Stock takes

A stock take is a physical count of inventory at a location. You count what you have, enter the numbers, review the discrepancies, and push the corrected on-hand to Shopify — with the count labelled by a reason your team chose.

Use it whenever you need to write down what you actually have and explain why it changed: a periodic count, an audit, a shelf that never matches the system. The reason field is a free-text combobox that lets you create reasons on the fly, so every count is labelled for later auditing and reporting.

If you already know what changed — 4 damaged, a carton of 24 found — reach for a stock adjustment instead: it records the movement itself, in a single quick dialog, and can be undone in one click. Both write to the same Shopify inventory and share one reason list.

The four-status lifecycle

Status	What it means
Draft	Set up, nothing counted yet. Adding the first line moves the take to In Progress on its own.
In Progress	You’re actively counting. Can be sent back with Actions → Revert to Draft.
Completed	Counts saved and the take closed. Completing does not push to Shopify — Apply to Shopify does. Can be re-opened.
Cancelled	Abandoned. Fully terminal — no status change of any kind is possible afterwards.

Starting a stock take

The stock-takes page lives under Inventory Management in the top nav, and is also linked from the Procurement (PO&TO) page. New Stock Take is a dropdown with three ways to start:

Blank / Upload — set up an empty take, or seed it straight from a CSV / XLSX file.
From View — pick a saved view to decide which products the take includes.
From Quick Scan — scan items first, then turn the scan queue into a stock take.

Blank / Upload opens the setup form:

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 & adjustments — the same list stock adjustments use) and get an auto-assigned colour, so the next stock take can re-use them.
Name, Created by, Contact info and Notes. All optional — created-by and contact info are pre-filled from your user.

Location is the only required field. Create empty saves a blank take, which sits in Draft; Next: Upload file takes you on to the CSV / XLSX step, and as soon as the file’s rows land the take promotes itself to In Progress — any take stops being a Draft the moment it has a line. (An empty Draft can also be started by hand from Actions → Start Counting; Complete only appears once the take is In Progress.)

Adding variants

Three input modes — mix freely within one take. On the take they live under Add Items:

Browse & Pick — search your catalog, select variants, type the counts.
Upload File — CSV / XLSX via the unified import flow, with a column-mapping step. Each row needs a SKU or Barcode plus either a Counted Qty or a Delta column — a delta is a signed adjustment to the current on-hand, so negative values record shrinkage. A Delta column only works when uploading into an existing take — the create-from-file path takes Counted Qty only and asks you to remap if it finds a delta.
Scan Barcode / SKU — swaps the search box for a scan field: fire a barcode at it with a handheld scanner (or type an SKU and press Enter) and each hit is added to the take. It reads keyboard input, so any USB or Bluetooth scanner works — the admin app has no camera scanner (camera scanning for stock takes lives in the Shopify POS app). Useful on the warehouse floor.

Next to Add Items, an open take also carries Change View / Filters. Point the take at a different saved forecast view (or an ad-hoc filter set) and Logistified re-populates it: variants that match are added, lines that no longer match are dropped — but any line you have already counted is kept, whatever the new filters say.

The upload preview

Uploading always shows a preview before anything is imported, whether you upload into an existing take (Add Items → Upload File) or create one from a file (New Stock Take → Blank / Upload). Rows that resolve cleanly are marked to be added — on an existing take a row matching a line already there is marked as an update instead. Rows that can’t go through are flagged and left out:

Not stocked — the SKU/barcode matched a variant, but that variant has no inventory tracked at this take’s location. Hover the badge and it names the location.
N/A (or Barcode N/A) — the SKU or barcode didn’t match anything in your Shopify store.

Flagged rows stay visible in the preview but are never imported — the valid rows go through on their own. Clear them all in one click with Remove all not-found, or remove rows individually. If no valid rows are left, the import button stays disabled.

If the file contains variants already on the take, the preview asks whether the uploaded values should replace the existing counted quantities or be merged (added) into them. Rows with neither a SKU nor a barcode are skipped, with a notice telling you how many.

Per-line columns

Column	What it shows
Product / Variant	Product title with the variant underneath, plus a Synced or Re-sync badge once the line has been pushed to Shopify.
SKU / Barcode	The identifiers captured on the line.
Cost	Unit cost snapshot, used for the value figures.
Current	The on-hand baseline the count is compared against. Captured when the line is added; a file upload re-bases it from fresh on-hand, and Refresh On-Hand (in the take’s Actions menu) updates the baseline and recalculates deltas for counted lines.
Committed	Units committed to open Shopify orders at this location.
Delta	Counted minus current. Positive = surplus; negative = shortage. Editable — type a delta here or a count in New Qty and the other follows.
New Qty	What you actually count.
Value Change	Delta × unit cost.

Filtering and status dots

Above the line-item table, All and Counted tabs let you switch between every line and just the ones you’ve counted so far — the Counted tab shows how many that is. Search and the group-by selector work alongside either tab.

Each counted line also shows a status dot:

Dot	Meaning
Grey	Counted, quantity matched — no discrepancy.
Green	Counted with a surplus, or synced to Shopify.
Red	Counted with a shortage.
Yellow	Synced once, then re-counted — needs a re-sync.

Value-delta aggregates

Every stock take carries three money figures, each line’s discrepancy priced at its unit cost:

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

The list shows the net per take in its Value Change column and totals all three for the current filter under the table; the PDF report prints them in its summary. On an open take, the bar under the title shows only the increase and decrease that have not been pushed to Shopify yet.

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

Completing the take

Save your edits — Complete stays disabled while anything is unsaved (“Save changes before completing”).
Review the discrepancies.
Push them: Apply to Shopify opens a Review Changes dialog, and confirming writes the corrected on-hand for every changed line.
Click Complete. The completion date is stamped.

Completing does not push anything on its own — the Shopify write happens on Apply to Shopify, and only lines whose delta hasn’t landed yet are sent. A line that fails to sync keeps its unsynced state and stays in the Apply count, so running Apply to Shopify again retries it.

Re-opening and editing

You can re-open a Completed stock take with Actions → Revert to In Progress — that clears the completion date so you can adjust. Useful when you realise a line was miscounted.

The Actions menu also carries Start Counting (on a Draft), Revert to Draft (on an In Progress take), Clean Up (removes every line you haven’t counted), Refresh On-Hand, and Cancel Stock Take.

Floormode count reports

If your warehouse team counts inventory in Floormode, our companion warehouse app, an approved count arrives here automatically as a completed stock take — you don’t create or upload anything yourself.

These reports are read-only. The detail page shows Approved in Floormode, with the count’s reference number and a note that valuation uses Logistified’s unit costs as of the moment the report arrived. There’s no Edit button, and the Actions menu doesn’t offer Revert to In Progress or Apply to Shopify — the correction already happened in Floormode, so there’s nothing left here to push or change. If you need a further correction, make it in Floormode; it shows up here as a new report.

Everything else works the same as any other stock take: it appears in the stock-takes list, counts toward filters and value-delta totals, and exports and prints like any other report.

Finding past stock takes

The stock-takes list has a search box, an Add filter popover, and a preset switcher, with a removable chip for each active filter. Filters available: status, location, reason, vendor, and a date range — the date filter has its own column picker, so you can point it at the created, started, completed, or cancelled date. The search box matches the take’s number, name or creator as well as the product title, variant title, SKU or barcode of any line inside it. Useful when you have a long history of counts and need to surface a specific one for review.

Save a filter set (including the search term) as a named preset shared by the whole shop — every operator sees the same saved presets, not a per-browser default. Star one preset to make it the shop default, applied automatically the next time anyone opens the list with a plain, unfiltered link. Clear all drops every filter, the search term, and the active preset in one step.

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 & adjustments → 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 spreadsheet exports (alongside a Print PDF report):

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 & adjustments → 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.

The Available columns list on CSV / XLSX templates is searchable and grouped by source, with collapsible groups and a per-group Select all / Clear toggle. The line-item catalog has grown well beyond the stock-take fields: lines can now also carry full product and variant details, live inventory at each line’s own location and summed across all locations, planning constants (blank when not configured — not 0), and ABC / revenue metrics, all read from your Logistified data at export time. None of the new columns are selected by default. Because they aren’t count-derived, they aren’t blanked on the counting-template export — a printed count sheet can show live availability next to the empty count column.