Perform an Inventory Count
This may not be available for all stores yet.
How Inventory Counts Work
Access requirements. You'll need the "Inventory" permission — view access lets you add and count items on an unlocked count, while edit access is needed to change the count's name/notes, start it, finalize it, cancel it, or delete it.
A count moves through statuses. "Draft" while you're still adding items, "In Progress" once you've started counting, and "Completed" once you've finalized it and stock has been adjusted. You can cancel a count at any point before it's completed.
Only one count can be in progress per store at a time. Finish or cancel your current one before starting another at the same store.
Expected quantity is a snapshot, not a live number. It's captured the moment you add an item to the count, or refreshed for every item already on it the moment you click "Start count" — whichever comes first for that item. It won't update again after that, even if other sales or adjustments happen while you're counting.
You can run a count "blind." Tick "Blind count" on the count's details to hide expected stock while counting — staff record what they see, and you compare afterward. The "Expected units" column shows "-" and can't be sorted or filtered while the count is in progress. You can turn it on when you create the count, or change it later while the count is still in progress.
Finalizing applies the adjustment for you. You don't have to calculate the difference yourself — completing the count adjusts your system's stock to match what you counted, and runs in the background. Anything left uncounted is skipped: its stock isn't touched, and it stays on your count list so you can count it another time.
Shared inventory gets a second review step. If any counted item shares stock with a linked item, finalizing walks you through those separately before completing, since their expected quantities work differently.
Where to Access Each Feature
To… | Go to |
See all inventory counts | Stock management → Inventory counts |
Start a new count | Stock management → Inventory counts → New Inventory Count |
Add or count a specific item | Open the count → Add products |
Starting a Count
Before you start: a count can only include products already set up in your catalog for that store. If you're counting something that isn't in Back Office yet, add the product first, then come back to start or add to your count.
Step 1
Click on "Stock management" in the left-menu bar, then click on "Inventory counts."
Step 2
Click "New Inventory Count."
Step 3
Fill in the "Count details" card: enter a "Count name" (for example, "Monthly count - December 2025"), choose the "Store," add any optional "Notes," and tick "Blind count" if you don't want expected stock shown while counting. Click "Continue" to save the count in Draft status — nothing is snapshotted yet. The store can't be changed once the count is saved; the name, notes and blind count setting save themselves as soon as you change them, and you'll see a short confirmation each time one saves.
Adding Items and Counting
Step 4
On the count's page, click "Add products."
Step 5
In the "Add products" window, search by name, SKU (the item's stock-keeping code in your catalog), or barcode, narrow the list with the filters, and tick as many products as you like — anything already on the count is marked so you don't add it twice. Click "Add to count" to add them all in one go. You can build the list this way while the count is still in Draft, and each product added brings its expected units with it, so you can see them before you start. You don't have to add anything first: an empty count shows "Start with a list, or count as you go," and adding the products you expect to find is what lets the count flag whatever didn't get counted.
Step 6
Each item is counted through the "Count item" window. Open the item from the count, enter what you counted as "Cases," "Units," or both, add any "Count notes," then click "Count item." Counting the same item again adds to its running total rather than replacing it, so it's safe to count the same item in more than one spot — and once something has been counted, you can switch to "Remove" to take units back off. The "Products in count" list has its own search box (by name, SKU, or barcode) plus the usual column and filter sidebar for finding a line quickly.
Step 7
Once every item you plan to count is on the list, click "Start count" in the page header and confirm. This snapshots the expected quantity for every item currently on the count, based on what your system shows on hand right now, and moves the count to "In Progress." "Start count" only appears if you have edit access to inventory.
Important: once a count is in progress, you can't send it back to Draft yourself. If you started too early, cancel it and start a new one instead of trying to undo it.
Step 8
With the count in progress, find each item in the grid — using the search box or by adding more with "Add products" — and record what you counted through the "Count item" window described in Step 6. The "Counted units" column itself is read-only, so counts always go through that window. Any item added from this point on gets its expected quantity captured immediately, the same way starting the count did for the others.
Finalizing a Count
Step 9
Once you're done counting, click "Finalize Count."
Step 10
Review the list of items whose inventory will be adjusted. If nothing has a variance, you'll see "No inventory adjustments needed" instead.
Step 11
If any counted items share inventory with a linked item, click "Continue" to review those separately (labeled "Step 2 of 2") — this screen shows the expected and counted totals across every linked variant together, since one physical count can affect more than one of them. You'll see this step whenever the count includes any linked item at all, even if none of them ended up with a variance — in that case it just confirms "No linked inventory adjustments needed."
Step 12
Click "Finalize" (or "Update inventory" on the linked-items step). The count moves to "Completed," and your stock levels update in the background.
Reading a Completed Count
A completed count opens on its own results page. While the stock adjustment is still running you'll see "Updating stock from this count..." — the rest of the results appear once it finishes. Across the top you'll find the store, whether it was a "Blind count" or "Expected stock visible," when it was started and completed, and the export button.
Summary cards — "Items counted" (how many of the items on the list were counted, with the units and departments covered), "Items adjusted," "Value on hand difference" (against the expected value of that stock), and "Not counted" (how many items were never counted, and the dollar value of stock left unverified).
By department — items, expected and counted units, unit difference, expected value and value difference for each department, with a total row for the whole count. Not-counted items are left out of these figures.
Not counted — every item that was on your list but never counted, with its department, SKU, unit stock, stock value and last-sold date, and an "Inactive" pill where it applies. Click an item's name to open its product drawer.
All items — every line on the count with its department, SKU, expected and counted quantity, unit difference, unit cost, value difference and notes, biggest value difference first. Differences are signed and color-coded (green for over, red for short, grey where it matched), and lines that share stock with a linked item show a link icon instead of a number.
If the adjustment can't be applied you'll see "Count processing failed" with the reason, and — with edit access — a "Reopen count" button to put the count back in progress and try again.
Acting on items you didn't count. With edit access, tick items in the "Not counted" list (or use the checkbox in the header to select all) and choose "Set unit stock to 0" or "Mark inactive." Each one asks you to confirm first: zeroing warns you by name if a selected item shares stock with its other forms (single, pack or case), since those change too, and marking inactive warns that an inactive item is hidden at every store, not only this one. Items you act on drop off the count list.
Other Things You Can Do
Export — once a count is completed, an "Export Inventory Count" button lets you download it as a PDF or CSV.
Cancel — from the "⋮" menu, marks the count canceled without adjusting any stock. Available any time before it's completed.
Delete — also from the "⋮" menu, removes the count entirely.
Important: avoid deleting a count after it's been completed. A completed count has already adjusted your stock, and deleting it doesn't reverse those changes — it can also fail outright, since completed counts have records attached that resist being removed. Deleting is meant for a count you're abandoning before it's finished, not for undoing one that already ran.
Troubleshooting
You can't start a new count: only one count can be in progress per store at a time. Finish or cancel the current one first.
You can't edit a count or its items: a completed or canceled count is read-only for everyone. On an unlocked count, adding and counting items only needs view access, but changing the count's name, notes, or status needs edit access.
You started a count by mistake and want to go back to Draft: there's no way to do that yourself. Cancel it and start a new one.
The expected quantity looks wrong or out of date: it's a one-time snapshot taken when the item was added (or when you clicked "Start Count"), not a live number — it won't reflect anything that's happened since.
The export button says "Updating inventory currently" and won't go away: the count just finished and is still applying its stock adjustments in the background — this usually clears within a few minutes. If it's been stuck for a long time, that adjustment likely hit a problem and needs support to sort out; it won't resolve on its own.
You deleted a count and something looks off with your stock: deleting a count never reverses adjustments it already applied. If you deleted a completed count expecting it to undo those changes, it didn't — reach out to support to review what actually happened to your stock.
A product you need to count isn't showing up in search: it needs to already exist in your catalog for that store before you can add it to a count — create the product first, then return here.