This article is for users who create, count, and post stocktakes in the Products module — for example warehouse staff, inventory controllers, and administrators.
Stocktakes let you count physical stock at a Product Location, compare counts to what Infusion expects, and post adjustments when you are ready. This article answers common questions about starting a stocktake, understanding count columns (including Allocated), resolving save and overlap errors, and completing or reversing a stocktake.
Where to Find Stocktakes
- Select Products > Stocktakes from the main menu to open the stocktake list.
- Select +Add to create a new stocktake, or open an existing stocktake from the list.
To change organisation-wide stocktake behaviour (for example how Expected quantities are calculated), open Settings > Products > Product Settings and review the Stocktake section.
Stocktake Workflow Overview
A stocktake moves through these main stages:
- Created — you set the location, date, filters, and other details. You can still edit the stocktake header.
- Started — you select Start Stocktake. Infusion creates product lines and you can enter batch counts. The stocktake header can no longer be edited.
- Completed — you select Post after entering at least one batch of counts. Infusion posts stock adjustments.
While a stocktake is Started, you can enter counts in batches, print stocktake sheets, import counts from CSV, and run a variance report. You can Cancel a started stocktake that has not been posted. After posting, you can Reverse the stocktake if your role allows it.
Starting a stocktake cannot be undone. Review your filters and product counts on the Details tab before you select Start Stocktake.
Unable to Start a Stocktake?
If Start Stocktake is disabled or you receive an error when you try to start, check the following.
Stocktake Date or Time Is in the Future
Infusion will not start a stocktake before its Stocktake Date and Stocktake Time.
- If you set a Stocktake Time, the stocktake cannot start until that time on the Stocktake Date.
- If you leave Stocktake Time blank, the stocktake cannot start until midnight on the Stocktake Date.
Hover over Start Stocktake to see when the stocktake becomes available. If you need to count sooner, edit the Stocktake Date or Stocktake Time on the Details tab while the stocktake is still in Created status.
The Stocktake Has No Products
Your filter settings must include at least one active product that tracks quantities at the selected Product Location. If the product count on the Details tab is zero, widen your filters (for example clear product type, group, or bin ranges) or confirm that products exist at that location.
Products that do not track quantities, variable products, and most kitsets are not included in stocktake filters.
Products Overlap Another Stocktake
Infusion does not allow the same product at the same location to appear on more than one open stocktake at a time. On the Details tab, if you see the message Some products are on another active stocktake for the same location, adjust your filters so they do not include products already on another Created or Started stocktake for that location.
Finish, cancel, or reverse the other stocktake, or narrow this stocktake to products that are not already included elsewhere.
The Stocktake Has Already Been Started or Completed
You cannot start a stocktake that has already been started or posted. Open the stocktake and check its status on the page header.
You Do Not Have Permission
You need permission to create and maintain stocktakes to start one. You need the Inventory Controller role to be able to start a stocktake. If Start Stocktake does not appear, ask your administrator to review your role permissions for stocktakes.
Lockout Dates
If your organisation uses financial lockout dates, you may see a warning that the stocktake date is outside the permitted period. You can still start the stocktake, but review the warning carefully before you continue. Your administrator can adjust lockout dates under financial settings if the date is incorrect.
How Does the Allocated Column Work?
On the Products tab (after a stocktake has been started), each product line shows quantity columns that help you compare physical counts to Infusion’s records.
Column |
What It Shows |
|---|---|
In Stock |
The quantity on hand at the product location when the stocktake was started. |
Allocated |
The quantity already allocated (committed) to unposted transactions such as sales orders, jobs, or transfers at that location when the stocktake was started. |
Expected |
The quantity Infusion expects you to count. How this is calculated depends on your organisation’s stocktake setting (see below). |
Count |
The quantity entered in the current batch. |
Accumulated |
The total counted quantity across all batches for the line. Hover to see which batches contributed to the total. |
Difference |
Accumulated minus Expected. A value appears once at least one count has been recorded for the line. |
Allocated is a snapshot taken when the stocktake is started. It does not update while you are counting. It shows how much of the In Stock quantity is already spoken for by other activity.
For example, if In Stock is 10 and Allocated is 3, then 3 units are committed elsewhere and 7 units are physically available to count (before any organisation setting is applied).
How Expected Uses Allocated
Your organisation controls whether allocated quantities reduce the expected count. In Settings > Products > Product Settings, open the Stocktake section and review Subtract allocated quantities when calculating expected quantity for stocktake lines.
- When this setting is on, Expected = In Stock − Allocated.
- When this setting is off, Expected = In Stock (allocated quantities are ignored for expected counts).
This setting is applied when the stocktake is created. It affects variance calculations and the stocktake variance report. If you are unsure which behaviour your organisation uses, check with your administrator before posting.
If Expected shows a negative value, Allocated is greater than In Stock for that product at the time the stocktake started. Review recent transactions and allocations for that product before you post.
Why Can’t I Save My Stocktake?
When creating or editing a stocktake in Created status, Infusion validates the header before saving.
Common reasons save fails:
- Product Location is required. Select a location before you save.
- No products match your filters. At least one product must be included.
- Product overlap. The same message as when starting applies — you cannot save a stocktake whose filters include products already on another open stocktake at the same location.
- Invalid filter ranges. From values must not be after To values for product type, group, sub group, product code, or bin location ranges.
Review the product count and any overlap message on the Details tab, then adjust your filters and try again.
Why Can’t I Post a Stocktake?
Post applies your counts and updates stock levels. It is only available when the stocktake is Started and you have permission to maintain stocktakes.
Common reasons you cannot post:
- No batch counts entered. Enter at least one batch of counts on the Products tab before you post.
- The stocktake has not been started. Select Start Stocktake first.
- The stocktake is already posted. Posted stocktakes show as Completed.
When you select Post, Infusion shows a summary including how many products were counted and how many remain uncounted. You can select Include uncounted products to post lines that were not counted (they are treated as a zero count). Leave this option cleared if you only want counted products to affect stock levels.
Posting updates stock on hand and creates product movements. Review the valuation summary and variance report before you confirm.
What Are Batches?
Batch counts let multiple people count different parts of a stocktake, or count the same stocktake over multiple sessions.
- After starting a stocktake, open the Batches tab to add a batch.
- On the Products tab, enter Count values for the products in that batch, then save the batch.
- Accumulated on each product line adds counts from every batch.
- You can import counts from CSV using More Options > Import Counts while the stocktake is Started.
Each batch requires a Counted By staff member. Large CSV imports may be split into multiple batches automatically.
Cancel vs Reverse
Action |
When You Can Use It |
What It Does |
|---|---|---|
Cancel |
The stocktake is Started and has not been posted |
Discards the in-progress stocktake. You must enter a reason. Counts are not applied to stock. |
Reverse |
The stocktake has been posted (Completed) |
Creates a reversal stocktake that undoes the stock adjustments. You must enter a reason and need separate permission to reverse stocktakes. |
You cannot cancel a posted stocktake. Use Reverse instead.
Which Products Are Included in a Stocktake?
When you set filters on the Details tab, Infusion includes active products that:
- Track quantities
- Belong to the selected Product Location
- Match your type, group, sub group, product code, bin location, and preferred supplier filters
The following are generally excluded:
- Products that do not track quantities
- Variable products
- Kitsets that are not receipted (only receipted kitsets are included)
Use the classification counts table on the Details tab to see how many products, types, groups, and bins match your current filters.
Importing Counts from CSV
While a stocktake is Started, select More Options > Import Counts to upload a CSV file of counted quantities.
- Choose the file, select Stocktake Counted By, and optionally enter a Note.
- The import matches products using the key configured in Product Settings > Stocktake > Stocktake Batches CSV Based On (product code or barcode).
- Each row must identify a product on the stocktake and provide a count.
If the import reports errors, confirm that products in the file exist on the stocktake and that you are using the correct identifier column.
Printing Reports
While a stocktake is open, you can:
- Select Print Sheets to print blank or pre-filled count sheets for counters.
- Select Variance Report after at least one batch exists to review differences between expected and counted quantities.
Report layouts are configured under report settings for your organisation.
