How to run a stocktake

How to run a stocktake in Stockie

Stocktakes let you count your physical stock, compare it against Shopify's on-hand quantities, and push the corrections back to Shopify in one step. Every adjustment is logged so you have a record of what changed and why.

Full stocktake vs cycle count

Pick the type before you start counting - it changes what happens to products you don't count.

Full stocktake - counts everything in scope. Any product in scope that you don't count is set to 0 when you update Shopify. Use this for a full wall-to-wall count where you're treating the count as the source of truth.

Cycle count - only the products you actually count are updated. Everything else keeps its current Shopify level. Use this for rotating counts, spot checks, or counting a single vendor or category.

1. Create the stocktake

Go to Stocktakes and click Create stocktake.

Location - the location you're counting. If another stocktake is already in progress at that location, Stockie will warn you. Running two counts over the same products can produce conflicting adjustments.
Name - optional, but useful for finding the count later in your history.
Created by - who's running the count.
Type - Full stocktake or Cycle count (see above).
Products - choose the scope:
- All products at [location] - everything tracked and stocked there.
- Filter by vendor, type, tag or collection - narrow the count to a subset.
- Choose specific products - pick individual products.

2. Count your stock

Once created, you land on the counting screen.

Before you count: Stockie pulls the current Shopify on-hand quantities. Count everything physically present at the location, including items picked or packed for orders that haven't shipped yet - those are still on hand until fulfilment. Fulfilling outstanding orders before a big count removes that ambiguity. If quantities have moved since you started, use Refresh from Shopify.

Entering counts - two ways:

Scan or search to count - put your cursor in the scan field and scan with a barcode scanner, or type a SKU. Each scan adds 1 to that variant's count. Matching goes barcode first, then SKU. Turn Sound on for a scan confirmation beep.
Type directly - enter the number in the Counted column, or use the Set to [x] shortcut to match Shopify's figure when a product checks out.

As you count:

Filter by All / Matched / Mismatched / Not counted to see where you're up to.
The Count progress panel shows how many variants you've counted, plus the projected unit adjustment, cost impact and retail impact.
The Scan log lists recent scans with an Undo link on each, in case of a misfire.
Counts auto-save, so you can Save & exit and pick it back up later.

3. Review the differences

Click Review differences when you're done counting.

This screen shows only the variants that need adjusting - the change (e.g. 0 → 1), the adjust-by amount, and the cost impact of each. Variants with no cost set are excluded from the cost impact figure.

If a line looks wrong, click Exclude to drop it from the adjustment, or Back to counting to fix the number.

Quantities compare your physical count to Shopify's on-hand. The adjustment is applied to available by the same amount.

4. Update Shopify

Click Update Shopify inventory. You'll get a confirmation showing exactly what's about to change: how many variants, at which location, and the net unit and cost change.

Confirm, and Stockie writes the counted values to Shopify. Each adjustment is logged with the stocktake as the reason, so it's traceable in Shopify's adjustment history.

5. After the count

The completed stocktake keeps a full record:

Adjusted / Matched / Not counted / Excluded tabs so you can see exactly what happened to every variant in scope.
Variants adjusted, unit variance, cost impact, retail impact summary.
Linked adjustments - the inventory adjustment record created by the count.
Timeline - when the stocktake was created, when scope was prepared, when Shopify quantities were refreshed, and when the update was applied.
Export CSV for your records or your accountant.

Your full history lives on the Stocktakes list, filterable by All, Completed and Cancelled.