Archive stocktake results legally secure in the cloud

Why do I have to carry out stockttakes?

Stocktaking is required by law and serves both proper accounting and ensuring an accurate warehouse inventory. It allows the actual stock to be compared with the accounting records and thus ensures compliance with tax regulations. Especially in sensitive sectors such as pharmacies or book retail, stocktaking is essential for identifying overstock, shortages, or expired products at an early stage and taking appropriate action. Furthermore, regular and thorough stocktaking contributes significantly to business planning, quality assurance, and compliance with legal requirements—making it an indispensable tool for responsible business management.

What should stocktake results ideally look like?

Ideally, stocktaking results are complete, error-free, and up to date. They should reflect the actual inventory exactly, without discrepancies between the physical stock and the recorded values in the system. All items—including special items, batch-managed goods, or expired products—should be properly recorded and documented. Ideally, notes on quantity deviations, damaged goods, or items nearing expiration are also included. The data should be available digitally, well-structured, and transferable directly into the ERP or merchandise management system to allow seamless processing and analysis. This creates a solid foundation for planning, controlling, and legally compliant accounting.

Why should I archive my stocktake results in a legally secure way?

The legally compliant archiving of stocktaking results is essential to meet statutory retention obligations and to provide reliable evidence in the event of audits or tax inspections. It protects your company from legal and financial consequences that may arise from missing or incomplete documentation. In addition, proper archiving ensures internal traceability: in cases of warehouse discrepancies or inquiries into stock development, archived inventory data can serve as a trustworthy reference. Only through structured and audit-proof storage can your stocktaking results remain traceable and compliant in the long term.

Reasons why the stocktaking software by COSYS is best suited for this

Digital precision instead of paperwork
The software enables error-free, barcode-based recording of your stock—fast, reliable, and without media disruptions.

Seamless integration into your systems
COSYS can be easily integrated into existing ERP and merchandise management systems—ensuring smooth data flow, direct evaluations, and legally secure archiving.

User-friendly and flexible to use
With its intuitive interface and availability on scanners, smartphones, or tablets, the solution is suitable for every team member—even without IT expertise.

Reliable documentation and traceability
Inventory data is stored centrally, can be securely archived, and retrieved or analyzed at any time—ideal for audits or internal analysis.

High adaptability for your industry
Whether in pharmacies, book retail, or general retail—COSYS meets industry-specific requirements such as PZN, narcotics (BtM), batches, or serial numbers, and provides the right functions for safe data capture.

Conclusion

Careful, legally compliant, and efficient stocktaking is indispensable for every company subject to accounting obligations—both from a legal perspective and for economic security. It ensures accurate inventory levels, prevents losses, and creates a reliable foundation for planning and financial reporting. COSYS Stocktaking Software provides the optimal solution: digital, precise, intuitive to use, and perfectly tailored to industry-specific requirements—for maximum security, efficiency, and compliance in your stocktaking process.