Stock Counts

Verify actual inventory through physical counting.

Count Types

Full Physical Count

Count all inventory:

• Typically annual
• May require operations pause
• Most comprehensive

Cycle Counting

Count portions regularly:

• Ongoing throughout year
• No operations pause needed
• Based on schedule or triggers

Spot Count

Count specific items:

• Triggered by discrepancy
• Random audit
• High-value verification

Count Workflow

Status Definitions

Creating Stock Counts

Step 1: Plan Count

1. Go to ERP > Stock > Stock Counts
2. Click New Stock Count
3. Configure:
   • Stock site
   • Count type
   • Products/categories to include
   • Scheduled date

Step 2: Generate Count Sheet

1. Click Generate Count Sheet
2. System creates list of items
3. Optional: Hide expected quantities

Step 3: Perform Count

1. Assign counters
2. Physically count items
3. Enter counted quantities
4. Note any issues

Step 4: Review Results

1. Compare counted vs expected
2. Review discrepancies
3. Investigate significant variances
4. Document findings

Step 5: Approve and Adjust

When a count is submitted for approval, all tenant administrators receive an in-app notification linking directly to the count, so an approver knows to review it without having to poll the overview.

1. Approve count results
2. System creates adjustments
3. Inventory updated

Count Methods

Blind Counting

Counter doesn't see expected quantity:

• Reduces bias
• More accurate
• Recommended for audits

Assisted Counting

Counter sees expected quantity:

• Faster execution
• Confirm-and-adjust approach
• Good for verification

Barcode Counting

Scan items during count:

• Very accurate
• Faster for many items
• Requires equipment

Cycle Counting Strategies

ABC Analysis

Count by value/velocity:

Location-Based

Count by physical area:

• Rotate through locations
• Complete facility over time
• Systematic coverage

Random Sampling

Statistical approach:

• Random product selection
• Confidence level based
• Efficient for large inventories

Handling Discrepancies

Small Variances

Within tolerance:

1. Approve adjustment
2. No investigation required
3. Monitor patterns

Significant Variances

Above tolerance:

1. Recount to verify
2. Investigate cause
3. Document findings
4. Approve with notes

Common Causes

Refreshing System Quantities

The System quantity shown next to each counted item is a snapshot taken when the product was added to the count — it does not update on its own when stock transactions change afterwards.

So if the system was behind reality at the time the count was created (e.g. a delivery or issue hadn't been booked yet), the variance will keep showing the old figure even after you book the missing transactions.

To fix this, book the outstanding transactions and then click Refresh System Qty on the count. This re-reads the current system stock levels onto the count and recalculates the variance.

• Available on a count at any stage before it is completed (Draft, Counting, and Review).
• Your physically counted quantities are kept — only the System column and the resulting variance change.
• During review, any product whose System figure changes has its approval cleared, so it must be reviewed again against the corrected variance.

Count Reports

Best Practices

Preparation

• Notify operations team
• Complete pending transactions
• Organize storage areas
• Brief counters

Execution

• Count systematically
• Double-count high-value items
• Document issues immediately
• Don't adjust before approval

Follow-up

• Investigate large variances
• Update procedures as needed
• Train on common errors
• Track accuracy trends

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