STOCKTAKES & VARIANCE

1. Prep for Counting​

1. Bring a pen + paper (or use the Portal on a tablet/PC at the counter).

2. If a delivery is in progress, receive it after the count (to avoid double-ups).

3. If a product is being sold while you count, save your count to cloud (save it twice), tap refresh, tap load save and the totals should be updated.

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2) Start the Stocktake in Portal

1. Log in to Portal → Stocktake.

2. Find the scheduled stocktake that shows DUE: TODAY.

3. Start the stocktake.

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3) Count Products Accurately

1. Tap unmatched to show all the products you haven't counted.

2. Go line by line, product by product and count each product.

3. Match the exact variant (flavour, nicotine strength, pack size {COILS / PODS ARE COUNTED AS SINGLES}).

4. For each item in the Stocktake list, write/enter the physical quantity you see.

5. If an item is not on the shelf, check back stock / drawers before entering zero.

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4) Enter Your Counts

1. In the stocktake screen, enter the counted number for each product.

2. Before serving a customer in the middle of a stocktake, click Save to Cloud, then click refresh once you've serve them.

3. Continue until all listed items are completed.

4. When finished, Save to Cloud again.

5) Handle Variances (Differences)

1. Portal will show Variance (difference between expected vs counted).

2. For any variance:

   • Re-count that product carefully (check front + back stock).

   • Check for misplaced variants (e.g., same flavour, wrong strength).

   • Confirm the product isn’t on hold for return/complaint or in a transfer box.

3. Update the count if your re-count differs.

Store policy: After resolving variances, click Save to Cloud three (3) times, then text your manager on Teams with a brief note about any remaining variances (SKU + difference). DO NOT SUBMIT STOCKTAKES WITH VARIANCE JUST SAVE TO CLOUD.

6) Finalise​

1. Save to Cloud one last time.

2. Ensure there are zero variances.

3. Submit the stocktake by clicking on finish and then entering your name.