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Export inventory for a stock take

Download your stock list as Excel or CSV, count the shelves, then update the numbers

Export your stock list to take on a stock take. Count the shelves against the file, then update any numbers that don't match.

Before you start

  • Open Fulfilment › Inventory. See View and search your inventory.
  • Only tracked items are listed, so the export has only tracked items.
  • You need the Shop Manager role to adjust stock afterwards.

Export the whole list

  1. Use the search box and the stock status menu if you only want some items. For example, search a SKU prefix, or tick only Low stock.
  2. Use Columns to show or hide SKU and Committed. The export has the same columns as the table.
  3. Choose Export view. The menu shows how many items will be exported, for example "48 items".
  4. Choose Excel or CSV.

The file downloads straight away. It includes every item that matches your search and filters, not just the page you're looking at.

Export only some items

  1. Tick the rows you want. Tick the box in the table header to select every row on the page.
  2. In the bar that appears, choose Export selected.
  3. Choose Excel or CSV.

The file is named inventory_selected followed by .xlsx or .csv.

What's in the file

Column Notes
Product Always included.
Variant A dash when the product has no variants.
SKU Only if shown in the table.
On hand A number. This is the one to count against.
Committed A number. Only if shown in the table.
Available A number for items in stock. For other items it also includes the status, for example "Low stock · 4" or "Preorder · 0".

The Excel file has one sheet called Inventory. There's no column for your count, so add one next to On hand.

Run the stock take

  1. Export the list before you start counting. Choose Excel if you want to filter or highlight rows as you go.
  2. Count what's on the shelf for each row and write it in your own column.
  3. Compare your count with On hand. Ignore Committed for the count. It covers paid orders that haven't been handed over yet, and those items may still be on your shelf.
  4. Back on the Inventory page, tick the items that differ and choose Adjust stock.
  5. Choose Set new total, enter each counted number, and pick the reason Stocktake.
  6. Add a note such as "Autumn range count, 11 July" and confirm.

See Adjust stock levels for the full steps. Each change is logged in the Audit trail.

Good to know

  • If orders are placed while you count, On hand in your file can already be out of date. Export again before adjusting if a lot has changed.
  • Items with Reconcile have an Available below zero. Count them first.
  • The file reflects the list at the moment you export it.

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