Skip to main content

Performing a stocktake (i.e. inventory count)

Master stocktakes to ensure your inventory matches actual stock accurately.

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over a week ago

Keep your inventory accurate by regularly performing a stocktake in Katana. A stocktake ensures your recorded inventory aligns with what’s physically available in your warehouse.


What is a stocktake?

A stocktake (also known as an inventory count or cycle count) is the process of physically counting your stock to verify its accuracy in Katana. This is typically done:

  • Monthly, quarterly, or yearly

  • During audits

  • After production or shipping discrepancies

If you're auditing only a subset of products regularly, that's called a cycle count — a focused stocktake for selected categories or items.


Creating a stocktake

Option 1

  1. Go to the Stock screen → Inventory tab.

  2. Press the Stocktake option at the top left of the table

    Screenshot showing how to create a Stocktake from the stock screen

  3. Katana will generate a stocktake with all item variants and their current stock quantities (for what you previously selected).

  4. To do a cycle count, apply filters or use checkboxes to include only specific items.

    Screenshot showing how to create a filtered stocktake from the stock screen

Option 2

  1. Go to the Stock screen → click the Stocktakes tab.

  2. Choose a location (if you have more than 1) and press + Stocktake.

  3. Katana will generate a stocktake with all item variants and their current stock quantities.

Note: Stocktakes are location-specific. If you have multiple locations, repeat this process for each.


Prepare before counting

Before you begin:

  • Add a reason for the stocktake

  • Delete rows for items you don’t plan to count

  • Add new rows for unlisted items

  • Leave notes if needed

If you're using batch tracking (available on Standard or higher plans), each tracked batch appears as its own row.


Begin counting

To ensure consistency, pause stock-moving operations for the items you’re counting.

  1. If you don't have the stocktake already open, open it from Stock screen > Stocktakes tab.

  2. Change the status to Work in progress to lock in current stock levels.

    Screenshot showing the Work in progress status for a stocktake

  3. The column Quantity in stock will be replaced by Counted quantity.

    Screenshot showing how the Quantity in stock column changes to Counted quantity when a stocktake's status is changed to Work in progress

  4. Start updating each row with the actual counted quantity.

    1. If you find items in stock that aren't on the list, press + Add row to add them

Tip: You can print the stocktake for paper-based counting by clicking the print icon.

Barcode scanning (Optional)

If you use barcode scanners (scanning available on Standard and higher plans):

  • Scanning will auto-update the counted quantity.

  • If a scanned item isn't on the stocktake, a new row will be added.


Finishing the count

  1. Review and update all Counted quantity fields.

  2. Decide what to do with blank rows:

    Screenshot showing the 'Mark all remaining items as counted' checkbox on a stocktake
    • Check Mark all remaining items as counted to treat blanks as zero quantity.

    • Leave it unchecked to keep original quantities.

  3. Change the stocktake status to Counted to generate a discrepancy report.

    Screenshot showing the Completed status for a stocktake

  4. Review any mismatch between counted vs. expected quantities.


Completing the stocktake

Once you're satisfied:

  1. Set the stocktake status to Completed.

    Screenshot showing the Completed status for a stocktake

  2. Katana will create a Stock Adjustment, automatically updating the quantities to reflect your count.

By default, Average cost remains unchanged during stocktakes. To change it, edit the resulting stock adjustment or use a stock level import.

If needed, you can revert the stocktake by changing its status from Completed to a previous state — this deletes the stock adjustment and undoes inventory changes.


Tips & best practices

  • Assign users to different product categories during group counts.

  • Use the notes column to flag any special cases.

  • Use barcode scanning for faster and more accurate input.

  • For longer lists, print the stocktake and update digitally afterward.

A diagram example of cycle counts:

Diagram of stock counting


Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]

Did this answer your question?