How to count your stock in UpeoRetail

A stock take in UpeoRetail compares what is on your shelves against what the system thinks you have. You open a count sheet for a warehouse, enter what you actually count, and explain anything that does not match. Counting a section at a time works better than closing the shop to count everything.

Before you start

• Decide what you are counting. A category, one supplier's goods, or one shelf.
• Count when the shop is quiet. Sales during a count move the numbers under you.
• Take a pen and paper round the shelves first if that is easier, then enter the figures.

Steps

1. Open a count sheet

From the Stock menu choose Stock Take.

Pick the Warehouse * you are counting. UpeoRetail works out what it expects, showing Working out what is there…

2. Narrow what you are counting

Do not try to count everything at once. Use the filters:

• Category or Item group - count one section
• Supplier - count one supplier's goods
• Only items the system says are in stock - skip everything already at zero

Matches tells you how many items are in your sheet.

3. Count the shelf

Work down the list. For each item, enter what you physically counted in the Counted box.

• System qty is what UpeoRetail expects.
• Variance is the difference, and appears as you type.

Use Find an item with Name or code… to jump to something specific.

Progress shows how far through you are, and each line marks itself Saved or Unsaved.

4. Explain the differences

Where Variance is not zero, fill in Why the difference?

Be specific. Broken in store, given to customer as replacement and cannot find are all different problems with different answers. "Miscount" explains nothing.

5. Add notes and close

Put anything about the count as a whole under Notes on this count.

Press Close sheet. The count is committed and stock is adjusted to what you counted.

If you need to stop without committing, press Abandon. Nothing is changed.

What good looks like

• Every item in scope has a counted figure.
• Every variance has a reason.
• The sheet is closed, and appears under Stock takes.
• Stock now matches the shelf.

If something goes wrong

The numbers keep moving. Sales are happening while you count. Count a quiet section, or count outside trading hours.

A big variance you cannot explain. Do not close the sheet. Recount that item first. If it is still wrong, tell the owner before committing, because closing the sheet writes the loss into the books.

You cannot finish today. Your work is saved as you go. Come back to the sheet and carry on.

You counted the wrong warehouse. Press Abandon and start again with the right one.

Getting the most from it

Count your highest-value and fastest-moving items often, and everything else rarely. Export CSV gives you the sheet to take round the shelves or hand to someone else.