A stock-take is the moment of truth for any register: people go and physically count what is there, then compare the count with what the records say. The term comes from inventory (counting goods for sale), but asset teams use it for counting equipment, IT, furniture and tools too — in which case it overlaps with an asset audit. In the US it is more often called a physical inventory or physical count.
The three outcomes of a stock-take
| Result | Meaning | Typical action |
|---|---|---|
| Found | In the register and physically present (ideally at the recorded location) | Confirm; update location if it was elsewhere |
| Missing | In the register but not found | Search, check custody and history, then write off if confirmed lost |
| Unregistered | Physically present but not in the register | Identify, register and tag — or confirm it belongs to someone else |
A fourth, subtler case is found in the wrong place: the asset is present but not where the register says. That is not a loss, but it is a register error worth correcting.
How to run a stock-take
- Scope it — which sites, locations or categories, and the cut-off date and time.
- Freeze or control movement — pause transfers during the count, or record them so they can be reconciled.
- Prepare — print or load the expected list per area, charge scanners, assign counters to areas.
- Count — scan every tag in each area; note untagged items rather than ignoring them.
- Reconcile — compare counts to the register and produce the variance list.
- Investigate — recount or search for missing items; identify unregistered ones.
- Adjust and approve — update the register, write off confirmed losses with approval, and keep the evidence.
- Report and learn — what went missing, where, and why — and fix the process that let it happen.
Barcode vs RFID stock-takes
With QR codes or barcodes, each asset has to be found, turned so its label is visible and scanned one at a time. With UHF RFID, a handheld reader collects every tag in range as you walk, including items inside cabinets and cases. Both produce the same reconciliation; RFID mainly changes how long the counting takes and how many items slip through because a label could not be reached. For a rough view of the difference for your own numbers, try the RFID vs barcode calculator.
Full stock-take vs cycle counting
A full (wall-to-wall) stock-take counts everything at once, typically at year-end. It gives a clean snapshot but is disruptive. Cycle counting counts a portion of assets on a rolling schedule so that everything is covered over a period — less disruption, and errors are found months earlier. Many organizations do both: cycle counts through the year and a lighter full count for the auditors.
Tips for a smoother stock-take
- Clean the register first — duplicates and long-disposed items inflate "missing".
- Tag everything before the count; untagged assets are the slowest part.
- Count by location, not by list, so you also catch unregistered items.
- Keep the evidence: who counted what, where and when.
- Do not adjust the register until variances are investigated and approved.
How Asetavo runs stock-takes
In Asetavo you scope an audit by location, floor or category and assign auditors. Counts are captured with phone scans of QR, barcode or NFC tags, or with bulk UHF RFID reads on the Business plan, and build in real time as you move through the area. Asetavo produces a variance report of found, missing and unregistered assets that you can drill into item by item, then resolve into the register. The mobile app supports offline scanning, and audits can be scheduled to recur.
