Taking stock

Updated on 2026-09-08

Sooner or later your stock stops matching. A delivery nobody booked in, a bottle that broke, a tube used up without being scanned — and after a few years some products sit on a negative level. Physically that cannot be: minus four bottles do not exist.

With a stocktake you count what is actually in the cupboard and let HairConnect book the difference. You will find it under Instellingen → Voorraadopname (Settings → Stocktake).

Why the screen sits there

A stocktake is something you do a few times a year. It therefore does not live in the daily sidebar but behind Settings, next to Producten opkuisen (tidying up products) — the same kind of work on the same kind of mess.

Starting a stocktake

Press Opname starten (start stocktake). You may give it a name — Autumn 2026 — but you do not have to; without a name it is called after the day you started.

Only one can run at a time. Two counts side by side would count the same shelf twice and book the same difference twice at closing; there would be more out of true afterwards than before.

Counting

Counting happens in two steps, both with enter:

1. Scan the product or type part of the name, then press enter.
2. Fill in how many there are, and press enter again.

The cursor then jumps back to the scan field by itself, so you can count a whole shelf without touching the mouse.

The search covers all barcodes of a product, including the old ones. If your search term fits more than one product, you get the names and choose yourself — nothing is guessed. Archived products do not take part: they are out of your catalogue.

Zero is allowed. If the shelf is empty, type 0. That is a real count. An empty field is not: nothing happens then, because "I filled in nothing" and "there are none" are two different things.

You do not see what the system expects. That is deliberate: a number on your screen gets ticked off instead of counted. The difference appears right after you save, in the list below.

What you do not count stays untouched

This is the most important rule of this screen. A product without a count does not change. It does not go to zero, it gets no movement, nothing happens to it.

So you do not have to count everything. One shelf, one brand, or only those 126 products sitting on a negative level: what you count gets put right, and the rest stays exactly as it was.

The list below the screen shows at any moment what has already been counted, and the counter at the top says how much of your catalogue that is.

Where to start? The product list has a Negatieve voorraad (negative stock) filter. What sits in there cannot physically be, so it is the shortest way to a stock level that adds up again.

A stocktake across several days

You do not count a thousand products in one sitting, and you do not have to. The stocktake stays open until you close it. Count the colour room today, close your browser, carry on tomorrow with the retail cupboard.

Meanwhile the salon keeps running: things are sold and scanned out. That is taken care of, and it is worth understanding why:

At nine in the morning you count ten bottles of shampoo, and the system expects ten as well. So there is no difference. During the day you sell two, and in the evening you close the stocktake. The stock then stands at eight, and that is correct.

With every count HairConnect keeps what the system said at that moment. The difference is therefore a statement about the moment of counting — "here the cupboard and the computer were two apart" — and that stays true, even three days later. At closing that difference is added to the level of then, which already contains the sales in between.

Second case: at nine you count twelve bottles while the system expects ten — a difference of two extra. Then three go out at the backbar, so the level drops to seven. At closing it is set to nine: seven plus the two you found too many. Your usage of that day stays, and your counting error is put right.

That is why the list says Verwacht bij het tellen (expected at the time of counting) and not simply "stock": that number is frozen at the moment you counted.

Mistakes are allowed

Count again. Just scan the product once more and fill in the right number. The line is overwritten — the last count is the count — with a fresh level alongside it. That a recount happened stays visible in the list.

Take it off the sheet. If you counted the wrong product by accident, remove that line with the button next to it. As long as the stocktake is open nothing has been booked: the product falls back to "not counted" and keeps its level. After closing that is no longer possible — a stock movement hangs off it by then, and you put that right with a new count, not with an eraser.

Abort the whole stocktake. If it goes badly wrong, you abort it. Nothing is booked and nothing is erased: your counts stay, and you can start over.

The value: what this costs you

At the top of the screen, while you count, you see what the differences are worth together at purchase price:

• how many products you counted, and how many lay differently than expected;
• how many pieces come in and how many go out;
• what that costs or yields in total.

A stocktake that takes eight hundred euros of stock away is a figure for your accountant. So you see it before you close, and it appears once more in the confirmation window.

Products without a purchase price do not count towards that amount. They do count in the number, and underneath it says how many there are. Filling in zero would invent an amount nobody calculated.

The amount no longer moves once you have counted: HairConnect freezes the purchase price at the moment of counting. If a new price list arrives between counting and closing, the amount on your screen stays the amount you find back afterwards.

Closing

Press Opname afsluiten (close stocktake). You get the summary first; only then is anything booked.

What happens then:

• every difference becomes a stock movement with reason Correction, with the counted and the expected level in the note, plus the time at which you counted;
• a product that matched gets no movement — otherwise the history of every product would fill up with lines that say nothing;
• a product you did not count is not touched.

So the stock is never overwritten. Every difference can be traced back: you see who counted, when, how many were there and how many the system expected. That is exactly why you no longer know what happened with that minus four from before, and why with this correction you do.

A correction is not usage. It does not count in Rapporten → Verbruik (Reports → Consumption) nor in Bestellen wat verkocht is (order what was sold). A stocktake therefore does not inflate your order proposal.

Closed stocktakes stay at the bottom of the screen, with what was counted and booked.

Who may do this

A stocktake sits behind its own right: Voorraad tellen (count stock), on the staff record under Team → Medewerkers (Team → Staff). The owner and a manager always have it; an ordinary staff member gets it from the owner.

Counting is work you hand to whoever stands at the shelf, but closing books corrections with a value in euros. That is why the switch is off by default and you grant it deliberately.