Live while you count
Pick a stocktake — running or finished — and any report is on screen immediately. A report on a closed count is the one most often wanted, sometimes months later when an auditor asks.
Reports
See exactly what you get.
Ten reports, every one of them on screen, printed, or exported to CSV with the same columns. These are not mock-ups — they are the real output of a real stocktake, exported from the portal. Open any of them.
The set
Three questions, ten answers.
What did we count? What did we miss? Who did the work? Every report below answers one of those, and the ones in the middle are the ones people forget to ask for.
Every report exports twice. A plain CSV for loading into another system
— an ERP or a spreadsheet you already have — and an Excel-safe
one that stops Excel eating leading zeros. Part number
048234388211 opens as 48234388211 in Excel from an
ordinary CSV, and that missing zero is a part number that matches nothing.
The samples below are the Excel-safe version, so they open correctly if you double-click them.
01
Scanned totals by site and bin
Every part counted in each bin, totalled. The reconciliation report — a variance can be chased from a figure right down to the shelf it came from. A bin somebody checked and found empty appears here as EMPTY with a count of 0.
Site Name · Bin Location · Part Number · Barcode · Part Description · Count
02
Scanned totals by site
The same figures rolled up to the site: one line per part, totalled across every bin in the building. What you compare against the stock figure your system thinks it holds.
Site Name · Part Number · Barcode · Part Description · Count
03
Scanned totals by company
Every part counted, across all sites and bins. For businesses counting several warehouses into one set of numbers.
Part Number · Barcode · Part Description · Count
04
Unscanned parts
Parts in your catalogue that this stocktake never counted. Half of a stocktake is what you didn't find, and the totals cannot show you that. When this list is empty or explained, the count is finished — not when people stop scanning.
Part Number · Barcode · Part Description
05
Unscanned bin locations
Bins at the site nobody scanned into. The other half of the same question, from the warehouse's point of view rather than the catalogue's. A bin marked empty was visited, so it stays off this list.
Site Name · Bin Location · Bin Name
06
Bin locations marked as empty
Bins an operator checked and recorded as holding nothing. Deliberately separate from never visited, because reconciling needs to tell those two apart — one is a finding, the other is a gap.
Site Name · Bin Location · Bin Name · User Name · Date · Time
07
Scans by user
How many counts each operator recorded, and when they started and finished. Useful for pacing a count while it runs, and for costing the next one.
Site Name · User Name · Total Scans · First Scan Date · First Scan Time · Last Scan Date · Last Scan Time
08
Scans by user — bar graph
The same figures as a chart, one bar per operator, sorted busiest first. Prints properly: the bars are drawn as vector graphics, so they survive a printer that drops background colours.
User Name · Total Scans
09
Scans by user in detail
Every count one chosen operator made, oldest first. Where you look when a figure needs explaining, or when somebody's totals do not sit right against everyone else's. All five counters are here because the report is produced per person — you pick who.
Site Name · Bin Location · Part Number · Barcode · Part Description · Count · Date · Time
10
Raw scanned data
Every count in the stocktake, oldest first — the count exactly as it happened. The audit trail, and the file most often handed to an accounting or ERP system.
Site Name · Bin Location · Part Number · Barcode · Part Description · Count · User Name · Date · Time · Withdrawn
Samples exported from stocktake “S2” at a test site, which you can open yourself in the live demo. The catalogue and the counts are invented — no customer's stock is on this page. Everything around them is exactly what the portal produces: the columns, the totals, the way a withdrawn count is shown, and the part numbers that are not the same as their barcodes.
How they work
On screen, on paper, or in a spreadsheet.
SCREEN
PRINT
Prints as a document
The Print button gives you the figures on white paper, without the navigation and buttons around them. Table headers repeat across pages and rows do not split.
CSV
Straight into Excel
The same columns you see on screen, exported so nothing can quietly differ. UTF-8 with a byte-order mark, so Excel opens it without mangling anything.
Every report exports twice. The Excel-safe file wraps a part number like 000731 so the spreadsheet cannot turn it into 731; the plain file does no wrapping, because a system reading it does not need any. Both are linked against every report above — open the two and see the difference rather than take our word for it.
Worth knowing
Three rules behind every figure.
01
A withdrawn count leaves every total
When an operator deletes one of their own counts, it comes out of every report immediately — but the record stays for an administrator. A figure that vanished without trace would be the one thing nobody could look into afterwards.
02
Two counts of the same thing both stand
If two people count the same bay, both figures appear. That is a discrepancy worth seeing, not something for the software to quietly average away.
03
Every figure is attributable
Who counted it, on which device, at what minute. The detail reports carry it, so an odd number has somebody to ask about it.
On top of the ten
Counted against what your accounting system expected.
The ten reports above are the same for everybody. This one is not, because it depends on what your system can export — so we build it for your package rather than pretending one shape fits all of them.
01
Send us a real export
From Xero, QuickBooks, Reckon, Hnry, MYOB, or whatever you run. A stock or inventory report with the part number and the quantity your system thinks is on hand. CSV or Excel, with the headings it normally writes — do not tidy it up for us, the mess is the useful part.
02
We write a reader for that package and version
Column names, layout, leading zeros, the row of junk above the headings. Version matters and we record it, because an accounting package that updates can change its export. Once it is written, every later stocktake of yours uses it.
03
You get a variance report
Expected against counted, line by line, with the difference and where it was found. On screen, printed, or exported to CSV like everything else here.
It reads your file. It never writes back. Nothing we do touches your accounting or ERP system — no sync, no posting adjustments, no login to anything of yours. You get a report and a file, and what you do with them in your own system is your decision and your audit trail. That is deliberate: the count is evidence, and adjusting your books is not ours to do.
MYOB is already built — the AccountRight Inventory Count Sheet loads as it comes, and this page says exactly what happens to it. For anything else, send the file and we will tell you within a day whether it is straightforward — and if it is, building it is part of setting you up rather than an extra. If it is genuinely awkward we will say so and quote before doing any work, so there is never a bill you did not see coming.
We use the file to build the mapping and we do not keep it. If you would rather send ten rows than ten thousand, ten rows is plenty.
Better than a PDF
Or open them live.
The same reports, in the portal, on the stocktake these files came from. Sort them, switch between them, print one. Nothing needs signing up for and nothing you do can change anything — it is a real count, held open to look at.
Want these against your own stock?
Send us a parts file and a bin list. We will load them into a demonstration account so the reports you are reading say your part numbers, not ours.