Stock Counts

A stock count (also known as a stocktake) compares the actual physical quantity of each product against the quantity recorded in the system. Any difference is treated as a variance and creates an adjustment movement on commit.

When to do a stock count

• Monthly or quarterly for full inventory accuracy
• Before or after a large delivery
• When you suspect unexplained shrinkage
• At financial year end

Step 1 — Initiate a count

Go to Inventory → Stock Counts → New Count.

Choose:

• Scope — Full count (all products) or Partial count (select categories or specific products)
• Warehouse — which location to count
• Freeze stock? — optionally pause sales of the selected products during counting to prevent movements affecting the count

Click Create Count Session. A count sheet is generated with current system quantities (hidden by default to avoid anchoring bias).

Step 2 — Export the count sheet

Click Export Count Sheet to download a CSV or PDF with product names, SKUs, and barcodes. Printed count sheets are used when counting with paper; digital count sheets can be used on a tablet.

Step 3 — Enter count results

As staff complete counting, quantities are entered in Inventory → Stock Counts → [Session]. You can:

• Enter quantities manually for each product
• Scan barcodes to jump to the correct row and enter the quantity
• Import a completed CSV if counts were done on paper

Step 4 — Review variances

Once all quantities are entered, click Review. The system shows side-by-side:

• System quantity (before count)
• Counted quantity
• Variance (+ or –)
• Estimated variance value (at unit cost)

Products with significant variances are highlighted. You can add notes per line (e.g. Damaged units set aside).

Step 5 — Commit the count

Click Commit Count. For each product with a variance, an Adjustment movement is created automatically. The system quantities are updated to match the counted quantities.

Committed counts cannot be undone. A full report is saved under Reports → Stock Counts.