Do a stocktake

Stocktake is a paid module. It has to be switched on for your venue, and it is charged by usage: the number of days in the month it is active. If Stocktake is not in your navigation, it is not switched on.

A stocktake records what is on your shelves at a point in time. On its own it tells you what your stock is worth; together with Procurement (what came in) and Sales (what went out) it lets Chefy close the loop and show you where product has been lost or gained. Count as often as you like, and at least once a month.

Open a stocktake

1. Open Stocktake and click New Stocktake.

2. Choose how to start it:

   • Copy the last stocktake so every item starts from its previous count and you only adjust what changed.
   • Pre-populate with every product your recipes use, or have used since the last stocktake closed.
   • Blank, and add items as you go.

Stocktakes roll from one to the next. Anything counted last time appears on this one. If you have stopped using something, count it as 0 this time; once it has been counted at zero it drops off the next stocktake. Chefy manages that for you, so you do not need to tidy the list by hand.

Count by location

3. Create locations that match how you walk the kitchen: cool room, dry store, bar, freezer. Assign items to them so you can count one area at a time without hunting through a single long list.
4. For each item, enter the count in whichever of the product's units suits the shelf: each, bag, bottle, a tray of eggs. These are the custom units set up on the product (see Add a supplier product by hand); if the unit you want to count in is missing, add it to the product and it appears here. You do not need to get everything out and weigh it.
5. Count recipes as well as products. A tub of napoli sauce made from a recipe is stock, and it is counted at the recipe's cost.
6. When a location is fully counted, click Finalise Location. It is marked as a completed count and you move on to the next. Discard Location throws away that location's counts if you need to start it again.

The stocktake shows a running Total Count and Total Cost as you go.

Once a stocktake is open and its locations are set up, it can also be counted on Chefy Go. That view is deliberately simplified: no previous counts, no stock values, nothing that might nudge the person counting. They pick the location, count what is in front of them, and the numbers land in the same stocktake.

Close it off

7. When every location is finalised, submit the stocktake. Any user can submit; it tells the admin the count is ready to close.
8. A Venue Admin checks it and marks it complete. Its status moves from Open to Finalised to Submitted.

A closed stocktake is closed for good. Like a ledger, it is never edited: if a count was wrong or stock needs adjusting, open a new stocktake with the corrected figures and close that.

Next steps

• Raise a supplier order: the purchases side of the loop
• Record wastage