Stocktake and Reports¶

For whom: owner, office staff and tax advisor · Where: Admin → Stock → Stocktakes and Bookings tabs, Admin → Reports → Stock

The stocktake brings the booked stock level into line with what was actually counted. The stock report then shows what the stock is worth, what was consumed and where the shortfalls went.

Prerequisite

The Stocktaking permission for counting and closing (without it, the Stocktakes tab is missing), the View stock permission for journal and report (Setting up stock, step 5). If Stock-taking only for assigned stocks is switched on in the stock settings, the tab offers only the stocks assigned to you ("Only the stocks assigned to you for stock-taking are offered."). If none is assigned to you, ask the stock manager; stock managers and administrators are exempt.

1. Start a stocktake¶

Admin → Stock → Stocktakes tab

At the top, choose the stock to be counted.
"Start stocktake".

The count list contains articles with existing stock or a min/target rule for this stock. In the main stock, active articles with their own stock tracking are also included, even if no receipt has been booked yet. Without any further choice, the stocktake counts the whole stock.

Counting only part of the stock (partial stocktake)¶

Below the stock selection, tick "Count selected articles only (partial stocktake)". You can then narrow down:

Class A, B or C – the classification by stock value from the count suggestion in the stock report. A are the valuable articles that should be counted most often.
Due only – articles that have never been counted or whose last count is longer ago than the rhythm of their class (A 30 days, B 90 days, C 365 days).
Article group – only articles of this group.

Several choices apply together: class A and "Due only" counts only the A articles that are due again. Without at least one choice the partial stocktake cannot be started. If no article matches the selection, DiKAS reports "The selection contains no article of this stock" and creates no stocktake.

In the list, such a stocktake carries the label Partial stocktake, and the count list shows a note with the number of articles. All other articles of the stock stay unchanged at closing – they are never treated as "counted 0". From the count suggestion in the stock report, the link "Start partial stocktake" per class leads straight here; stock and selection are then preset, and the stocktake only starts with "Start stocktake".

Only one open stocktake per stock at a time

As long as a stocktake is open, a second one cannot be started for the same stock. If you count several stocks, work through them one after another — or start a separate stocktake for each stock.

The statuses in the list: Open, Completed, Cancelled. As long as a stocktake is open, the overview reminds you ("Stocktake open — counting in progress. Do not sell or move goods in the affected stock until it is finished.").

2. Counting¶

Clicking the open stocktake opens the count list "Stocktake Counter Bar".

For each article, enter the quantity actually present in the Counted column. Enter jumps to the next field.
It is faster with a barcode scanner: use the search field "Search articles…" to call up the article by EAN scan or article number and type in the quantity.
Click "Save draft" in between — the count is then not lost.
For large lists, show further items via "Load more" or call them up specifically via search/barcode.

The columns mean:

Column	Meaning
Expected	Current book stock according to the system
Counted	What you counted
Difference	Counted − expected

Above the list, a counter runs along: "12 of 40 articles counted".

Several counters, draft and blind count¶

Several people can count the same stocktake at the same time, for example each one an area:

Your own rows stay your own rows. Only what you changed yourself is saved. Rows that someone else counted appear in your list after saving, without your typed values being lost. Below the field it says who counted when.
The draft saves itself. About three seconds after the last input, DiKAS saves automatically; above the list it says "Draft saved at …". "Save draft" remains for the moment when you want it immediately.
If two people count the same article differently, DiKAS overwrites nothing. The row appears as a note ("… meanwhile counted by Anna as 4"), and you decide per row: "Take their value" (Anna's number) or "Keep my value".
Uncounted only hides everything that already has a value – handy for working through the rest of a large list.
Blind count hides the Expected column so that the book stock does not tempt you while counting.
Article missing from the list? If nothing is found when searching by barcode or article number, DiKAS offers to add the article to the stocktake.

Empty means "not counted"

An empty field means not counted — this article stays unchanged at closing. If you only want to check the conspicuous items, count exactly those and leave the rest empty. A 0, on the other hand, means "nothing left" and is booked.

What the stocktake cannot do

Time of counting: DiKAS compares the counted quantity with the stock at closing, not with the stock that applied when the individual item was counted. That is why nothing may be sold or moved in the stock between start and closing (see section 3). Below the field it says who counted when; there is no expected quantity per time of counting.
Batches and devices: Batches are not counted individually. If you count less than the batches in stock add up to, the batches with the earliest best-before date drop out first (Batches). For articles with serial numbers, the stocktake sets the quantity, not the state of individual devices; clarify deviations for devices in the Devices tab.

Last counted¶

On closing, DiKAS remembers the date for every counted article, even if no difference arose. You see it:

in the count list in the column "Last counted" ("never" if the article has not been counted yet),
in the stock list (Inventory tab) as the line "last counted: …" below the article name,
in the count suggestion of the stock report as the column "Due" per class.

Items left uncounted (confirmed partial count) get no new date.

3. Closing¶

Click "Complete" — the completion preview appears.
Check the difference table: per article expected, counted and difference.
In the Comment field, record the reason for larger differences (saved in the log).
"Complete now".

If items are still uncounted at closing, the preview names the number and names. Closing only goes ahead after the explicit confirmation "Yes, complete the partial count — uncounted positions stay unchanged"; uncounted items then stay unchanged. This way a half-counted list never silently becomes a finished stocktake.

If there has been any movement in the chosen stock since the start (even a single sale, goods receipt or transfer is enough), DiKAS refuses the closing with a note, such as "The stock of … has changed since the stocktake began." No stocktake correction is then carried out. Cancel the stocktake and recount in a quiet period. Between start, counting and closing, no goods movement may take place in the affected stock — at the register, that means no sales from this stock. Count before opening or after closing time.

On successful closing it says "Stocktake completed — the differences have been booked and the period counters start over."

What closing does:

The stock level of every counted article is set to the counted quantity.
For every difference, a correction booking is created as evidence in the journal.
The stock's period counters (sales, receipts, loss since the last stocktake) start anew.
Articles that were not counted stay unchanged.
The log is kept permanently and can be called up again via the list.

The correction booking is the evidence — do not execute it again

A stocktake sets the stock level to the counted value. The correction booking in the journal documents this difference; it must not be executed a second time, otherwise the difference is booked twice.

"Cancel" discards all entered count quantities; nothing is booked. The confirmation prompt points this out explicitly.

If closing was interrupted¶

If the connection or the server fails during closing, the stocktake stays open, and closing can be resumed: simply choose "Complete now" again. Before the first change, DiKAS records which differences are to be booked and continues the closing exactly where it stopped. The quantities are never set twice, and the correction booking is created exactly once. A second click after a successful closing shows the same result without changing anything.

As soon as closing has begun, the count values are frozen. If closing has not yet changed the stock, you can still cancel the stocktake; if it has already changed it, only resuming remains. If there were stock movements between the started closing and the resumption before the stock was set, DiKAS refuses the closing: cancel the stocktake and recount.

4. The booking journal¶

Admin → Stock → Bookings tab

Every stock movement is listed here chronologically: who, when, what, from where to where.

Booking type	Created by
Sale	Ordering and checking out (automatic)
Goods receipt	Delivery against an order or free booking-in
Transfer	Stock moves between two stocks
Loss	Breakage, best-before, own consumption, staff consumption, other
Correction	Individual correction or stocktake closing
Return to supplier	Return against an order (Return)
Production: ingredients / Production: finished goods	Producing own products (Production)

You can filter by stock ("All stock locations"), article ("Filter articles…") and period (From / To). Long lists load further via "Load more (50/312)".

With "New booking" you enter a movement by hand (permission Bookings/requests): choose the booking type, set source and target stock, add articles via search, enter quantities (with a sign for a correction), Book. The booking is executed immediately.

If Corrections need their own permission is switched on in the stock settings, only employees with the permission Book corrections and free goods receipts (and stock managers) may book corrections and free goods receipts.
For articles with serial numbers, free booking is not possible; DiKAS points to the goods receipt with serial numbers or the Devices tab.
Sales whose deduction is still open are listed under Open deductions, not here in the request list.

5. The stock report¶

Admin → Reports → Stock tab

Choose From and To (default: from the first of the month), optionally a stock ("All stock locations") and click Analyse. CSV export saves the table. For each stock, the report shows a box with Stock value today, Cost of goods used (only if there was any) and Loss (or "No loss") in the header line, and the article rows below:

Column	Meaning
Sold	Outflow through sales in the period
Received	Goods receipts in the period
Transfer ±	Balance of inflows and outflows to other stocks
Returned	Returns to suppliers (column appears only if there were any)
Produced / Production ingredients	Own production: finished goods received and ingredients consumed (columns appear only with production)
Loss	Write-offs with reason
Correction ±	Manual corrections and stocktake differences
Opening	Stock at the start of the chosen period
Stock at cut-off / Value at cut-off	Stock and value at the end of the To date
Stock today / Avg. cost today / Value today	Current status, regardless of the period
Cost of goods used	Consumption in the period at the purchase prices recorded with the respective movement; voids are offset

Hovering over the loss figure opens the breakdown "Loss by reason" — the shrinkage indicator of each counter. Hovering over the transfer shows "Transfer in: … · out: …".

Estimates for older bookings

If an older movement lacks the purchase price of the time, DiKAS uses today's average price for that portion. The report marks the estimate and shows a ≈ for the cost of goods. Later purchases do not change the valuation of movements with a recorded purchase price.

"Today" and "cut-off" are two different figures

Sales, receipts, transfer, loss and correction count the chosen period. The columns with "today" always show the current status. The columns Opening and cut-off show the stock at the start and end of the period; DiKAS calculates it back from today's stock and the booked movements. The shrinkage indicator is the sum of loss and negative corrections.

How the cut-off value is valued

The cut-off value takes, for each article, the last purchase price booked up to the To date. A more expensive purchase after the period does not change it. If there is no booked price up to then, today's average applies; the figure then carries a ≈. The line above the table reconciles: opening value + movements at booked prices + price effect = cut-off value. The price effect is the pure change in valuation due to different purchase prices. Articles with negative stock and articles without a purchase price are shown separately and do not count towards the cut-off value. If a movement could not be assigned to a column, the report says so and marks the row.

The pure pass-through stocks (goods receipt, goods issue, black hole, kitchen) do not appear in the report. The Shrinkage stock appears as a box of its own that shows only the booked losses (without days of cover and ABC). If you add up the boxes of several stocks yourself, you therefore count losses twice: once in the stock they left, once in the "Shrinkage" box.

Purchase prices hidden

If Show purchase prices to authorised staff only is switched on in the stock settings, all other employees see only "–" in the table instead of prices and values (in the CSV the fields stay empty); the quantities remain visible.

Der Lagerbericht gehört nicht zum Tagesabschluss

Er ist eine rein betriebswirtschaftliche Auswertung und bewusst kein Teil des Tagesabschlusses. Für Finanzamt und Betriebsprüfung zählen die Kassen- und TSE-Daten; der Lagerbericht wird dort nicht eingereicht. Für die Bilanz liefert die abgeschlossene Inventur den Bestandswert zum Stichtag.

Practical example: monthly stocktake at the counter¶

Pizzeria Da Mario counts the counter on the 1st of the month before opening.

Admin → Stock → Stocktakes, stock Counter Bar, Start stocktake.
Capture bottle by bottle with the barcode scanner; Enter jumps on, enter the rest via search.
After 20 minutes: Complete → the preview shows 2 bottles of red wine and 5 wheat beers too few.
Comment: "Red wine: breakage on the 22nd not booked". Complete now.
In the stock report of the next month, the shortfall appears under Correction ±; the booked breakage appears under Loss with its reason.

If you only want to check the conspicuous articles, count only those — the rest stays untouched.

Example partial stocktake: The Counter Bar holds 120 articles, 15 of them belong to class A (the most valuable). In the stock report, the count suggestion shows: 6 of the 15 A articles are due (not counted for more than 30 days). You choose Start partial stocktake, leave class A and Due only ticked and count only these 6 articles in five minutes. The other 114 articles stay unchanged; they are not treated as "counted 0". After closing, the 6 articles show the new date under Last counted.

When something does not work¶

Message	Cause and remedy
"No stocktakes yet. Select a stock location above and start the first stocktake."	Expected message the first time.
"The stocktake could not be started."	Usually a stocktake is already running for this stock ("A stocktake is already open for this stock.") — close or cancel it first. Or the stock is not assigned to you ("This stock is not assigned to you for stock-taking …"): ask the stock manager.
"Rum 0.7 l: The counted quantity must not be negative."	There is a negative value in the count list. What is counted is what is there.
The Start stocktake button is blocked with partial stocktake	The tick "Count selected articles only" is set, but there is no selection (class, "Due only" or article group). Make a selection – or remove the tick to count the whole stock.
"The selection contains no article of this stock"	The selection matches no article (for example none is due). Widen the selection. No stocktake was created.
"No counts recorded — nothing to save."	Saving a draft without a single entry.
"No differences — all counted stock levels match the expected quantities."	Everything matches; closing then books nothing.
"No articles were counted in this stocktake."	A completed log without count quantities — it booked nothing.
"No bookings for the selected filters."	Filter too narrow: widen the period, stock or article filter.
"No stock movements or stock on hand in the selected period."	In the report: choose a different period or a different stock.
"Error loading the stock report"	Connection problem; reload the page.
"Closing of this stocktake has been started …"	Closing was interrupted. Count values can no longer be changed: choose Complete now again to resume it.
Stocktake closing reports a changed stock	Since the start there has been a stock movement, or the booking state can no longer be checked reliably. Cancel the stocktake and recount without goods movement in between.
"The shared stock lock is currently not reachable" or "Another stock process is still active"	This attempt changed nothing. Wait briefly and repeat Complete now or the process; the stocktake stays open.
"Serial numbers are kept for …" on a New booking	No free quantity booking for devices with serial numbers; use goods receipt with serial numbers or the Devices tab.

Next step¶

Reports — the other evaluations
Stock at the register — book breakage and loss where they occur