Stocktake and reconciling variances
Count the shelf, compare it to what the system thinks you hold, and post the difference — so your inventory figures match reality and shrinkage is visible.
A stocktake is a physical count of what is actually on your shelves, checked against what CEMAC POS believes you hold. No shop stays perfectly accurate for long — breakage, theft, miscounts and unrecorded samples all pull the two numbers apart. A regular stocktake pulls them back together.
The gap between the counted quantity and the system quantity is called the variance. Reconciling means accepting the true count and letting the system record the difference, so tomorrow you start from an honest figure.
How it works
During a stocktake you walk the shelves and enter the real quantity you count for each product. CEMAC POS shows the expected quantity beside it and calculates the variance for you. When you post the count, on-hand quantities are set to what you counted and the differences are recorded for your records.
- Counted quantity — the number of units you physically find.
- Expected quantity — what the system currently records.
- Variance — counted minus expected, positive or negative.
- Reason — optional note, useful for shrinkage analysis and audits.
Stocktake works offline, so you can count in the stockroom with the tablet in hand and no signal. Save as you go; the reconciliation syncs when you reconnect.
Run a stocktake
- Open Inventory then Stocktake, and start a new count.
- Optionally narrow it to one category or aisle to keep counting orderly.
- For each product, count the shelf and enter the real quantity.
- Check the variance the app shows against the expected figure.
- Add a short reason for any large gap — breakage, expiry, theft.
- Review the summary, then post the count to update on-hand quantities.
Count when the shop is closed or quiet. Selling during a count moves quantities under you and makes variances hard to trust. For pharmacies, count by batch so expired lots are pulled and recorded separately.
Common errors and how to fix them
| Message / symptom | Cause | Fix |
|---|---|---|
| Every item shows a small negative variance | Sales happened during the count | Count when closed, or re-count the affected items and re-post. |
| Variance is huge for one product | Units and packs were confused (a carton counted as one) | Recount in single units, matching the unit the product is sold in. |
| Counted quantity will not save | The count session was already posted | Start a fresh stocktake for the correction; posted counts are locked. |
| Reconciled numbers reverted overnight | Another offline device synced an older count afterwards | Re-post the correct count; last write wins, so post from one device. |
| Expired stock still shows as sellable | Batches were not counted separately | Recount by batch, zero the expired lot, and record the loss reason. |
Frequently asked questions
Common questions
How often should I do a stocktake?
A full count monthly, plus quick spot counts on high-value or fast-moving lines weekly, keeps figures reliable.
Does a stocktake affect my accounts?
It corrects on-hand quantities and records the variance. Significant losses can be reflected in your SYSCOHADA books as inventory adjustments.
Can two people count at once?
Yes, split by aisle on separate devices. Post from a coordinated summary so last-write-wins does not overwrite anyone.
Try it in your own shop
Start a free 30-day trial and follow along — no card required.
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