> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/allegro/ralph/llms.txt
> Use this file to discover all available pages before exploring further.

# Stock Taking (Inventory Verification)

> Enable employees to verify their assigned equipment through self-service stock-taking

Ralph's stock-taking feature streamlines the inventory verification process by allowing employees to confirm their assigned assets quickly through a self-service interface.

## Overview

Stock-taking provides:

* **Self-service verification** - Employees confirm their own equipment
* **Automated tagging** - Assets are tagged automatically upon confirmation
* **Warehouse-based** - Enable per warehouse or region
* **Audit trail** - All confirmations recorded in asset history
* **Missing asset reporting** - Track items that can't be located

## Enabling Stock Taking

Stock-taking can be enabled at two levels:

### Warehouse Level

<Steps>
  <Step title="Navigate to Warehouses">
    Go to **Back Office → Warehouses** or visit `/back_office/warehouse/`
  </Step>

  <Step title="Edit Warehouse">
    Select the warehouse where you want to enable stock-taking.
  </Step>

  <Step title="Enable Stock Taking">
    Check the **Stocktaking enabled** checkbox.

    This enables stock-taking for all assets in this warehouse.
  </Step>

  <Step title="Configure Tag Suffix (Optional)">
    Set **Stocktaking tag suffix** to differentiate tags by warehouse.

    Example: Set to "WH1" to create tags like `STOCK-WH1`
  </Step>

  <Step title="Save Changes">
    Click **Save** to activate stock-taking for the warehouse.
  </Step>
</Steps>

### Region Level

<Steps>
  <Step title="Navigate to Regions">
    Go to **Settings → Regions** or visit `/accounts/region/`
  </Step>

  <Step title="Edit Region">
    Select the region where you want to enable stock-taking.
  </Step>

  <Step title="Enable Stock Taking">
    Check the **Stocktaking enabled** checkbox.

    This enables stock-taking for all users in this region.
  </Step>

  <Step title="Save Changes">
    Click **Save** to activate stock-taking for the region.
  </Step>
</Steps>

<Note>
  An asset is eligible for stock-taking if **either** its warehouse or its user's region has stock-taking enabled.
</Note>

## Employee Stock-Taking Process

Once enabled, employees see stock-taking options in their equipment view.

### Accessing My Equipment

<Steps>
  <Step title="Navigate to My Equipment">
    Employees click **My Equipment** from the user menu.
  </Step>

  <Step title="Review Assigned Assets">
    The page shows all assets assigned to the employee.
  </Step>

  <Step title="Confirm or Report Missing">
    For each asset, two options appear:

    * **Yes, I have it** - Confirms possession
    * **No, I don't have it** - Reports missing
  </Step>
</Steps>

### Confirming Asset Possession

When an employee confirms they have an asset:

<Steps>
  <Step title="Click Confirmation">
    Employee clicks **Yes, I have it** for the asset.
  </Step>

  <Step title="Review Asset Details">
    A confirmation page shows:

    * Barcode/Inventory number
    * Category
    * Manufacturer
    * Model
    * Serial number
  </Step>

  <Step title="Confirm">
    Employee confirms the information is correct.
  </Step>

  <Step title="Asset Tagged">
    Ralph automatically adds inventory tags to the asset:

    * Base tag: `INVENTORY` (or configured value)
    * Warehouse suffix: `INVENTORY-WH1` (if configured)
    * User tag: `INVENTORY-USER`
    * Date tag: `INVENTORY-2024-03-15` (if enabled)
  </Step>
</Steps>

### Reporting Missing Assets

When an employee reports an asset as missing:

<Steps>
  <Step title="Click Missing Report">
    Employee clicks **No, I don't have it** for the asset.
  </Step>

  <Step title="Asset Tagged as Missing">
    Ralph adds a "missing" tag to the asset.
  </Step>

  <Step title="Contact Information">
    Employee sees instructions to contact the asset management team.
  </Step>
</Steps>

## Stock-Taking Tags

Tags are automatically applied to track stock-taking status.

### Default Tags

**Base Tag**

* Default: `INVENTORY`
* Configured via: `INVENTORY_TAG` setting

**User Tag**

* Default: `INVENTORY-USER`
* Configured via: `INVENTORY_TAG_USER` setting

**Missing Tag**

* Default: `INVENTORY-MISSING`
* Configured via: `INVENTORY_TAG_MISSING` setting

### Warehouse-Specific Tags

When a warehouse has a stocktaking tag suffix:

```
Base tag: INVENTORY
Warehouse suffix: WH1
Resulting tag: INVENTORY-WH1
```

This helps differentiate stock-taking campaigns across warehouses.

### Date Tags

If `INVENTORY_TAG_APPEND_DATE` is enabled:

```
Base tag: INVENTORY
Date tag: INVENTORY-2024-03-15
```

Date tags help track when stock-taking occurred.

## Configuration Settings

Configure stock-taking behavior in Django settings:

```python theme={null}
# Base inventory tag
INVENTORY_TAG = 'STOCK'

# User confirmation tag
INVENTORY_TAG_USER = 'STOCK-USER'

# Missing asset tag
INVENTORY_TAG_MISSING = 'STOCK-MISSING'

# Append date to tags
INVENTORY_TAG_APPEND_DATE = True

# URL for reporting missing assets
MISSING_ASSET_REPORT_URL = 'https://helpdesk.example.com/report-missing'
```

## Asset History Tracking

All stock-taking actions are recorded in asset history:

* Timestamp of confirmation
* User who performed the action
* Tags added
* Comments indicating stock-taking event

This creates a complete audit trail.

## Common Workflows

### Annual Stock-Taking Campaign

<Steps>
  <Step title="Enable Stock-Taking">
    Enable stock-taking on relevant warehouses or regions.
  </Step>

  <Step title="Notify Employees">
    Send email notification asking employees to verify their equipment.
  </Step>

  <Step title="Monitor Progress">
    Track completion by filtering assets with inventory tags.
  </Step>

  <Step title="Follow Up on Missing">
    Contact employees who reported missing assets.
  </Step>

  <Step title="Generate Report">
    Export list of verified and missing assets.
  </Step>

  <Step title="Disable Stock-Taking">
    Uncheck the enabled boxes when campaign is complete.
  </Step>
</Steps>

### New Employee Onboarding

<Steps>
  <Step title="Assign Equipment">
    Assign assets to new employee in Ralph.
  </Step>

  <Step title="Employee Verifies">
    New employee logs in and confirms receipt via My Equipment.
  </Step>

  <Step title="Assets Tagged">
    Automatic tagging confirms handover is complete.
  </Step>
</Steps>

### Department Reorganization

<Steps>
  <Step title="Enable Regional Stock-Taking">
    Enable for the affected region.
  </Step>

  <Step title="Employees Verify">
    All employees in region confirm their equipment.
  </Step>

  <Step title="Identify Discrepancies">
    Find assets that are assigned but not confirmed.
  </Step>

  <Step title="Correct Records">
    Update asset assignments based on actual possession.
  </Step>
</Steps>

## Reporting and Analysis

### Finding Verified Assets

Filter assets by inventory tags:

```bash theme={null}
# API: Assets verified in stock-taking
curl "https://<YOUR-RALPH-URL>/api/back-office-assets/?tags__name=INVENTORY" \
  -H "Authorization: Token YOUR_TOKEN"
```

### Finding Missing Assets

```bash theme={null}
# API: Assets reported as missing
curl "https://<YOUR-RALPH-URL>/api/back-office-assets/?tags__name=INVENTORY-MISSING" \
  -H "Authorization: Token YOUR_TOKEN"
```

### Stock-Taking Completion Rate

1. Count total assets assigned to users
2. Count assets with inventory tags
3. Calculate percentage: (tagged / total) × 100

## Tips and Best Practices

<Tip>
  **Clear Communication**: Send clear instructions to employees before starting stock-taking.
</Tip>

<Tip>
  **Set Deadlines**: Give employees a specific timeframe to complete verification.
</Tip>

<Tip>
  **Use Date Tags**: Enable date tags to track multiple stock-taking campaigns over time.
</Tip>

<Tip>
  **Warehouse Suffixes**: Use different suffixes for different locations to track regional campaigns.
</Tip>

<Warning>
  Stock-taking tags are added automatically. Don't manually add inventory tags as they'll be overwritten during the next campaign.
</Warning>

## Integration with Regular Stock-Taking

<Note>
  Self-service stock-taking complements, but doesn't replace, traditional physical inventory counts.
</Note>

Use both methods:

* **Self-service**: Quick verification for standard equipment
* **Physical audit**: Detailed verification for high-value or sensitive items

The tagging system works for both approaches.

## Troubleshooting

<Accordion title="Stock-taking option not visible">
  * Verify stock-taking is enabled on warehouse or region
  * Check that asset is assigned to a user
  * Confirm user is logged in and viewing My Equipment page
  * Verify user has permission to access My Equipment
</Accordion>

<Accordion title="Tags not being applied">
  * Check INVENTORY\_TAG settings are configured
  * Verify user has permission to modify assets
  * Review asset history for error messages
  * Check that tags don't already exist
</Accordion>

<Accordion title="Can't disable stock-taking">
  * Uncheck the "Stocktaking enabled" box on warehouse/region
  * Save the changes
  * Already-applied tags remain for audit purposes
  * New confirmations won't be accepted
</Accordion>

## Related Documentation

* [Custom Fields](/user-guide/custom-fields) - Add custom inventory data
* [Dashboards](/user-guide/dashboards) - Visualize stock-taking progress