# Run stocktakes in WMS
URL: https://support.starshipit.com/articles/14700000000015-run-stocktakes-in-wms
Canonical: https://support.starshipit.com/articles/14700000000015-run-stocktakes-in-wms
Markdown: https://support.starshipit.com/articles/14700000000015-run-stocktakes-in-wms.md
Updated: 2026-11-08

> For the complete documentation index, see [llms.txt](https://support.starshipit.com/llms.txt).

> Count products or locations in WMS, submit the physical counts and verify stocktake processing and inventory corrections.

Count a set of products or locations in WMS, review the physical quantities and submit the stocktake. Use a stocktake for a broader inventory check; use [cycle-count jobs](/articles/14700000000083-create-and-complete-wms-cycle-counts) for one product at one location.

## Before you begin

You need `stocktake.count` to count and submit. With `stocktake.approve`, submissions can queue processing immediately; otherwise an authorised person reviews them first. Pause stock movements for the counted scope where practical. Use inventory freeze controls when allocation must stop during investigation.

## Counting modes

When you start a stocktake, choose the counting mode:

| Mode | When to use |
|---|---|
| **By Product** | Select one or more SKUs to count across all their locations. Useful for investigating a specific product that is frequently short. |
| **By Location** | Select a warehouse location and count every product stored there. Best for zone-based or location sweep counts. |
| **Count as You Go** | Add the products and locations you physically count during a warehouse walk. |

## Starting a stocktake

1. Go to **Inventory > Stocktakes** in WMS.
2. Select **New stocktake**. Users who can count but cannot approve go straight to the counting screen.
3. Select **By Product**, **By Location** or **Count as You Go**. For a new **By Product** count, select **Start product stocktake** if shown.
4. Define the scope:
   * For **By Product**: choose the SKUs to count.
   * For **By Location**: select the location. The dropdown defaults to your configured default stocktake location.
   * For **Count as You Go**: add the products and locations as you count them.
5. Review the expected quantities and enter your physical counts.

Drafts are preserved per location — if you switch between locations, your unsaved counts are not lost.

## Start a stocktake from Inventory

Use the Inventory page when you already know which products you want to count:

1. Go to **Inventory** in WMS web.
2. Select one or more products using the row checkboxes.
3. Select **Start stocktake** from the bulk action bar.
4. WMS opens a **By Product** stocktake with the eligible selected products ready to count.

The action shows how many selected products are eligible for a stocktake. If some selected products are not eligible, WMS excludes them from the count.

## Counting inventory

For each item in the stocktake list:

* **Standard products**: enter the counted quantity.
* **Batch-tracked products**: verify each batch, enter the counted quantity per batch, and optionally confirm expiry dates.
* **Serial-tracked products**: confirm individual serial numbers (or import them via file where supported).

You can scan product barcodes to increment counts instead of typing quantities manually. If you find products at a location that were not previously recorded there, you can add lines to the count.

You can also change a product to a different location during a stocktake — WMS records a stock movement to transfer inventory to the new location for an accurate audit trail.

Large location counts are paginated, and empty or zero-result locations load quickly. This keeps location-based stocktakes usable in larger warehouses.

## Count using a CSV file

1. Start a **By Product** stocktake using the steps above and select the products to count.
2. Select **Export stocktake (CSV)**.
3. Enter the physical counts in `countedQuantity`, keeping the identifying columns, locations, and required batch or serial details.
4. Review the file, then select **Import CSV** to submit its valid counts. Importing submits directly; it does not create an editable draft or require a separate **Save stocktake** action.
5. Check the submission result and any skipped-row warnings. With `stocktake.approve`, processing is queued immediately. Otherwise, the submission is **Awaiting approval**.

Unknown location names block the import. Correct them before retrying. After approval and processing, verify the inventory balances and stock movements. See [Import and export WMS data by CSV](/articles/14700000000041-import-and-export-wms-data-by-csv) for column rules and recovery steps.

## Reviewing variances and posting

Once counting is complete:

1. WMS calculates variances by comparing expected to counted quantities.
2. Review the differences — investigate any large or unexpected variances before posting.
3. When satisfied, submit the stocktake.

If you have both `stocktake.count` and `stocktake.approve`, WMS queues the stocktake for background processing immediately. If you can count but cannot approve, WMS saves the submission as **Awaiting approval** and does not change inventory yet.

## Follow processing and check inventory

Submitting clears the local draft. Approved corrections run in the background; only one stocktake processes for an account at a time. Check the processing result in [Background Work](/articles/14700000000066-manage-background-work-in-wms), then verify Inventory and the stock movements. Do not submit a second copy to restart failed processing: follow [stocktake approval and recovery](/articles/14700000000084-review-and-approve-wms-stocktakes).

## Choose another counting task

| Task | Guide |
| --- | --- |
| Review, approve or export a submitted count | [Review and approve WMS stocktakes](/articles/14700000000084-review-and-approve-wms-stocktakes) |
| Count one product at one location as a job | [Create and complete WMS cycle counts](/articles/14700000000083-create-and-complete-wms-cycle-counts) |
| Count a whole location on a handheld device | [Run a location stocktake in WMS Mobile](/articles/14700000000085-run-a-location-stocktake-in-wms-mobile) |

## Correct a completed count

A completed stocktake cannot be undone directly. Reconcile current physical stock before posting a reviewed manual correction or a new count. Keep both the original and corrective movements in the audit trail.

## Related articles

* [Stocktake CSV reference](/articles/14700000000041-import-and-export-wms-data-by-csv)
* [Adjust stock in WMS](/articles/14700000000020-adjust-stock-in-wms)
* [View inventory and stock levels](/articles/14700000000014-view-inventory-and-stock-levels)