bar or warehouse manager assigned to that location. A warehouse manager set up for all warehouses gets it for each warehouse. Admins and other people who look after every location do not get one mail per location.
People without an email address get nothing. A manager who signs in with a PIN only has no address to send to. Ask an admin to add an email to their user if they should get it.
What it says: the location, the stock take number, when it closed and who closed it, how many items were counted, how many have a difference, the net value, and the biggest differences. A button opens the stock take in Maska.
The file: an Excel file of every item counted. Items with a difference say Yes in the Different? column and are shaded yellow. If the file is too big to attach, the email says so; open the stock take and tap Export Excel.
Every count matches? The email still goes, and says every count matches.
Replaced by a new count: if a new count is started while a stock take is only partly submitted, the old one is replaced. If some of its items were already counted and saved, the managers get an email saying the count was replaced, with those items in the file. If nothing was saved, no email goes.

A cancelled stock take sends nothing, and a department submitting while others are still counting sends nothing.

Download a stock take

Managers can download stock takes from Stock takes in the console.

One stock take: open a closed stock take and tap Export Excel. You get the same file as the email. Download CSV is in the small menu beside it.
All submitted stock takes: on the Stock takes list, tap Export Excel. The file has one row per submitted stock take that matches your filters (location, period), from every page of the list, with a total row. If the status filter leaves out Submitted, the button is off and says Choose Submitted to export.

You only see, and only download, stock takes at the locations you are assigned to.

The policy: scheduling counts

The count policy is tenant-wide and set by a manager or owner (anyone with stocktake:configure). It controls when a count is expected and how it’s counted. Staff can open the policy sheet to see the current settings, but every control is locked for them — only a manager can change the schedule or turn blind counting off.

Count frequency

The count frequency (cadence) sets how often a count comes due:

Daily — due every day. A missed day does not carry over: the next morning is simply due again.
Weekly — due on a chosen count day each week.
Fortnightly — repeats every 14 days from a chosen start date.
Monthly — due on a chosen day of the month, clamped to the month’s length (so a 31st falls on the last day of shorter months).

Two extra fields pin the cadence to the calendar:

Count day — for weekly and fortnightly, the weekday (Mon–Sun) the count lands on.
Start date / day of month — for fortnightly this is the anchor the 14-day cycle repeats from; for monthly it’s the day-of-month to count on.

Note: a fortnightly policy with no start date set yet can’t be scheduled — it never nags, and the editor prompts you to pick a start date before counts are timed.

The policy sheet shows a live next-due line as you edit — “Next count Mon 6 Jul 2026”, “Due today”, or “Overdue since …” — computed from the very same schedule logic the dashboard and reminders use, so the preview matches what staff will actually see.

Auto-open vs. reminder-only

The Auto-open on the due day switch decides what happens when a count comes due:

Auto-open (on) — on the due day the count opens itself for the location. Staff land straight on an open take, no manual start needed.
Reminder-only (off) — nobody’s take is opened automatically. Instead people get a reminder — a dashboard prompt and an inbox notification — to start the count themselves.

The blind count setting controls whether on-app stock is hidden during counting. It’s Enforced (on) by default and shown read-only in the policy sheet.

Note: while a blind count is open at a location, that location’s stock figures are masked everywhere in the app until the take is submitted. This keeps a count in progress from being influenced by — or accidentally changing — the numbers it’s meant to verify.

Schedule status, reminders & overdue

For each location the app derives a schedule status from the policy and the date of the last completed count, scored against today (in IST):

ok — done for this period, or simply not due yet beyond the next scheduled date.
scheduled — upcoming; the count day for this period is still in the future.
due — the scheduled day is today and the count hasn’t been done.
overdue — the scheduled day has passed with no count; carries a days overdue tally.

On the dashboard

When a location is due or overdue, the staff dashboard raises a prominent Stock take hero — “Stock take due today”, or “Stock take N days overdue” once it slips — with a Start stock take button straight into the count. If a blind count is already open (stock figures locked), that “count in progress” hero takes precedence; the due/overdue prompt sits above the low-stock alert otherwise.

In the notification inbox

Two server-backed notifications land in the bell inbox (true per-user read state, unlike the derived activity feed) and deep-link to the stock-take screen when tapped:

stock_take_due — the count has come due (or is overdue) and someone needs to start it. This is the reminder you get when the policy is reminder-only.
stock_take_started — a count has been opened for the location — including when auto-open opens it for you on the due day.