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Inventory

End of Month Inventory

Perform periodic stock takes, count on-hand quantities, and submit for approval.

In FoodEase Office: Open this page

End of Month Inventory (stock take) is the periodic count workflow. Staff record physical quantities per item at a store location, compare them to system on-hand figures, and submit counts for approval before variances drive Stock Adjustment.

![End of Month Inventory list page](/docs/screenshots/inventory/end-of-month-inventory.png)

Who can use this page?

Users need at least one of:

  • Edit Stock Take
  • Approve Own Stock Take

How to open End of Month Inventory

  1. Log in to FoodEase Office.
  2. Sidebar → Inventory → End of Month Inventory.

Page overview

| Column | Description |
|--------|-------------|
| Id | Stock take reference |
| Initiator | Staff who started the count |
| Approved By | Approver (when completed) |
| Rejected By | Staff who rejected (if applicable) |
| Status | Draft, Pending, Completed, etc. |
| Location | Store location counted |
| Date | Effective date of the stock take |
| Actions | View or edit |

| Filter / tool | Description |
|---------------|-------------|
| Date range | Load stock takes within a period |
| Location | Filter by store location |
| Create | Start a new stock take |

Create a stock take

  1. Click Create → /dashboard/stocks/create-stock-take.
  2. Select a Store Location and Effective Date (calendar picker).
  3. Items load with system Quantity on Hand. Enter Stock Take Quantity for each line.
  4. FoodEase calculates Variance (on-hand minus counted).
  5. Choose an action:
  • Save as Draft — continue later.
  • Submit — send for approval (wording on form buttons).

Each line requires a stock take quantity. Use search within the form to find items in long lists.

Edit a draft or pending stock take

Statuses Draft and Pending allow editing from Actions. Open the create/edit form to update counts before approval.

Approve a stock take

  1. Open the stock take view from the list.
  2. An approver with Approve Own Stock Take (or broader stock-take rights) confirms or rejects the count.
  3. When status is Completed, variances can be applied via Stock Adjustment.

Search and filter

  • Pick a date range to see stock takes for a closing period.
  • Filter by Location to review one store’s counts.

Best practices

  • Count during quiet periods and freeze receiving where possible for accurate variances.
  • Record Effective Date as the physical count date, not the data-entry date.
  • Run stock takes before month-end reporting; follow with Stock Adjustment for completed takes not yet adjusted.
  • Ensure items have correct store locations on the Items catalogue.

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