How to perform a stocktake

Stocktake Overview

Swim includes a powerful stocktake tool that allows for both full in-store stocktakes and targeted partial stocktakes. This guide outlines the complete stocktake process, including how to load stock, scan items, mark exceptions, and finalise results.

Full Store Stocktake

1. Go to Stock > Stocktakes.
2. Click on Load All to load every in-stock item for your store into the stocktake session.

You can now begin scanning. The page is always ready to scan — there’s no need to click into a box first. Simply use your scanner to begin scanning physical items. If you're not using a scanner, you can manually:

• Enter stock numbers into the filter box and press Enter, or
• Tick the box beside each item to mark it as scanned.

Scanned items appear under the Scanned heading. To check if an item has been scanned already:

• Use the filter box to search by stock number, or
• Scan the item again — duplicates are automatically prevented.

Partial Stocktake

1. Go to Stock > Stocktakes.
2. Click Load Selected.
3. Tick the relevant Departments, Categories or Locations to define your custom stocktake scope.

Understanding Stocktake Tabs

• All: All items loaded into the stocktake session.
• Unscanned: Items not yet scanned. After scanning, this becomes your missing stock list.
• Marked: Items flagged for review — broken tags, returns, inactive pieces, etc.
• Scanned: All items already scanned into the stocktake.
• Exceptions: Items with errors — either out of stock or not matching the stocktake scope.

Marking Items as Inactive or Returned to Supplier

To mark an item as inactive or returned to supplier:

1. Tick the box next to the item.
2. Use the popup to select either Inactive or Returned to Supplier.

Handling Missing Stock

1. Review the Unscanned tab once you've scanned all known items.
2. Investigate missing items in store.
3. If confirmed missing:
   • Click Print or Export while in the Unscanned tab to retain a copy.
   • Tick each missing item and mark as Missing from the dropdown. These move to the Marked tab.

Fixing Exceptions

All exceptions should be resolved before closing a stocktake. In the Exceptions tab, each item will have two icons:

• Fix: Automatically resolves common issues (e.g. incorrect store or deposit status) and moves the item to Scanned.
• Remove: Excludes the item from the stocktake without making changes.

Zero or Negative Quantity Items

You can choose to include or exclude zero/negative quantity items before loading your stocktake via:

Utilities > Stock > Stocktake Settings

You can also exclude these items from reports using:

Reports > Stock > Stocktake Listings

Changing the Display View

You can group the stocktake display by:

• Department
• Category
• Location
• Item

This allows visual progress bars to show stocktake completion by section. Use the Grouping dropdown at any time during an open stocktake.

Tips and Tricks

• Use the filter box (bottom left) to isolate form types. Example: type “r” to filter for rings.
• Click on an item’s image to enlarge it.
• Stock added to Swim after a stocktake starts won’t appear — but you can scan it to create an exception, then click Fix to include it.
• Archived stocktakes can be re-opened at any time and include all associated reports.