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User manual

Count a location

Start a New stocktake for a location, let staff count by scanning or typing, then review, approve and post the differences so Sahab's stock is right.

Who this is for: Owner Manager Cashier Stock counter
Last reviewed:

A stocktake checks that what is on the shelves matches what is in Sahab. You start a count for a location, staff count the items by scanning or typing, then you review and approve the differences, and Sahab corrects the balance by those differences only.

Before you start

  • The owner and the manager start a stocktake and finish the counting.
  • The owner, the manager and cashiers count items, as does anyone given the Stock counter role.
  • The owner and the manager approve and post the differences, as does anyone whose role holds the Approve stocktake differences permission.
  • Whoever took part in the counting doesn't approve that stocktake's differences or post it, even the owner. Someone else with Approve stocktake differences at that location does.
  • If there is nobody else, the person who counted approves it themselves, and it is recorded in the Self-approval log. You'll find this setting in Configuration Studio → Who approves what → Stocktakes: counter ≠ approver.
  • Stocktake rules live in Configuration Studio → How we count stock. The default is Pause the counted items only: the counted items can't be sold, received or moved at that location until the counting is finished. If the shop never stops, choose Keep selling (live count).

Start the stocktake

  1. Open Inventory → Stocktakes and press New stocktake.
  2. Choose the Location. Locations that Sahab manages, such as quarantine and goods in transit, can't be counted, and each location has one open stocktake at a time.
  3. For a quick count, narrow it to a Category or to Only these items (optional). Leave both empty to count every active item.
  4. Press Start counting now, or Save as draft to start later with Start counting.

When it starts, Sahab takes a snapshot of the location's stock, keeps the Studio rules on the stocktake, and the status becomes Counting.

Count

  1. Open Inventory → Stocktakes and pick the stocktake. Cashiers and stock counters go straight to the count screen; managers press Open count screen on the stocktake page.
  2. Scan the barcode into Scan or type a barcode / SKU. Each scan adds one piece, just like pressing Add 1.
  3. For larger quantities, pick the item from Search items, type the number and press Add.
  4. For an item you didn't find on the shelf, type 0. The screen reminds you: Type 0 to confirm there is none.
  5. If you make a mistake, press Undo next to your entry in the list.

Several people can count at once, and their counts add up. A barcode that is not part of the stocktake is recorded for follow-up and doesn't change stock.

If your company uses Blind stocktake, counters see item names only. While counting, nobody sees the expected quantity on the stocktake page or the count screen, not even an approver. Stock levels and the other stock screens still show the balance to anyone allowed to open them.

In review the expected quantity shows to whoever decides the differences. Someone who counted and leaves the decision to another approver doesn't see it, nor each line's decision or how many differences there are.

Review and approve

  1. When counting is done, the manager or owner presses Finish counting and review. The status becomes In review.
  2. Check each line: On hand when counted against what was counted, then the Difference. Sahab accounts for what was sold or received during the count, so normal activity doesn't show up as a difference.
  3. A small difference within the Studio thresholds is approved on its own and shows Within threshold. The rest show Waiting for approval.
  4. If you are an approver, select the lines, type the Reason, and press Approve or Reject. Rejecting keeps Sahab's balance as it is: Rejected — no change. If you took part in the counting and another approver can act at that location, you won't see Approve or Post approved differences. Instead you'll read: You counted this stocktake, so another approver decides its differences and posts it. The other approver finds it in the Approvals inbox under Stocktakes in review.
  5. For a doubtful line, select it and press Recount selected. It goes back to counting as a new round, and the first count stays on record.
  6. When no line is left without a decision, press Post approved differences. The status becomes Posted.

Note: Posting adjusts stock right away at each item's average cost, and the stocktake can't be changed afterwards.

Tip: The Studio's auto-approve thresholds are all 0 by default, so every difference needs a decision. Set them if you see many small differences.

After posting, approvers see every posted difference and its value in the Variance report on the Stocktakes page.

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