Stock - Stock Take
Updated Tue 3 Nov 2026
Running the report
Report options
Select a stock take
The stock take to report on. The list shows your store's most recent stock takes (up to 100), newest first. Each one shows the day, date and time it was counted and its status: Draft, Posted, or Archived. Archived stock takes are included.
Show sub-count detail
A tick box, off by default. Stock is often counted in more than one place (for example a freezer, a fridge and a dry store). Each place is a sub-count. With the box off you see one line per item, with the counts added together. With the box ticked you also see a line for each sub-count under the item.
Select your stock costing model
How the stock is valued. The first choice is your own level: store users see Store's method first, brand and head office users see Brand's method first. The store choice only appears when your store values stock differently from your brand.
The three methods are FIFO (first in first out), WAC (weighted average cost) and LC (last cost). The choice changes the values, not the quantities.
The report at a glance
The date is when the stock take was counted, in your store's local time. It is printed the same way everywhere on the report.
- Stock take details: status, costing method, type, who counted and who posted it, and any note.
- Counted items: each item with its counts, wastage, quantity after wastage and value.
- Subtotals and total value: a subtotal per category and per stock type, and the total stock on hand value.
A panel called Selected parameters sits under the heading and repeats two of your choices: STOCK COSTING MODEL and SUB-COUNT DETAIL (Shown or Hidden). A footer on every page shows your store, the report version, the page number and who ran the report and when.
Stock take details
The block under the parameters describes the stock take you chose.
| Stock take status: | Posted 1 |
| Stock calculation method: | FIFO 2 |
| Stock take type: | Month-End Close 3 |
| Counted on: | Mon 2 Nov 2026 at 22:10 by Sam 4 |
| Posted on: | Tue 3 Nov 2026 at 08:45 by Alex 5 |
| Weekly close for the Times Square kitchen. 6 | |
1 Stock take status
A coloured badge: Posted (green), Draft (orange) or Archived (red). Only posted stock takes are used in the stock variance and gross profit reports.
2 Stock calculation method
The costing model you chose, shown as FIFO, WAC or LC. It decides which value is used in the Stock value column.
3 Stock take type
One of Spot, Month-End Close, Year-End Close, Opening or Weekly Close.
4 Counted on
The day and time the stock take was counted, and the name of the person who created it.
5 Posted on
When the stock take was posted and by whom. If the stock take has not been posted, this line reads Not posted and no date is shown.
6 Note
Any note typed on the stock take. It only appears when there is one.
Counted items
Below the details, the items are grouped by stock type (for example Ingredient), then by category (Stock category: Meat), then listed A to Z. Each stock type repeats its column headings, so they are visible on every page. This is how it looks with Show sub-count detail ticked:
| Item name (code) - UoM | Sub-count 2 | Prepped count | Bulk count | Store's wastage % 3 | Store's prepped equivalent qty 4 | Stock value 5 |
|---|---|---|---|---|---|---|
| Ingredient | ||||||
| Stock category: Meat | ||||||
| Freezer: | 0.000 | 120.000 | ||||
| Kitchen fridge: | 0.000 | 36.000 | ||||
| Beef patty 150g (BP150) - each 1 | 0.000 | 156.000 | 0.0% | 156.000 | 3 276.00 | |
| Freezer: | 0.000 | 18.500 | ||||
| Prep station: | 4.250 | 0.000 | ||||
| Chicken fillet (CF01) - kg | 4.250 | 18.500 | 10.0% | 20.900 | 1 878.91 | |
| Meat subtotal: 6 | 5 154.91 | |||||
| Stock category: Sauces | ||||||
| Dry store: | 0.000 | 12.500 | ||||
| Burger sauce (BS5) - litre | 0.000 | 12.500 | 0.0% | 12.500 | 562.50 | |
| Sauces subtotal: | 562.50 | |||||
1 The item line
The item name, with its code in brackets when it has one, and its unit of measure. The line carries the totals for the item. Click the item name to open the Stock Item Audit report for it. If the item has since been archived, its name is shown in red with (Archived), because it was still counted on this stock take.
2 Sub-count
Only shown when you tick Show sub-count detail. One line for each place the item was counted, with the Prepped count and Bulk count for that place. Without the tick you see just the item line.
3 Store's wastage %
The share of the item that is lost in preparation. It is your store's own wastage for the item, or your brand's when your store has not set one. Zero is shown in grey.
4 Store's prepped equivalent qty
The quantity you really have to use: the Bulk count less the wastage, plus the Prepped count. For the chicken fillet that is 18.5 less 10.0% (1.85), plus 4.25, which gives 20.9. Hover over the figure to see this working.
5 Stock value
The value of the counted stock for the item, using the costing model you chose. If the stock take holds no cost for the item under that model, but does under another model, the item shows n/a in red.
6 Category subtotal
The stock value of the category. See Subtotals and total value.
- Grey zeros after a quantity
- Deliberate. Quantities always show three decimals, and the zeros that are not needed are shaded lightly. This keeps the decimal points, units, tens, hundreds and thousands lined up in a column, without cluttering the page.
- Underlined text
- With sub-count detail ticked, underlined item names are links that open the Stock Item Audit report.
With Show sub-count detail unticked, the same stock take looks like this, one line per item:
| Item name (code) - UoM | Prepped count | Bulk count | Store's wastage % | Store's prepped equivalent qty | Stock value |
|---|---|---|---|---|---|
| Ingredient | |||||
| Stock category: Meat | |||||
| Beef patty 150g (BP150) - each | 0.000 | 156.000 | 0.0% | 156.000 | 3 276.00 |
| Chicken fillet (CF01) - kg | 4.250 | 18.500 | 10.0% | 20.900 | 1 878.91 |
| Meat subtotal: | 5 154.91 | ||||
Subtotals and total value
The stock value is added up at three levels: for each category, for each stock type and for the whole stock take.
| Meat subtotal: | 5 154.91 |
| Sauces subtotal: | 562.50 |
| Ingredient subtotal: 1 | 5 717.41 |
| Total stock on hand value: 2 | 5 717.41 |
1 Category and stock type subtotals
Each category ends with its own subtotal. Each stock type ends with the subtotal of everything under it.
2 Total stock on hand value
The value of all the stock counted, using the costing model you chose. At the very end of the report a note reminds you that only posted stock takes are used in the stock variance and gross profit reports, and that archived and draft stock takes are not.
If the stock take has no items, the report shows No items have been added to this stock take.
Watch the video
A short walkthrough of the report: choosing a stock take and reading the counts and values.
Can't see the video? Watch it on YouTube.
Frequently asked questions
Why does a value show "n/a" or "FIFO not in use at this time"?
A stock take keeps a cost for each costing model. If an item, category or stock type has costs under another model but none under the one you chose, the report cannot value it and says so: n/a on an item or category, and a message such as FIFO not in use at this time (or WAC, LC) on a stock type subtotal and the total. Choose another costing model under Select your stock costing model to see the values.
Why does the stock value change when I change the costing model?
The same stock is priced three different ways: first in first out (FIFO), weighted average cost (WAC) or last cost (LC). The quantities never change, only the values.
What is the "Store's prepped equivalent qty" and why is it lower than the bulk count?
It is the quantity you can really use. Some of what is bought is lost in preparation (trimming, peeling, cooking), and that is the wastage percentage. The report takes the Bulk count, removes the wastage, and adds the Prepped count. With 18.5 kg counted in bulk, 10.0% wastage and 4.25 kg already prepped, you have 18.5 less 1.85, plus 4.25, which is 20.9 kg. Hover over the figure to see the working.
Why can't I find my stock take in the list?
The list shows your store's 100 most recent stock takes, newest first. Older ones are not offered. Draft, posted and archived stock takes are all included, and the status is printed after the date.
Why does it say "Not posted" and why is my stock take not in the variance or gross profit reports?
The stock take is still a draft, or it has been archived. Only posted stock takes are used in the stock variance and gross profit reports. Post the stock take first, then run those reports again.
Why is an item name in red with "(Archived)"?
The item was counted on this stock take but has been archived since. It stays on the report so the count and the value are complete.
Why do some quantities have grey zeros after them?
On purpose. Quantities always show three decimals, and the zeros that are not needed are shaded lightly. That keeps the decimal points, units, tens, hundreds and thousands lined up in a column, without cluttering the page.
Why do I only see one line per item?
Show sub-count detail is switched off. With it off, the counts from all the places an item was counted are added together on one line. Tick it to see each place on its own line.
How can I see where an item's stock went?
Click the item name. The Stock Item Audit report opens for that item.
Glossary
- Archived
- A stock take status for a count that has been put away. It is not used in the stock variance or gross profit reports.
- Bulk count
- The quantity of an item counted in its bulk form, before any preparation.
- Costing model
- The method used to value stock: FIFO (first in first out), WAC (weighted average cost) or LC (last cost).
- Draft
- A stock take that is not final yet. It is not used in the stock variance or gross profit reports.
- Month-End Close, Weekly Close, Year-End Close
- Stock take types for the count that closes a month, a week or a year.
- Opening
- The stock take type for the count that sets your opening stock.
- Posted
- A stock take that has been finalised, so its counts are used in the stock variance and gross profit reports.
- Prepped count
- The quantity of an item counted after it has been prepared.
- Prepped equivalent
- The usable quantity of an item: bulk count less wastage, plus prepped count.
- Spot
- The stock take type for a count done at any time, outside your regular closes.
- Stock take
- A count of the stock you hold, done at a point in time.
- Stock value
- The value of the counted stock for an item, using the costing model you chose.
- Sub-count
- One place where an item was counted, for example a freezer, a fridge or a dry store.
- Wastage %
- The share of an item that is lost in preparation. Your store's own figure, or your brand's when your store has not set one.