Complete a Stocktake
Stocktakes let you track your inventory levels and calculate accurate COGS. Before starting your first stocktake, ensure you've set up your storage areas.
Start and Submit a Stocktake
Select your site using the dropdown menu in the top left
On the left menu, select Inventory
Select New Stocktake
Select Start Stocktake
Within each storage area, input the quantities of your products
Click Save to preserve your progress without submitting
Once all storage areas are complete, click Submit
Edify uses the submitted date as your stocktake date and begins calculating COGS once submitted. The started date is not used for these calculations.
💡 Tip: You don't need to complete storage areas one by one—they can be completed concurrently by multiple team members. Just ensure no one clicks Submit until all counting is finished. If your team is interrupted, simply click Save to preserve progress without finalising the stocktake.
How Product Details are Locked
When you submit a stocktake, Edify takes a snapshot of all product, recipe, and Master Product details—including prices, Pack Type, Pack Quantity, Single Item Volume or Weight, and Unit of Measure. These details are frozen at the point of submission.
This means if you edit product details after submitting a stocktake, those changes won't affect the submitted stocktake. The stocktake will continue to use the snapshot values from when it was submitted.
⚠️ Before submitting: Review your product setup to ensure all details are correct. If you discover an error after submission—like an incorrect price or Unit of Measure—contact our support team for assistance, as these frozen values can't be updated directly.
Review and close a stocktake
Review a Submitted Stocktake
Anyone with Manager or Admin permissions can review a submitted stocktake. This is your opportunity to check for errors—for example, if stock movement appears unusually high or low, you can make adjustments before locking the data.
If you notice stock values that appear unusually high or low, check your product setup. Verify that Pack Type, Pack Quantity, Single Item Volume or Weight, and Unit of Measure are all correct—Edify automatically calculates stock value based on these settings.
Checking variances
You can start reviewing your variance in your COGS report as soon as the stocktake is submitted —provided you've completed at least two stocktakes. This lets you identify any discrepancies before closing the stocktake.
Close a stocktake
Navigate to Inventory > Review Stocktake
Select the stocktake you want to review
Review the data and make any necessary adjustments
Click Close Stocktake
Download your completed stocktake from Reports
💡 Key difference: Submitted stocktakes can still be edited if you find issues. Once closed, the stocktake is locked to ensure data integrity and cannot be changed. If you've submitted a stocktake too early or need to reopen a closed one, contact our support team for assistance.