EOFY Stocktake Tips for NZ Vet Clinics | VetlinkPRO - VetlinkPRO Blog - Expert Insights on modern Veterinary Practice Management Software

As the End of Financial Year (EOFY) approaches for New Zealand businesses, veterinary clinics using VetlinkPRO will be preparing for their annual stocktake. This is a critical task that ensures your inventory records are accurate and your accounting is in order.

To help your clinic manage this process efficiently, we’ve compiled a set of EOFY stocktake tips. Following these steps will help minimise errors, save time, and reduce the need for last-minute support.

If your clinic is planning to use the StockLink App and it has not yet been configured, we strongly recommend contacting the VetlinkPRO Helpdesk as soon as possible.

Before You Generate Stocktake Sheets
Make sure all March transactions are finalised:

• Enter and complete all debtor bills for March, with payment methods applied
• Post all outstanding batched invoices for March
• Enter all March creditor invoices and payments
• Complete any stock transfers between stores prior to generating stocktake sheets

Managing Inactive Stock
Items marked as inactive but with stock on hand will still appear in your stock value report.
To quickly zero these items:

• Run a stocktake for inactive stock only
• Leave the counted column (Column 1) blank to record a zero quantity
• Post the stocktake directly to update your inventory

This ensures inactive stock does not artificially inflate your stock value.

Generating EOFY Stocktake Sheets
Stocktake sheets should be generated for each store (if you have multiple locations) at the end of the last day of the financial year, ideally after trading ends on 31 March.

Please note: Stocktakes cannot be backdated. Sheets must be created before the start of the new financial year.

Performing the Physical Stock Count

• Conduct your physical count on 31 March, preferably outside of normal trading hours
• Use either the StockLink App or printed stocktake sheets
• Check whether each item should be counted in packs or units
• If stock is sold between generating sheets and the count, update the count manually or post a stock adjustment after stocktake

Entering and Posting Stock Counts in VetlinkPRO

• Enter stocktake figures into VetlinkPRO over several days if required, but this must be completed before performing Creditors End of Month
• Ensure the "Col_Total" in the Enter Stock screen matches your intended stock on hand
• Post each stocktake sheet when ready (ensure all stores are posted if applicable)

Completing End of Period and Year Processes
Follow this sequence to close off your accounting periods:

• Perform Debtors End of Month
• Perform Creditors End of Month
• Perform Debtors End of Year
• Perform Creditors End of Year

Statements may be printed before stocktake is completed, but you will not be able to finalise the Debtors End of Month until stocktake is complete.

Further Guidance and Resources
We have provided a detailed manual to assist you with the process:

• Download the Stocktake Manual

Real Results: Save Time and Money with StockLink
One veterinary practice saved over $50,000 in their first year by adopting StockLink and implementing structured stocktake procedures.

• Download the Case Study

A well-planned stocktake helps ensure compliance, supports accurate financial reporting, and improves inventory management. With VetlinkPRO and StockLink, you can complete this vital task with confidence and clarity.