On the Stocktaking evaluation page you can see, item by item, where the quantity actually counted (found) during stocktaking differs from the recorded stock, and how much value the difference represents. The page is not a document but a read-only, report-style list: you record the counted quantities on the Stocktaking document, and analyse the result here.
The evaluated items fall into these Type categories: Shortage, Surplus, Match. The items come from the stocktaking document, whose possible states (Status) are: Draft, Closed, Cancellation, Cancelled — the page shows the items of stocktakings in every state (that are not deleted), so for a final evaluation it is worth filtering for the Closed state (see the Frequently asked questions).
Click Main menu / Stock management / Stocktaking / Evaluation to open the Stocktaking evaluation page. At the top you see three summary cards, and below them the list of evaluated items:
The cards always refer to the current filter, not only to the visible page: if you filter by a site on the Search tab, the cards show the result of that site only. The Shortage and Surplus values are shown separately, each as a positive amount; they are not netted into one balance.
In the list, one row is one stocktaking item, that is one product (and location code) on one stocktaking document. If the same product was counted in several stocktakings, each stocktaking has its own row. The Difference column is the difference between Found and Stock (Found − Stock), with a sign:
-10): less was found than the records showed.+3): more was found than recorded.0): the counted and the recorded quantity are equal.Pagination appears above and below the list (e.g. 1 - 10 / 101). Click a row to select the item — the Product card and Stock history buttons work with this selected item. On narrow screens (e.g. a phone) the less important columns are hidden, but Document number, Product part number, Stock, Found and Difference are always visible.
Click the Search tab above the table to show the filters. The fields visible immediately are Document number (the number of the stocktaking document or a part of it), Status (several states can be selected) and Site. Click "Expand" to open more filters: Document date and Performance date (start and end date), and Colleague. Apply the conditions with the Search button; the filter also applies to the cards and the downloads.
On the Actions tab you find three buttons. Before using Product card or Stock history, click a row in the list, because these refer to the product of the selected item:
The Difference value is the Difference multiplied by the Purch. price, always in the company base currency. The Purch. price is the purchase unit price stored in the product price list; if it is not given in the base currency, the system converts it with the latest recorded exchange rate of that currency. Example: if a product has a Purch. price of 250, a Stock of 10 and a Found quantity of 0, the Difference is -10 and the Difference value is -2 500. The list shows values rounded to whole numbers. If the product has no purchase price (or the difference is 0), the Purch. price and/or Difference value cell stays empty.
To evaluate a closed stocktaking, set the Status field on the Search tab to Closed, choose the Site, then click Search. After that, use Download / XLSX list to export the shortages and surpluses for accounting in one step — the card totals and the file content are based on the same filter. For a suspicious shortage, click the row, then use the Stock history button to see when and by which movement the product stock last changed.
The summary cards and how they are calculated:
| Card | Count | Value |
|---|---|---|
| Shortage | The number of items where the Stock is greater than the Found quantity. | The sum of the missing quantity multiplied by the Purch. price in the base currency (as a positive amount). |
| Surplus | The number of items where the Found quantity is greater than the Stock. | The sum of the surplus quantity multiplied by the Purch. price in the base currency. |
| Match | The number of items where Stock and Found are equal. The big number on the card is the total of all evaluated items. | No value, because matching items have no difference. |
An item without a purchase price counts in the item count, but contributes 0 to the value.
The columns of the list and their meaning (in the Required column a tick means the value is filled in every row, a dash means it may be empty):
| Field / Column | Required | Description |
|---|---|---|
| Document number | The identifier of the stocktaking document the item belongs to (e.g. LELT000011/2026). | |
| Document date | The date the stocktaking document was created. | |
| Product name | The name of the counted product. | |
| Product part number | The part number of the product, which identifies it in the master data. | |
| Site | The site of the stocktaking document. | |
| Location code | The warehouse location code recorded for the item; empty if the item is not tied to a location code. | |
| Colleague | The name of the employee who recorded the stocktaking document. | |
| Stock | The recorded (expected) quantity, which the stocktaking item stored when it was created. | |
| Found | The quantity actually counted during stocktaking. | |
| Difference | Found − Stock, with a sign: a negative (red) number means shortage, a positive (green, with a + sign) number means surplus, 0 means match. | |
| Type | The badge based on the difference: Shortage (red), Surplus (green) or Match (grey). | |
| Purch. price | The purchase unit price stored in the product price list, in the base currency (converted with the latest exchange rate for other currencies), rounded to a whole number; empty if there is no purchase price. | |
| Difference value | Purch. price × Difference in the base currency, with a sign (negative for shortage, positive for surplus); empty if there is no purchase price or the difference is 0. | |
| Status | The state of the stocktaking document (Draft, Closed, Cancellation, Cancelled). |
This happens when the product has no purchase price in its price list, or the Difference is 0 (Match). Without a purchase price the system cannot express the difference in money, so the value stays empty, but the item still counts in the Shortage or Surplus item count. You can add the missing purchase price in the product price list.
By default the page shows the items of all non-deleted stocktaking documents, regardless of their state. In a stocktaking that is still in progress (Draft), the Found quantity of items not yet counted is 0, which causes an apparent shortage that also appears in the cards. For a final evaluation, choose the Closed state in the Status field on the Search tab; then the cards and the downloads contain only closed stocktakings.
Not on this page, because it is a read-only evaluation: clicking a row does not open the stocktaking document. You record the counted quantities on the items of the Stocktaking document, see the Stocktaking document guide for details. To find the document, use the Stocktaking list by the Document number.
There are three common reasons. The card summarises the whole filtered result, while the list is paginated, so you only see one page at a time. Shortage and Surplus are shown separately as positive amounts, while in the Difference value column of the list a shortage has a negative sign. The list rounds values to whole numbers and the XLSX download contains two decimals, so a small rounding difference may occur.
Both buttons refer to the product of the item selected in the list. First click a row in the table (the selected row is highlighted), then use the button. If no item is selected, Product card shows a warning asking you to choose an item from the list.
The Stocktaking module only appears under Main menu / Stock management if it is assigned to your user. If you cannot see the Stocktaking menu item, ask your system administrator to check the module assignment for your user.
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