Run a stocktake
Count your physical stock, review the variance against Landara's FIFO position, and post shrinkage to a dedicated account, with barcode scanning. Pause, keep selling, refresh, or cancel a draft. A replacement for Stocky stocktakes.
Updated 2 September 2026
A stocktake is a physical inventory count. You count what's actually on the shelf, Landara compares it to what your FIFO cost layers expect, and any difference adjusts your stock on hand: shrinkage is costed FIFO from your layers, and found stock is added at cost. It does not touch your sales cost of goods sold; instead you can post the difference to a dedicated Shrinkage account (see below). You can also push the corrected counts back to Shopify in the same step.
Replacing Stocky? Shopify has retired its Stocky app. Landara's stocktake covers the same job (count, review the variance, and commit) and goes one step further by posting the result straight into your cost of goods sold.
Run one
- Go to Dashboard → COGS → Stocktake → New stocktake. Pick a location (a stocktake covers one location at a time) and a count basis (see below). Landara pulls your current Shopify on-hand for every SKU at that location and opens a count sheet.
- Count. Type the counted quantity per SKU, or use a barcode scanner (below). Each scan adds one to that SKU. Anything you don't count is flagged as "missed"; use Zero out missed to set uncounted lines to zero.
- Review the variance. Each line shows your count vs Landara's FIFO position and vs Shopify on-hand, with the cost impact.
- Commit. Choose Apply variance to inventory (the count adjusts your FIFO stock on hand; it does not touch sales COGS) and, optionally, Update Shopify on-hand to the counted quantities. Committing can't be undone, but you can cancel or refresh a draft beforehand (see below), and a committed adjustment can be corrected afterwards by recording the opposite one on Reconcile (see moving stock between locations).
- Post the shrinkage journal (optional). After committing, book the variance to your Shrinkage account: Dr Shrinkage / Cr Inventory for a loss, or the reverse for found stock.
Count basis: on-hand vs available
Shopify splits your stock into on-hand (everything physically in the building) and available (what's still sellable). The difference is committed stock: units reserved for open, unfulfilled orders. If Shopify shows on-hand 50 with 1 committed, then 49 are available.
How your team counts decides which basis to pick when you start the stocktake:
| Basis | Count this | Use when |
|---|---|---|
| On-hand | Everything on the shelf, including units picked or reserved for open orders | Your counters walk the whole location and count every unit that's physically there |
| Available | Only free/sellable stock, skipping anything already reserved for an order | Your counters skip picked/staged stock for open orders |
On the available basis, Landara adds the committed units back for you, so counting the 49 free units on a SKU with 1 committed reads as a full 50 and posts no false shrinkage. The count sheet shows Committed and Available columns next to Shopify on-hand so the numbers are never a mystery, and the basis you chose is recorded on the stocktake so anyone reviewing it later knows how it was counted.
Not sure? Pick On-hand and count every unit you can see, including anything set aside for an open order. It matches how Landara values stock and is the safest default.
Pause, keep selling, and refresh
Nothing is locked while a count is open. Your store keeps selling and fulfilling normally, and Landara keeps costing those movements. A draft autosaves as you go, so you can close the tab and come back to it later.
There is one thing to know. The "expected" figures (Shopify on-hand and Landara's FIFO position) are captured when you start the count. If you pause and then sell more before you finish, those figures are now out of date, and committing would read the extra sales as missing stock.
To fix that, open the draft and click Refresh expected figures. Landara re-reads today's Shopify on-hand and FIFO position, keeps every count you've already entered, adds any new SKUs, and drops SKUs you never counted that no longer exist. Refresh whenever you resume a count after a gap, or right before you commit a long count.
Rule of thumb: if more than a few sales have happened since you started, hit Refresh expected figures before committing. Your counts are always preserved.
Cancel a draft
Changed your mind, or started a count by mistake? Open the draft and click Cancel stocktake (or Cancel from the stocktake list). The count is discarded and the session is closed. Only drafts can be cancelled; a committed stocktake is kept permanently as an audit record.
Barcode scanning
Landara pulls each product's barcode when you start a stocktake, so you can count by scanning.
| Method | How it works | Where |
|---|---|---|
| USB / Bluetooth scanner | The scanner types the barcode into the scan box and presses Enter, and each scan adds 1 to that SKU | Any device (recommended for a full count) |
| Camera | Point your device camera at the barcode | Chrome on desktop or Android |
Camera scanning uses your browser's built-in barcode reader, which works in Chrome on desktop and on Android. iPhone/iPad Safari and the Shopify POS app don't support camera scanning yet. On those, use a USB/Bluetooth scanner or type the count. A scanner works everywhere.
What happens to your books
A stocktake adjusts inventory, not your sales cost of goods sold.
- Counted less than expected → shrinkage, costed FIFO from your existing cost layers. Your stock on hand drops by that amount.
- Counted more than expected → the extra units are added as a new cost layer at the shown cost, raising stock on hand.
- Either way, sales COGS is untouched. The variance shows as a separate line on your COGS report.
After committing, use Post shrinkage journal to book the variance to a dedicated Shrinkage account you choose (any P&L/expense account in Xero or QuickBooks):
- Shrinkage (loss): Dr Shrinkage / Cr Inventory.
- Found stock: Dr Inventory / Cr Shrinkage.
This keeps stock losses on their own expense line for clear reporting, rather than buried in cost of goods sold. The journal is double-post guarded, so you can't accidentally book the same stocktake twice.
Set your Inventory and Shrinkage accounts once in the Post shrinkage journal dialog; Landara remembers them for next time (and keeps them separate from your COGS-journal accounts).
Counting by vendor or collection
Big counts are walked zone by zone, and zones usually follow the merchandising: one brand, one collection. The count grid has Vendor and Collection filters for exactly that. They only change what is on screen; barcode scanning still counts every SKU in the session, so scanning an item from another aisle still lands on its line.
Both are snapshotted when the stocktake is created, so the filters keep working if the connection drops mid-count and a catalogue edit in Shopify cannot re-scope a count in progress.
Export
The CSV you download depends on where the stocktake is up to, deliberately:
| Status | What you get |
|---|---|
| Draft | A count sheet: SKU, product, vendor, collection, barcode, location, the expected quantity on your chosen basis, and a blank column to write counts in. No costs, on purpose: a sheet that says 48 units at $640 each invites finding 48, and a clipboard left on a shelf should not leak your unit costs |
| Committed | The summary: counted vs expected, variance in units and in cost per line, with totals. This is the document for your accountant |
Next
- Reconcile vs Shopify: the on-demand version, without a saved count sheet.
- Run the COGS report
