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Performing a Stocktake in Bepoz

Introduction

A Stocktake in Bepoz allows you to physically count your inventory and compare it to the system’s recorded Quantity On Hand. You can perform a Full Stocktake for the entire store or a Partial Stocktake for a filtered group of products.

Stocktakes are essential for accurate inventory control, reducing shrinkage, and ensuring consistency in financial and operational reporting such as COGS, wastage, and stock valuation.

🧭 Accessing Stocktakes

📍 Back Office > Stock Control > Stocktake

  1. Click Create Stocktake.

  2. Select the Store.

    • Full Stocktake – includes all stocked products

    • Partial Stocktake – filtered by Stock Category, Supplier, or Product Group

      Choose either:

  3. Click Add Products.

🧾 You will now be taken to the Stock Count screen. On the left-hand side, you’ll see the Product Tree.

You can:

  • Select specific Groups, Categories, or Suppliers

  • Or click Show All to display all eligible products for counting

This step defines which products will appear in your active stocktake list.

⚠️ Once posted, a stocktake cannot be edited or reversed. Always review carefully before posting.

🔍 Full vs Partial Stocktakes

Type

Description

Full Stocktake

Includes all active stocked products for the selected store.

Partial Stocktake

Filters the count list by Stock Category, Supplier, or other attributes.

🧾 Printing Stocktake Count Sheets

Bepoz does not generate count sheets directly from the stocktake module. Instead, use the Report Wizard:

  1. Select Report Type: Stock

    • Product Code

    • Product Description

    • Stock Category

    • Quantity On Hand (optional, for guided vs blind counts)

      Choose fields such as:

  2. Apply filters by Store, Supplier, or Stock Category

  3. Click View and Export to create printable stock count sheets

💡 Exclude Quantity On Hand to produce blind sheets for unbiased physical counts.

✏️ Entering Counted Quantities

Once your team has physically counted items:

  • Enter the Counted Quantity into the Stocktake grid

  • Bepoz automatically calculates a Variance:

    Variance = Counted Quantity – Qty Start

 


📦 Understanding the Qty Start Column

The Qty Start column shows the system’s Quantity On Hand at the exact time the stocktake was created. It does not update in real time, meaning:

  • If a sale, receipt, or transfer occurs after the stocktake is created, the Qty Start will not reflect that change

  • Variances may appear due to movement during trade unless counts are done in a locked environment

 

✅ Posting the Stocktake

  1. After entering all Counted Quantities, review the on-screen Variance Report

  2. Export the variance if required for review or audit trail

  3. Click Post Stocktake to apply the changes

📈 Best Practices

  • Always post receipts, returns, and adjustments before beginning your stocktake

  • Use Partial Stocktakes regularly for high-variance or high-loss product categories

  • Keep Variance Exports for compliance, auditing, or management review

  • Perform Full Stocktakes monthly, quarterly, or as required by financial controls

❓ FAQs

Q: Can I edit a stocktake after it’s been posted?

No — use Stock Adjustments to correct quantities afterward.

Q: What happens if a product isn’t counted?

If Counted Quantity is blank, Bepoz may assume zero, depending on configuration (Partial counts the previous quantity, Full counts as zero). Always double-check before posting.

Q: Can I run multiple partial stocktakes?

Yes — run independently by using different filters or zones.

Q: Will posting a stocktake affect Adjusted Cost?

Yes — large variances can affect the weighted average cost, which feeds into COGS reporting.