Stock takes

A stock take is a physical count of inventory at a location — and the one place inside Logistified where you record stock changes with a reason your team chose. You count what you have, enter the numbers, and Logistified updates Shopify with the corrected on-hand.

Use it whenever you need to write down what you actually have and explain why it changed: a periodic count, a recovered carton, damage write-off, a move that went sideways. Because the reason field is a free-text combobox that lets you create reasons on the fly, this is the right home for ad-hoc inventory adjustments — every change you make here is labelled for later auditing and reporting.

The four-status lifecycle

Status	What it means
Draft	Set up but not started.
In Progress	You’re actively counting.
Completed	Counts saved; Shopify updated.
Cancelled	Abandoned. Terminal — can’t go back to Draft.

Starting a stock take

The stock-takes page is reached from the Procurement (PO&TO) page — there is no Inventory link in the top nav. Click “New stock take” and fill in:

Location. Where the count happens.
Reason. Pick from your saved reasons, or type a new one — when no existing reason matches, a Create [text] option appears in the dropdown. New reasons are saved to your library (managed in the app at Settings → Stock Takes) and get an auto-assigned colour, so the next stock take can re-use them.
Expected count date. When you plan to count.

The take starts in Draft. Save to begin.

Adding variants

Three input modes — mix freely within one take:

Manual — type SKU and count.
File upload — CSV / XLSX via the unified import flow. Pick a template that maps to SKU + count.
Barcode scan — works on any device with a camera or scanner. Useful on the warehouse floor.

Per-line columns

Column	What it shows
Variant	Variant title + SKU.
Current quantity	What the system showed when the line was added. Snapshot — does not change as the count proceeds.
Counted quantity	What you actually count.
Discrepancy	Counted minus current. Positive = surplus; negative = shortage.
Unit cost (snapshot)	Cost at line-add time, for value-delta aggregates.

Value-delta aggregates

The header shows:

Total value increase (surplus units × unit cost).
Total value decrease (shortage units × unit cost).
Net value change.

Useful for finance teams to quantify the impact of a count.

Completing the take

Verify every line is counted (or removed).
Review discrepancies.
Click “Complete.”
Logistified updates Shopify with the corrected on-hand for every counted line.
The completion date is stamped.

If a sync to Shopify fails for a line, that line shows an unsynced indicator. Retry from the line.

Re-opening and editing

You can re-open a Completed stock take — clears the completion date so you can adjust. Useful when you realise a line was miscounted.

Finding past stock takes

The stock-takes list view supports filtering by status, location, reason, vendor, and date range, plus a free-text search across SKU, product title, and ID. Useful when you have a long history of counts and need to surface a specific one for review.

Exporting stock takes

Stock takes export to CSV / XLSX — in bulk from the list, or one at a time from a single take. The column set comes from a template you control (see Settings → Stock Takes → Export Templates).

Bulk export from the list

On the stock-takes list, tick rows — or the header checkbox for the whole page — and click Export. The selection persists across pages and filters; Clear selection resets it. The dialog walks four steps: scope (selected / all on this page / all filtered) → export type → format + template (CSV or XLSX) → progress.

There are three export types:

Type	One row per	Use it for
Stock take level	stock take	A summary — status, location, reason, value change, totals, and dates.
Confirmation overview (movements)	line item	An audit of what changed — counted quantity, delta, unit cost, and value change per line.
Counting template	line item	A blank count sheet — the counted, delta, and value columns are exported empty, to print and fill in by hand.

The Confirmation overview type adds a line-handling choice: All lines (one row per line item from every selected take), or Merged per location & SKU (combine the same SKU at the same location into one row, summing the movements — different locations stay separate).

Exporting a single take

From an individual stock take, the actions menu offers two options:

Quick export — an immediate XLSX download of either the counting template or the confirmation overview.
Export with template — the full template-driven dialog (the same three types and CSV / XLSX choice as the bulk export), scoped to that one take.

Templates

Stock take export templates are configured at Settings → Stock Takes → Export Templates. Because stock takes have no supplier, these are global templates with no per-supplier assignment. The counting-template export reuses the line-item template’s columns — it just exports the counted / delta / value columns blank. Sensible defaults ship for each type.