Troubleshooting: Stocktake Module

Having issues with the Stock Module? Find solutions to common problems below.

Problem: Stock Not Being Deducted#

Why it happens: One of three things — the location has no Draws From rule, the product has a product-level draw rule pointing to the wrong location, or the product’s stock type is set to Uncounted.

Solution:

1. Go to HQ → Site → Locations → Edit Details and confirm the location has a Draws From setting pointing to a stock location. Every location (including stock locations themselves) must have this set.
2. Check HQ → Stock → Product Draw Rules to see if the product has a location-specific override that may be overriding the location default.
3. Go to HQ → Products → Products, open the product, scroll to the Stock section, and confirm the stock type is set to Counted or Derived — not Uncounted. Uncounted products do not track stock levels or movements at all.

Problem: Product Was Set to 0 After a Stocktake#

Why it happens: If a product is included in an in-progress stocktake but no count is entered against it, Paimnt treats it as a count of 0 when the stocktake is finalised.

Solution:

• Before finalising, review all product lines in the stocktake and remove any products you don’t intend to count (they should not have a line in the stocktake at all).
• If the stocktake has already been finalised, use Make Adjustment on the product in HQ → Stock → Stock Locations to restore the correct stock level.
• Going forward, only add products to the stocktake list that you intend to physically count.

Problem: Stock Level Is Changing While a Stocktake Is In Progress#

Why it happens: This is expected behaviour. Sales, invoices, and other movements continue to update stock levels in HQ while a stocktake is open. The stocktake does not freeze live operations.

What to know:

• The stocktake captures a snapshot of the stock level at the start time, not at the time you finalise.
• Variance is calculated against that start-time snapshot — sales made during the count do not inflate the variance.
• You do not need to adjust your physical count to account for sales made while counting. Simply count what is physically present and enter that number.

Problem: Duku Uploads Are Not Visible in HQ#

Why it happens: The stocktake tab in HQ was open before the Duku upload completed and has not refreshed.

Solution:

1. After uploading from the Duku device, close the stocktake tab in HQ.
2. Reopen the stocktake from HQ → Stock → Stock Takes.
3. The product counts will now reflect the uploaded Duku entries.

This must be done for each staff member who uploaded from a Duku device, and for each location stocktake.

Problem: Product Cost Is Wrong#

Why it happens: An invoice was entered with incorrect pricing, or the wrong costing method was used — most commonly New Cost was used instead of Average, which overwrites the existing unit cost across all held stock.

Solution:

• To correct the cost going forward: create a new invoice at the correct price using the Average costing method (the default).
• To immediately overwrite the current cost: go to HQ → Products → Products, open the product, scroll to the Stock section, and click Update Unit Cost next to the affected location.

Costing method reference:

Problem: Cannot Finalise Invoice#

Why it happens: The total entered in the Total Inc Tax field does not match Paimnt’s calculated total.

Solution:

• Check each product line for incorrect quantities or prices.
• If there is a minor discrepancy due to rounding between your supplier’s system and Paimnt, use the Manual Adjustment field (bottom left of the invoice) to enter the difference.
• For discount or surcharge totals not on a product line, use the Discount/Surcharge field rather than adding negative product lines.
• Do not finalise until the entered total matches the calculated total — this check is intentional to prevent finalising an incomplete invoice.

Problem: Delivery Date Cannot Be Backdated#

Why it happens: The delivery date on a stock invoice cannot be set to a date before a stocktake that included any of the products on the invoice.

Solution:

• If you need to enter a delivery that occurred before a recent stocktake, the stock level adjustment will need to be handled manually using Make Adjustment on the affected products in HQ → Stock → Stock Locations.
• Where possible, enter invoices promptly so the delivery date does not need to precede a stocktake.

Problem: Stock Was Added to the Wrong Location#

Why it happens: The wrong stock location was selected when finalising the invoice, so stock quantities were added to the wrong location.

Solution:

Use a stock transfer to move the quantity to the correct location:

1. Go to HQ → Stock → Stock Locations and click Transfer Stock.
2. Set From to the incorrect location and To to the correct location.
3. Add each affected product and enter the quantity to move.
4. Click Move and confirm.

Transfers automatically recalculate the weighted average unit cost in the destination location.

Problem: Unknown Barcode on Duku#

Why it happens: The product scanned has no barcode assigned to it in HQ.

Solution:

1. On the Duku device, assign a temporary name to the unknown barcode and continue counting. You can still enter a quantity against it.
2. Upload the count to HQ as normal.
3. In HQ, match the uploaded unknown barcode entry to the correct product so the count is applied correctly.

To prevent this in future, ensure all products have barcodes assigned in HQ → Products → Products before starting a Duku stocktake.

Problem: Large Variance After Stocktake#

Why it happens: The variance is calculated from the stock level at the start time of the stocktake, not at the time of finalisation. Sales during the count are expected and do not inflate the variance. A genuinely large variance typically points to a count error, a data entry error, or unrecorded stock movements.

Solution:

• Recount the products with the largest variances.
• Check for data entry errors — wrong decimal places or misread quantities are common.
• Review stock movements in HQ → Stock → Stock Locations for any transfers, wastage, or adjustments recorded around the count period that may not have been accounted for.