How to do a stock take
Freeze movements, count one place at a time, count blind, review only the differences, and post corrections with a reason. Then count little and often so the big count stops hurting.
What you need
- A list of what should be there, sorted by location (export it, or use the stock count sheet)
- Shelf or bin labels, so every location has a name
- One or two people per area, and a time when nothing moves
- Clipboards and pens, or phones for scanning
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Pick the scope and a time when nothing moves
Decide what you're counting: one room, one category, or everything. Agree a window when no stock goes in or out of that area, and tell people. Counting while stock moves produces differences nobody can explain afterwards.
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Make sure every location has a name
Label every shelf, bin and cupboard. A count is organised by place: you walk each location once, top to bottom, and nothing gets skipped because it was filed under the wrong letter.
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Count blind
Hide the expected numbers from the people counting. When people can see what the sheet says, they find it. A blind count takes a little longer and gives honest numbers. In ItemTally, counts start blind by default; the expected number appears only in review.
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Count one location at a time
Write or scan what's actually there, not a tick. Open boxes count as their contents. Note anything damaged, expired or in the wrong place on the line it belongs to. In ItemTally, scanning a shelf label starts that place's count, or joins it if a colleague already started.
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Review only the differences
Compare counted with expected and look at the lines that differ. Recount anything surprising before accepting it: most big differences are miscounts or stock in the wrong place.
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Post corrections with a reason
For each difference you accept, record why: used without being recorded, damaged, found elsewhere, miscounted last time. The reasons tell you what to fix in the process. In ItemTally, nothing changes stock until you post, and each correction is a count line in the logbook.
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Find out where the differences came from
A pattern of shortfalls on one item usually means use that isn't being recorded. Fix the process (a scan at the cupboard, a minimum and a reorder) rather than counting harder.
Cycle counting: little and often
Instead of one big count, count a few locations every week so the whole store is covered every month or quarter. Count fast movers and expensive items more often. You’ll catch problems within weeks instead of at year end, and you never need to close for a day. In ItemTally you can set a count cadence per folder (Count every so many days), and a Count due card appears on Today when it’s time.
Counting on paper, posting in ItemTally
If you count on paper, type the counted numbers into the stock count sheet and re-import it with Update items I already have ticked. Each item is matched to the one already in your register (by code, then serial, then exact name and unit), and each difference posts as a count line noted with the file name. Blank cells never clear anything.
Paper is also how to count a basement or a van with no signal, because scanning in the phone’s browser needs a connection. More in counting stock where there’s no internet.
What a good count leaves behind
Corrected numbers, a reason for every difference, and one or two process fixes. If the same item is short at every count, the count isn’t the problem.
Try it on your own stuff. Free for one editor and ten borrowers, with unlimited items. No card.
Start freeQuestions people ask
How often should you do a stock take?
A full count once or twice a year, plus monthly checks of fast-moving or valuable items. Many teams switch to counting a few locations every week (cycle counting), which spreads the effort and catches problems sooner.
What's the difference between a stock take and a stock count?
None in practice. Stock take is the common UK term; stock count or physical inventory count is the US one.
What is a blind count?
A count where the counter doesn't see the expected quantity. It removes the anchoring that makes people find what the sheet says should be there.
How long does a stock take take?
It depends on the number of locations more than the number of items. A labelled store room with a few hundred lines usually takes one or two people an hour or two, plus the review.
What about equipment that's lent out?
Equipment out with a person isn't on the shelf, so don't count it as missing. In a scan count, unique items you didn't scan show as not seen, and you can check them against what's out before posting.