Check and count stock on mobile

Review item identity and storage location before applying a physical count or quantity adjustment.

Before you start

Confirm stock permissions and the intended warehouse or van. Coordinate a counting window so other movements do not invalidate your comparison. Check whether the buying and counting unit is each, a pack, a length or another unit.

Plan eligibility, business features, permissions and device support still apply. Reading a guide does not grant access.

Step by step

  1. Open Stock and find the item by its name, reference or available scan controls. Clear a low-stock filter if it hides the item you need.
  2. Check the item’s recorded unit and location. Showing saved stock or Showing saved levels indicates cached data; refresh online before relying on the expected quantity.
  3. For a physical count, open Counts & stocktake and select the storage location. Enter counted quantities or use Scan to count, verifying the identified item each time.
  4. Review the count and variance before choosing Apply. A scan identifies an item; it does not measure a partly used roll or convert a supplier pack into individual units.
  5. Where per-location adjustment is available, open the item location and choose Adjust. The field is New on-hand count: enter the resulting quantity, inspect the displayed positive or negative change and add the reason before Save adjustment.
  6. Read the save or recovery message and check the refreshed result. If an earlier count or adjustment is waiting for confirmation, inspect that original operation before starting another count for the same stock.

Worked example

A van is recorded as holding twelve fittings but a physical count finds nine. The authorised user selects that van, enters a new on-hand count of nine and checks the displayed change of minus three. They investigate the reason rather than treating the count as a supplier purchase.

This is an illustrative scenario, not a customer testimonial.

Check the result

Confirm the saved balance for the correct item, unit and location. Reconcile relevant job usage, transfers and receipts separately; editing a balance is not evidence that goods were bought, delivered or installed.

Limits and troubleshooting

  • A quantity adjustment and a stocktake are different operations. Do not apply both for the same discrepancy. Availability of multi-location records and stock management depends on the plan and permissions.
  • If a barcode does not identify the intended item, stop and select or correct the item mapping. Do not create a duplicate catalogue item just to clear a scan failure.
  • When access changes, the count screen can retain an original count on the device and offer Check access again. Review the pending operation after access and connectivity return; do not discard it merely to retry. Catalogue currency and unit settings are not changed by the phone’s physical location.

Related web guides and screenshot examples

These examples show the web interface. They are not screenshots of the native app.

Business settings in New Zealand

  • Set your business country in Business settings before entering customer addresses or preparing documents. The country selected on the public website does not change an existing business.
  • Check the business currency (NZD), time zone and document tax settings. Only enable tax collection if your business is registered and the settings match your requirements. Your customer invoice tax settings are separate from tax on your AllQuote subscription.
  • Screenshots use demonstration records. Their sample currency, addresses and tax amounts do not override your business settings.

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