🧪Beta Feature: This feature is currently in beta testing and is only available to select customers included in the beta. It will proceed to full release pending beta feedback.
Stocktake helps you accurately count and reconcile your parts inventory in Auxo Workshop.
You can run a full stocktake or a rolling stocktake using filters, save progress as you go, and apply adjustments only to the parts you choose to count.
This article explains how stocktake works end to end, including filters, fields, controls, permissions, and what happens when you finalise a stocktake.
✅ Who can use Stocktake
Plan Restrictions
You will require a plan with access to Parts & Inventory (i.e. Auxo Workshop Pro or above).
User Role Restrictions
The following details access restrictions to stocktaking based on User Roles:
Workshop Admin or higher
Create a stocktake
Finalise a stocktake
Limited Access
Open saved (in‑progress) stocktakes
Enter counted quantities
Save a stocktake draft
Delete stocktakes
⚠️Important Note: Only one person should edit a stocktake at a time. If multiple users edit the same stocktake, saving or finalising will overwrite the other user’s changes.
🧭 Where to find Stocktake
Open the side menu
Go to Inventory
Select Parts to open the Parts List
🔍 Filters, search, and sort order (important)
Stocktakes are created from exactly what is shown in the Parts List at the time you create them, excluding non-stock parts as only 'stocked' parts will be included in the Stocktake List.
This includes:
Applied filters
Search terms
Sort order
Examples:
If you filter by Parts Category = Electrical, only Electrical parts are included
If you search for a keyword, only matching parts are included
If the Parts List is sorted by Part Code or Description, that order is carried into the stocktake
Once created, a stocktake becomes a fixed snapshot and does not update if the Parts List changes later.
➕ Create a stocktake
In the Parts List, click the ••• menu top right
Select Create Stocktake
Create Stocktake screen
On this screen:
Stocktake Name
Required
Use clear naming, for example:
EOFY 2025/26
Rolling Stocktake – Electrical – Easter 2026
Applied Filters
Shows the filters and search terms inherited from the Parts List
Parts table
Displays the parts that will be included
Columns shown:
Part No/Code
Description
Quantity On Hand
Actions available:
Create to start the stocktake
Cancel to exit without creating it
⚠️Important: There is a hard limit of 3000 parts for any individual stocktake.
🧮 Count stock
After creating a stocktake, you are taken to the Count Stock screen.
What you see on this screen
Header
Stocktake name
Step indicator:
Count Stock
Finalise
Done
Controls
Search
Filters the stocktake list by part code or description
Show Pending Only
Shows only parts where no counted value has been entered
Changes to Show All when active
Print
Prints a stocktake count sheet
Save Draft
Saves progress without applying any adjustments
Save & Finalise
Moves to the final review step
Table columns
Part No/Code
Description
Bin Location
On Hand
On Job
Counted
Variance
🔢 How counting works
Counted field rules
Accepts whole numbers or decimals up to 2 decimal places
Cannot be negative
Can be left blank
You can:
Click directly into a Counted field
Use Tab to move to the next field
On Hand vs On Job
Quantity On Hand already includes items allocated to jobs
When counting stock, include:
Physical stock on shelves
Parts currently on jobs
Example:
Quantity On Hand is 4
One part is on a job
Correct Counted value is 4
Entering 3 would create a variance and adjustment
Variance colours
Green indicates more stock than expected
Red indicates less stock than expected
🧾 Printing a count sheet
Select Print to generate a stocktake count sheet
The printout includes:
Stocktake name
Part No/Code
Description
Bin Location
Blank Counted column for manual entry
💾 Saving a draft stocktake
Select Save Draft at any time
No adjustments are applied
When a stocktake is saved:
A Stocktakes button appears at the top of the Parts List
A blue number badge shows how many unfinalised stocktakes exist
Click Stocktakes to:
Reopen a draft
Edit it
Delete it
💡 If a stocktake has been finalised but is still processing, this menu shows Processing until completion.
🔁 Running multiple stocktakes at the same time
Auxo Workshop allows you to have more than one stocktake in progress at the same time.
This means:
You can run separate stocktakes for different subsets of stock
Each stocktake is created from its own Parts List filters and snapshot
All active stocktakes appear in the Stocktakes list until they are finalised or deleted
For example, one person could be counting parts filtered to Electrical, while another person runs a separate stocktake for Spark Plugs.
✅ Finalise a stocktake
Select Save & Finalise when you are ready to apply adjustments
On the finalise screen you will see:
Total Items Counted
Only parts with a Counted value entered
Total Adjustment Value
Value of inventory changes that will be applied
Important notes:
You do not need to count every part
Parts with a blank Counted field:
Are excluded from adjustments
Do not affect inventory quantities
Actions available:
Back to return and continue counting
Finalise to commit the stocktake
⚠️Important: Once finalised, a stocktake cannot be undone.
⏳ Processing and completion
After finalising:
The stocktake is submitted for processing
Processing time depends on:
Number of parts
Number of adjustments
Accounting integrations
When processing completes, a confirmation notification is shown.
🕘 Stocktake history
Go to Inventory → Parts
Click the ••• menu
Select Stocktake History
Stocktake History screen
Filters and search
Search
Date
Counted By
Approved By
Table columns
Name
Created Date
Finalised At
Counted By
Approved By
Items Counted
Adjustment Amount
Viewing stocktake details
Click the + icon to expand a stocktake
Expanded view shows:
Full list of parts included
Bin Location
On Hand
On Job
Counted
Variance
Pagination controls
🧾 Part history and accounting
After a stocktake is finalised:
Adjustments appear in Edit Part → History
Each adjustment shows:
Type: Stock Adjustment
Reference to the stocktake name
🧾 Xero integration and stocktake adjustments
If your Xero settings are configured to synchronise inventory journals, stocktake adjustments will sync to Xero automatically once a stocktake is finalised.
A single inventory journal is created in Xero for the entire stocktake
The journal uses the same coding and logic as a standard stock adjustment
Individual parts are not sent as separate journals
For setup and configuration details, refer to the Xero integration articles in the Help Centre for setup details.
✅ Key things to remember
Stocktakes are created from the Parts List as shown
Filters, search, and sort order are all inherited
Only one person should edit a stocktake at a time
You can partially count stock
Only counted parts are adjusted
Finalising a stocktake permanently updates inventory