What a stock take is
A stock take is a physical count of everything in your warehouse or store. You count every item on the shelf and compare the count to what AADOPS shows. Any difference is a discrepancy — caused by unrecorded sales, theft, spoilage, or data entry errors. A stock take corrects your records and gives you a true picture of what you actually have.
How often to run a stock take
Most businesses run a full stock take monthly or quarterly. For fast-moving items or perishables, a weekly spot check on high-value lines is good practice.
Step 1 — Start a stock take
Go to Inventory → Stock take. Click + New stock take. Select the warehouse location you are counting. AADOPS generates a count sheet listing all products at that location with their current system quantity.
Step 2 — Count your physical stock
Download or print the count sheet. Count each product physically and enter the actual quantity into the count sheet. Do not update AADOPS yet — just record what you physically count.
Step 3 — Enter the counts
Return to AADOPS and enter your physical counts against each product. As you enter counts, AADOPS shows the variance — the difference between your count and the system quantity.
Step 4 — Review variances
Review all variances before finalising. Investigate large discrepancies — a big variance on a high-value item may indicate theft, a receiving error, or an unrecorded sale.
Step 5 — Finalise
Click Finalise stock take. AADOPS creates stock adjustment records for all variances, bringing your system quantities in line with your physical counts. The stock take is logged with the date, user, and all adjustments made.