How to do a Stock Take/Inventory Count on Phorest desktop?

The following will advise on how you can do a stock take within Phorest. We will also show the reconciliation report that can be generated on stock takes.

  Looking for the Mobile Version?

If you're looking to do an inventory count on Phorest Go on your mobile or iPad, check out this guide.

Video: Doing an Inventory Count on Desktop


Step-by-step guide

Click on Manager then Stock Takes/Inventory Count, then click on Do Stock Take

When prompted, enter a Description and click on OK. 

Note: Best practice when adding a Description is to clarify which product selection is counted and by which staff. E.g. Retail Wella Katie

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Use the filters at the top of the screen to make your product selection easier.

Double-click in the Quantity column for each product to add the amount for each product. Use the calculator to enter the amount counted in-salon and click OK.

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Repeat the step above for all products included in the count. Click Save when finished.


Applying your Stock Take/Inventory Count

After clicking Save, you will be given the option to immediately apply your inventory count or not. 

Click NO (recommended) if not ready to make any changes to the overall quantities in the product list and would like to continue it at a later time. 

Click YES if you're happy to apply. Your product quantities will update immediately after applying.

It is recommended to click No at this point, as you can follow up by running a reconciliation report to note discrepancies between current quantities and quantities in your count.

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If you select NO, you can return to your inventory count by double-clicking it. You can continue editing each product Quantity, meaning you can count your products in batches rather than all at once.

You can also resume the inventory count on Phorest Go, making it easier to update quantities while on the move.

Pending inventory counts will stay White while completed inventory counts will be colored Green.

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To apply a pending count, single-click it and then click Apply Inventory Count/Stock Take. Your product quantities will update immediately after applying.


Note: A "Quick Stock Take" indicates that an individual product's inventory count was manually updated in Manager > Stock, rather than doing it through Manager > Stock Take


Reconciling Your Count and Noting Discrepancies

You can single-click your inventory count, then click the Reconciliation button to run a reconciliation report. This will highlight if there are any discrepancies between the counting and what the system has on record.

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The Reconciliation Report will generate to show you the following details. 

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System Stock: This is the quantity the system had in stock before you created or applied an Inventory Count/Stock Take.
Stock Take: The quantities you entered in this count.
Difference: The difference between the product quantities before and after the count.
Differential Cost Value: This is how the system calculates the cost of the difference in stock. Cost Price values need to be entered on your products in order for this to be calculated.

To learn about more areas like this in your Phorest system, enrol in our Inventory/Stock Management course in Phorest Academy- online, on-demand, and on-the-go learning for busy salon professionals.

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