Run a stock take

Before you start

• A location to count at.
• Access to a barcode scanner or a printed sheet of SKUs.

Steps

1. Inventory Management → Stock takes → New Stock Take → Blank / Upload.
2. Pick the location — the only required field. A name, reason and notes are optional.
3. Add variants from Add Items — Browse & Pick, Scan Barcode / SKU, or Upload File.
4. Count and enter quantities, then Save. Switch the line list to Uncounted to work down only what’s still outstanding — Enter jumps to the next quantity cell, and typing a plain 0 records a real count rather than leaving the line uncounted. When the shelf matches the system figure, click the tick at the end of the row (Mark as counted) instead of typing it; with a scanner, flip the scan field’s switch to Confirm current so each scan confirms the on-hand and only discrepancies need typing.
5. Review the discrepancies and click Apply to Shopify — this is the step that updates Shopify’s on-hand.
6. Click Complete to close the take.

Worked example

Counting the back office. 50 variants, discrepancies in 5, total value change −€340. Applying to Shopify pushes only the 5 lines that changed; completing then closes the take.

Common failure modes

Symptom	Likely cause	Fix
Line still shows as unsynced after Complete	Completing a take doesn’t push to Shopify, and Complete anyway deliberately leaves pending lines untouched.	Re-open the take (Actions → Revert to In Progress) and run Apply to Shopify — unsynced lines stay in its count until they land.
Can’t cancel a completed take	Completed only transitions back to In Progress — and a completed take can never be deleted.	Re-open it (Actions → Revert to In Progress), then cancel — or run a new corrective take.
Uploaded row shows “Not stocked”	The SKU/barcode matched a variant, but it has no inventory tracked at this take’s location. Zero on hand is fine — only a variant not stocked there at all is flagged.	Stock the variant at that location in Shopify first, or remove the row — Remove all not-found clears them in one click. Flagged rows are never imported; the rest of the file goes through.
Upload rejected: the same variant appears more than once	The file lists one variant on several rows.	Combine the duplicates into a single row and upload again.
Upload warns the counted quantity can’t be negative	A quantity isn’t a whole number, or a Delta row would push the count below zero.	Fix the value — counted quantities must be whole numbers of zero or more.

See also

• Inventory → Stock takes

Last updated: 14 September 2026