Overview
A stocktake is the periodic reconciliation of recorded stock and inventory levels against the physical quantities on the shop floor. Running stocktakes regularly keeps the catalogue accurate, prevents jobs from being quoted or scheduled against stock that isn't really there, and gives reliable input data for costing and purchasing decisions.
📍Location in the app
Products > Product Catalogue > Tools > Stocktake
Key features
Search
Search by product name to quickly locate items that need a stock update.
Filter by supplier
Filter the product list by Supplier. The Supplier dropdown lists added suppliers alphabetically.
Update Stock button
Saves the On Hand changes for every product that has been ticked in the list. Only ticked products are updated.
Cancel button
Discards any unsaved changes and returns to the Product Catalogue main page.
Product list
Lists every product marked as I buy this item and I track stock for this item, grouped under its category heading.
Run a stocktake
A stocktake can be run in two ways: from the Stocktake page, which shows all stock-tracked products together for bulk updates, or from an individual product's Tracking tab, which is faster for one-off adjustments.
From the Stocktake page
Navigate to
Products>Product Catalogue>Tools>Stocktake.Select the
+icon next to each product to expand it and reveal the On Hand field.Enter the updated quantity in the On Hand field.
Tick the checkbox next to each product to include it in this update.
Select
Update Stockto save.
From an individual product
Open the product from the Product Catalogue.
Select the
Trackingtab.Enter the updated quantity in the On Hand field.
Select
Save.
📝 Note
For larger reconciliations, the support team can generate an export of all stock-tracked products with their current On Hand quantities, allowing bulk updates outside the app. To request an export, contact support@factory.app or send a message via the in-app Messenger.
Enable stock tracking on a product
Stocktaking only applies to products that have been flagged as bought, sold and stock-tracked. Without these settings enabled, the product will not appear in the Stocktake list.
Enabling I track stock for this item also adds a Tracking tab to the product's pricing section, where the live stock figures are displayed.
Tracking tab columns
The Tracking tab on each product's pricing section shows four stock figures. Only On Hand is editable; the others update automatically based on order activity.
On Hand
The physical quantity currently in stock. This is the value updated during a stocktake.
Promised
The quantity allocated to submitted sales orders. Automatically calculated and not editable.
Available
The quantity free to allocate to new orders. Calculated as On Hand minus Promised. Not editable.
On the Way
The quantity ordered from suppliers via submitted purchase orders. Automatically calculated. Once incoming stock is marked as received, the quantity moves from On the Way into On Hand.