How to Perform a Stocktake in Gearbox

Overview

Gearbox provides two flexible methods for stocktaking:

• Generate Stocktake Reports: Print reports to manually compare physical counts against what’s recorded in the system.
• Update Stock Directly in Gearbox: Enter adjustments straight into the system using the Stock Adjustment page.

You can choose the method that best suits your workflow, or use both together.

Generating a Stocktake Report

1. Go to Parts Parts.

   

2. Click the Reports button.

   

3. Choose one of the following reports to export as either PDF or XLSX:
   • Stocktake Report – Lists all stocktake-enabled parts with a blank column for manual count entry.
   • Stocktake with Prices – Same list as above but includes total values, no column for manual counts.
   • Stocktake – Consignment Parts Only – Lists only consignment stock.
   • Stock Adjustment Report – (XLSX only) Includes a list of stock adjustments made during the selected period.

Adjusting Stock Levels

Once you’ve reviewed your physical counts, you can apply any corrections in Gearbox using one of two options:

Option 1: Use the Stock Adjustment Page

1. Go to Parts Stock Adjustments and click Add New.
2. Enter your adjustment date, description, and notes.
3. Click Save and Continue, then use Add Item to apply changes to individual parts.
4. For each part, you can:
   • Enter the new quantity (final amount)
   • Or enter the difference (change in quantity)
5. Save each entry to apply the adjustments.

For a full step-by-step guide, see: Stock Adjustments in Gearbox

Option 2: Use the Stocktake Parts Table

1. Go to Parts Stocktake Parts and choose the part you want to update by selecting the Adjust Button.

2. Fill in the adjustment details — including label, date, site, and quantity or difference.

Click Create Stock Adjustment to finalise.

Using Imports for Bulk Stocktake (Advanced)

If you need to update a large number of parts at once, you can use the Import option under Stock Adjustments.

1. Download the template and enter details for each part.
2. Upload the file to import all adjustments in bulk.

Required fields include:

• Label – This appears as the Description/Ref#
• Adjustment Date
• Part – Must exactly match a part number already set up in Gearbox
• New Quantity or Difference – Use one or the other
• Site – If using Multisite Inventory

This is particularly useful for year-end stocktakes or large updates.

Need Help?

If you’re unsure which method to use, or need help with large stock adjustments, get in touch at [e-mail].