Stocktaking – step-by-step procedure

Stocktaking is the process of physically counting goods in the warehouse and comparing with the stock recorded in the Kigo system. This guide describes the complete procedure from preparation to final posting of differences.

Step 1: Preparation before stocktaking

Before starting the stocktaking we recommend the following:

• Complete all open goods receipts – verify that all received goods have been entered into the system so the Kigo stock is up to date.
• Complete all issued invoices – ensure that all sold items have been invoiced so the stock is not inaccurate.
• Select the correct warehouse – if you have multiple warehouses, stocktaking is carried out for each warehouse separately.
• Prepare a counting sheet – you can export the current stock to Excel (Save as Excel) and use it as a basis for physical counting.
• Choose a date – stocktaking records stock as of a specific date. It is typically done at the end of a month or year.

Step 2: Creating a stocktaking list

Open Warehouse → Stocktaking → Stocktaking Lists → New Stocktaking List.

1. Review the stock status – use filters for date, category, zero-stock items, reference and sort order.
2. Click Show to see the current stock of items in the warehouse.
3. Verify that all items you want to count are displayed.
4. Fill in the fields: Date, Description (e.g. "Annual stocktaking") and Warehouse.
5. Click Save – the system creates the stocktaking list and automatically imports all displayed items with current stock.

Step 3: Physical counting and entering stock

After creation the stocktaking has status Open. Now carry out the physical count:

1. Open the stocktaking list (click on it in the list).
2. For each item click the Count field or the pencil icon.
3. Enter the actual counted quantity.
4. Press Enter to save – the system saves the change automatically.
5. Use the search field to quickly find items by name, reference or barcode.

Useful buttons during counting:

• Set all to 0 – if you want to start from zero and enter only counted items. Ideal for smaller warehouses where it is faster to enter only what exists.
• Reset Count – restores all counted quantities to the system values. Use if you want to start over.
• Add all items not on the list – adds items that were not in the warehouse when the stocktaking was created but have since been added to the system.

Step 4: Closing the stocktaking

When you have finished counting and verified all entered quantities:

1. Review the list – rows marked in yellow indicate differences between system stock and counted stock.
2. At the bottom of the page click the green Close button.
3. The stocktaking status changes to Closed.

After closing you can no longer change counted quantities. If you need to correct an error, use the Reopen button.

Step 5: Processing differences (surplus and shortage)

After closing, buttons for processing differences appear at the bottom of the page. Choose the appropriate option:

• Create inventory receipt – creates a standard goods receipt with differences. Only items with differences are transferred.
• Create surplus (type IV) – for items of which you have more than the system shows. Example: system says 8 pcs, you counted 10 pcs → surplus 2 pcs. Surplus increases warehouse stock.
• Create shortage (type IM) – for items of which you have fewer than the system shows. Example: system says 8 pcs, you counted 6 pcs → shortage 2 pcs. Shortage decreases warehouse stock.

Printing and export

At any time you can:

• Print A4 – print the stocktaking list in A4 format for archiving or signing (available on desktop).
• Save as Excel – export to Excel for detailed analysis, comparison or archiving.

Best practices and tips

• Carry out stocktaking during low activity – ideally outside working hours or at the end of the working day, when there are no sales.
• Use the "set to 0" strategy for small warehouses – set everything to 0, then enter only what you count.
• Use the "differences only" strategy for large warehouses – leave everything at the current stock, then change only items where you spot a difference.
• Carry out stocktaking regularly – we recommend at least once a year, ideally at the end of the business year before closing.
• Check all goods receipts and invoices before stocktaking to ensure system stock is up to date.
• Export to Excel before closing for a data backup.
• Separate surplus from shortage – if you have both surpluses and shortages you can create separate documents for each type.
• Watch for archive mode – in archive mode (viewing previous years) you cannot change counted quantities or close stocktakings.