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A stocktake is a physical count of a branch’s tracked ingredients. It has two sides: staff count in the klikit app, and a manager approves in the dashboard. Only an approved stocktake changes stock.

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Staff side — count and submit (klikit app)

1

Start a stocktake

Staff start a stocktake for their branch. Depending on the branch setup, the entry point is either the shift-start prompt (when a pre-shift count is required) or an ad-hoc “Stocktake” action on the home screen (for branches where it isn’t mandatory).
If the branch has no tracked ingredients, the count sheet is empty. See Set up ingredients.
2

Count each ingredient

The app lists every tracked ingredient with its unit (g, kg, ml, …) so there’s no ambiguity about what to enter. A “X of Y counted” progress indicator tracks how far along the count is on large sheets.
3

Give a reason for any variance

If a counted quantity differs from what’s expected, the app asks for a variance reason so the difference is explainable. A reason is required when the variance is significant (10% or more of the expected quantity) — the count can’t be submitted without one:
  • Supplier Short Delivery — received less than ordered
  • Wastage — spoilage, prep loss, breakage
  • Opening Stock Adjustment — correcting a bad starting balance
  • Theft — suspected loss
  • Other — anything else (add a note)
4

Submit for approval

When the count is complete, staff submit it. The session goes to Submitted and is now waiting on a manager. The submitting staff member is recorded so approval is accountable.
End-of-shift count. When a branch is configured for it, closing a shift prompts an end-of-shift stocktake — this is what makes per-shift consumption measurable (opening count vs. closing count).

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Manager side — approve or reject (dashboard)

Open Inventory → Stocktakes to find the approval queue of submitted counts.
1

Review the count

Each session shows Counted by and Submitted by (real staff names), and a per-ingredient breakdown of counted vs. expected, the variance, and its cost impact. The reasons staff selected feed the variance-by-reason report.
2

Approve

Approving is the moment stock changes: the system adjusts each ingredient’s stock level to the physical count and writes an immutable ledger entry for every adjustment. It’s a single, all-or-nothing action.
3

…or reject with a reason

If something looks off, reject with a reason. The staff member sees the rejection reason on their side so they know exactly what to recount — no guessing. Nothing is adjusted on a reject.
Oldest first. When a branch has more than one submitted stocktake, they must be approved (or rejected) in the order they were submitted. Newer sessions show as blocked until the earlier one is resolved — approving out of order would compute variance against stale expected quantities.

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Session states

Only Approved stocktakes move stock and appear in the variance report as real shrinkage. Rejected/abandoned counts never touch stock.
Next: Reports & movements.