Stock Counts

Overview

Perform physical inventory counts to verify and reconcile stock levels.

Creating a Stock Count

Step 1: Start Count

  1. Go to "Inventory" > "Stock Counts"
  2. Click "Create Stock Count"
  3. You will see the count form

Step 2: Select Location

  • Select warehouse location to count
  • Or count all locations

Step 3: Count Items

  1. Print count sheet or use mobile app
  2. Physically count each item
  3. Record actual quantities
  4. Enter counts into system

Step 4: Complete Count

  • Review all counts
  • Click "Complete Count"
  • System calculates discrepancies

Count Methods

Full Physical Count

  • Count all items in location
  • Most accurate method
  • Time-consuming
  • Usually done annually

Cycle Counting

  • Count items on rotating basis
  • Count subset of inventory regularly
  • Less disruptive
  • Maintains accuracy throughout year

Spot Checking

  • Random count of selected items
  • Quick verification
  • Identifies problem areas

Reconciling Counts

Analyzing Discrepancies

  1. System compares physical count to system records
  2. Identifies items with differences
  3. Shows variance percentage

Investigating Differences

  • Check for data entry errors
  • Review recent transactions
  • Look for unreported damage or loss
  • Verify transfers were recorded

Adjusting Inventory

  1. Review discrepancies
  2. Approve adjustments
  3. Click "Post Adjustments"
  4. System records adjustment entries

Count Reports

Available Reports

  • Count Sheet
  • Discrepancy Report
  • Variance Analysis
  • Count History

Generating Reports

  1. Go to "Inventory" > "Stock Counts"
  2. Click "Reports"
  3. Select report type
  4. Click "Generate"

Best Practices

  • Perform counts regularly
  • Count when business is closed
  • Use multiple counters for verification
  • Investigate all discrepancies
  • Document reasons for adjustments
  • Keep count records for audit

Next Steps

After stock count:

  1. Adjust inventory as needed
  2. Review inventory reports