Completing a stock count in Unleashed involves several critical steps to ensure accuracy and proper stock control. Follow these steps to streamline the process and avoid common pitfalls.
Step 1: Prepare for a stock take
Before importing a CSV file, create the stock count in Unleashed. This ensures that the Stock Count Number pre-exists and the count is set to 'In Progress' status.
Step 2: Conduct a count
Perform all physical stock counts for the current stock take.
Enter the counted quantities into Unleashed manually or with a stock count import.
⚠️ Warning: If you don't want items included in the stocktake, remove them from the stock count list in Unleashed. Do not leave their Count Quantity as 0, as this will adjust their Stock on Hand to zero once the stock count is completed.
Step 3: Review and address discrepancies
Generate a variance report in Unleashed to identify any discrepancies between the counted quantities and the system records.
Review the variance report thoroughly.
Perform re-counts or checks as needed, especially if discrepancies are identified or if your Accounts Team requests re-counts.
📌 Note: Be aware that discrepancies can arise due to timing issues with transactions, such as receipts or shipments processed after the count but before adjustments are finalized. Ensure all transactions are accounted for accurately to minimize these discrepancies.
Step 4: Finalise the count
Ensure all discrepancies have been addressed and adjustments made.
Click 'Complete' in Unleashed's Stock Count only when you are satisfied with the counts and variance adjustments.
⚠️ Important: Finalising the stocktake will lock it, preventing any further edits.
Consider ecommerce during stocktakes
External integrations, such as Shopify and WooCommerce, can impact SOH during stock-takes if new orders are imported into Unleashed. To minimise this:
Before starting a stock-take, temporarily change your Shopify integration’s Unleashed sales order creation status from Completed to a non-final state such as Parked or Placed.
Complete the stock-take.
Switch the integration setting back to your normal 'Complete' status, and complete the Sales Orders that imported as Parked or Placed.
This approach prevents late-appearing orders from affecting your stock-take figures.
Exclude items from stocktakes
Best Practices
Finalize stock adjustments immediately after the physical count.
Temporarily adjust integration settings to prevent new transactions from impacting stock-take figures.
Align system processes with physical stock counts to maintain accurate SOH. By following these practices, you can effectively manage SOH discrepancies and minimize the impact of external integrations during stock-takes.