Performing a Stock Count using the Stock Count Report (non-App)

Stock counts are an important part of your Inventory system. Even though the system provides you with a real time view of your stock levels it is still important to carry out regular stock count checks. This is because items can get misplaced, broken or lost, or they may not have been properly checked into or out of inventory.  

Performing a Stock Count, using a Count sheet

An alternative to using the App is to print a stock count report page and note the stock quantity on the page, updating the online Stock Count report afterwards. The Stock Count report can be found in the Inventory - Reports section by clicking on Stock Count:

A page of previously created stock counts is first displayed:

You can click on a previous stock count report's Date and time column value to view and edit it: 

or create a new stock count by clicking on the Create New Report button:

Please note that any figures entered or changed are automatically saved. However, once you click the Finalise button it can no longer be changed.

The Stock Count Report displays a count box in the right-side column where you can enter the stock count. To the left is the current On Hand stock count on the system. This figure can be helpful if it is significantly different to your stock count as it may indicate items stored elsewhere, or items incorrectly classified in the section you are counting.

After updating the Count figures in the report there may be differences between the system calculated On Hand quantity and the Count quantity. If this is the case it is important to update the On Hand figures with the correct ones. 

To do this, click on the On Hand column number to be changed. A popup will appear and you are then able to adjust the On Hand figure:

You have an option at the same time to indicate the type of adjustment:

• Item Used, where the Count figure is less than the On Hand figure and a usage activity needs to be recorded
• Adjustment Out, where the Count figure is below the On Hand figure, possibly due to a write off of an item
• Adjustment In, where there the Count figure is greater than the On Hand figure, such as when an item is being added back into stock.
• Transfers Out / In where there has been a transfer to another location but the transfer hasn’t been recorded.

Please ensure correct Quantity, Date, and Time when creating a new adjustment. Give a short description to the adjustment in the Details box to help identify or understand the reason for the adjustment at a later date, then click Save:

The On Hand value will show the updated value for the stock item:

and the adjustment will appear on relevant pages across the Inventory system, for example, on the stock item's page:

and in the Activity Report:

and in the Inventory Dashboard:

Please note however that if a Usage Report has been already been created before the adjustments were saved, then the Usage Report may need to be rerun as it may no longer be accurate.

Please refer to the Stock Usage Report for more information.

Performing a Stock Count using the App

The easiest way to carry out a count is to use the App on your phone or tablet. Open the App and go to the Stock area to locate the item, or Scan a stock item QR code. Either way, this will display the item with an option to click the Set button to record the stock quantity.

For details please see the article on using the App to record a stock count.