How to conduct a stocktake in multi-location warehouses or retail branches

Stocktaking is already a demanding process—but when your business operates across multiple warehouses or retail branches, the complexity multiplies. Different locations often use varying methods, tools, and workflows, making it difficult to maintain inventory accuracy and transparency at scale. Without a standardized approach, businesses face costly issues: discrepancies, stockouts, overstocking, and delayed decisions.

That’s where COSYS stocktaking software comes in. Designed for multi-site operations, it provides a unified, intuitive platform to streamline and simplify even the most complex inventory counts—so every location counts consistently, and you get real-time insights at every step.

Why traditional stocktaking falls short

Many companies still rely on paper-based methods or disconnected Excel sheets to manage stocktakes. These outdated systems introduce a host of problems:

• Human error and duplication during manual entry
• Inconsistent procedures across locations
• Lack of visibility for central management
• Delayed reporting, reducing responsiveness

When stocktakes are done differently at each branch, reconciling inventory becomes a guessing game—especially with no real-time feedback.

The COSYS Advantage: centralized, mobile, and scalable

COSYS stocktaking software is purpose-built for distributed operations. It provides:

• A cloud-based backend that centralizes inventory data from all locations
• A mobile app for fast, intuitive on-site data capture
• Seamless integration with existing ERP or inventory systems
• Scalable design that supports operations from 2 to 200+ locations

Whether you're managing warehouses, retail outlets, or field stock, COSYS ensures every count is accurate, standardized, and accessible in real time.

The stocktaking software by COSYS offers a range of powerful features specifically designed for businesses with multiple locations. It ensures accurate counting via barcode scanning at each individual warehouse or branch, maintaining consistency across all sites. With real-time data exchange and monitoring, managers can track progress live and immediately identify discrepancies or delays. The software’s multi-client capability allows different subsidiaries or departments to operate within the same system while keeping data securely separated. Additionally, integrated Business Intelligence tools provide detailed insights—such as stocktake duration, quantities captured per stocktaker or branch, and overall performance—empowering better decision-making and continuous process optimization.

Step-by-Step: How a COSYS-Powered stocktake works

Here’s how the process typically looks:

1. Planning & Setup
   • Import item master data and assign users/locations via the COSYS backend.
2. On-Site Execution
   • Employees use the mobile app to scan and count items, with instant validation.
3. Live Monitoring
   • Managers can view real-time progress and address issues immediately.
4. Data Validation
   • Automated checks ensure data integrity before it’s finalized.
5. Reporting & Sync
   • Export clean, actionable reports and update your ERP or inventory system.

The result? Faster stocktakes with fewer errors and full visibility from start to finish.

Conclusion: Stocktaking doesn’t have to be a headache

Stocktaking across multiple locations used to mean stress, delays, and uncertainty. But with COSYS stocktaking software, it becomes a streamlined, reliable process that empowers your teams and gives management the clarity they need.

Whether you operate warehouses, stores, or mobile units—COSYS gives you the tools to count confidently, act quickly, and grow strategically.