A stocktake is a physical count of your shelves. Instead of adding or removing items one at a time, it sets the actual quantity you have, correcting any gap between your records and reality. You'll find it under Inventory → Stocktakes, and it's fastest with the LINK Barcode scanner [to Barcode scanner].
Why stocktakes matter
There are two ways to think about a stocktake, depending on how you work:
As a check on your tracking. If you already adjust stock as you sell and use products, a regular stocktake is your safety net — it catches the small discrepancies that always creep in (a missed sale, a breakage no one logged) and resets your numbers to the truth.
As your tracking itself. If you don't log every sale and use, counting your shelves every week or two is how your inventory stays accurate. The stocktake does the work for you.
Either way, accurate counts keep the value of your inventory right and help you avoid tying up cash in overstock or losing sales to understock. There's also a quiet bonus: the more regularly you take stock, the better Suplery can estimate how fast you use each product and predict what you'll need to reorder — so your counts feed straight into LINK Plan & schedule orders [to Plan & schedule orders].
💡 A good rhythm for most businesses is a stocktake every one to two weeks. Smaller places often manage monthly — but more often is better, both for accuracy and for the order predictions Suplery builds from your counts.
💡 You don't have to count everything at once. A partial stocktake — just one shelf, one brand, or your fastest-moving products — takes only minutes, so it's easy to fit in often. Counting in small, regular rounds keeps your busiest products accurate without ever blocking out time for a full count.
Your stocktakes
The Stocktakes tab lists every count — its name, who created it, its status, and its completed and last-updated dates. Search by name to find one. Because every stocktake stays in the list, you can see at a glance whether a colleague has already started one but not finished it.
A stocktake moves through four statuses:
In progress — counting has begun.
Paused — on hold, ready to resume.
Completed — finished and applied to your stock.
Canceled — stopped or reversed; it doesn't affect your stock and stays as a record.
Start a stocktake
Click Start new stocktake.
Keep the name Suplery fills in, or type your own.
Start counting.
While you count, search across all products, uncounted, counted, and excluded items to keep your place.
💡 The date of a stocktake is its snapshot in time — it fixes exactly when these numbers were true. This matters most around deliveries: set the date just before an arrival to count without the new stock, or after it to include the new items. Two people counting a minute apart will still agree, because the date settles which moment counts.
Count your stock
For each product, enter what you actually have in the Counted column.
An indicator shows how your count compares with what Suplery expected:
✓ it matches
↓ you have fewer than expected
↑ you have more than expected
Keep going until you've counted everything you need.
💡 Your work saves automatically every time you make a change, as long as you're online — so you'll never lose a count.
Counting goes much faster with a scanner: scan each item with the LINK Barcode scanner [to Barcode scanner] and just enter the quantity.
Pause and pick up later — click Pause in the top corner to stop, then open the paused stocktake and click Resume stocktake when you're ready.
Count only some of your products
You don't have to count everything. Just skip the products you're not counting — when you finish, Suplery offers to exclude them in one click, and their quantities stay exactly as they were. Handy for a quick count of a single shelf or one brand.
When a product shows a warning
Ideally nothing changes mid-count — but if a product is sold or used while you're counting, its number can shift. Suplery flags those products with a warning so you can give them a second look; the note beside it tells you whether stock ended up higher or lower than expected.
To clear a warning, choose:
Keep set quantity — confirm the count you entered, or
Edit counted quantity — recount and enter it again.
The warning disappears as soon as you edit the quantity.
Complete your stocktake
Click Complete stocktake when you've finished counting.
If anything is still uncounted, Suplery asks what to do:
Exclude — leave those products' quantities untouched.
Set quantity to 0 — zero them out.
View — open the list of uncounted items first.
Click Complete stocktake again. If there are warnings, you can Review them one by one, or Keep set quantity and complete to accept your counts as they are.
Your stocktake is saved at the moment you complete it, and the finished view shows its name, date, what was counted or excluded, and any discrepancies — so your stock now matches your shelves.
Edit, cancel, or restore
Edit a completed stocktake — open it, click Edit stocktake, change what you need, and click Update stocktake.
Cancel a stocktake you've started — click Cancel. If you'd counted at least one item, it moves to the canceled list; if you'd counted nothing, it's simply deleted.
Cancel a completed stocktake — you can't undo it, but canceling erases its results and recalculates your stock as if it never happened.
Restore a canceled stocktake — click View canceled, find it, and click Restore stocktake. An unfinished one comes back as Paused so you can keep counting; a completed one is reapplied and adjusts your stock to its original count.
⚠️ Canceling or restoring a completed stocktake changes your stock levels — it's worth a second look before you confirm.
FAQ
💬 How often should I do a stocktake? Every one to two weeks is a good target. Smaller businesses often do it monthly — but the more regularly you count, the more accurate your stock and the better Suplery can predict your reorders.
💬 Why does the stocktake date matter? It's the snapshot moment your count represents. Setting it around deliveries decides whether newly arrived stock is included.
💬 What do the arrows and checkmark mean? ✓ your count matches what was expected, ↓ you have fewer, ↑ you have more.
💬 Why does a product show a warning? Its stock changed while you were counting — review it, then keep or re-enter the quantity.
💬 What happens if I cancel a completed stocktake? Its results are erased and your stock is recalculated as if that count never happened.
Related articles
LINK Inventory management [to Inventory management]
LINK Barcode scanner [to Barcode scanner]
LINK Plan & schedule orders [to Plan & schedule orders]
LINK Reports [to Reports]