Stock Count

A stock count compares what the app believes with what your team finds. Nothing changes stock until a person approves each difference.

1. Create→Start counting
2. Count→Review differences
3. Review→Post adjustments
4. Complete

The app shows these four steps across the top of the count.

Before you start

• Your role needs Stock Count at manage level.
• Decide the scope: the whole warehouse, some bins, some items, or a set of bins for a set of items.
• Decide who counts. The count is assigned to one person, and only that person can count it, review it, and post it. Somebody else with the same role cannot take over.
• For RFID stock, select your reader in Settings first.

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Step 1: Create the count

1. Open Stock Counts in the sidebar and click Create stock count
2. Enter the Order Number, for example SC-2601-0001
3. Select the Warehouse
4. Select the Assigned counter
5. Set the scope:

Scope	How to set it	What it snapshots
Whole warehouse	Turn on Whole warehouse	Every stocked bin and item in the warehouse
Whole location	Select bins under Locations	Those bins, and every item in them
Whole item	Select items under Items	Those items, wherever they sit in the warehouse
Location and item	Select both	Those bins for those items, including bins the app believes are empty

6. Click Create count

The bin picker filters by what a bin is for: Storage, Inbound, Outbound, or Transfer. A count can therefore scope a receiving, dispatch, or transit bin, not only the shelves.

The app takes a snapshot of the quantity of every line in scope, and the count opens in DRAFT. The scope and the snapshot are fixed from this moment. You cannot add a bin later, so include the bins you doubt.

Delete a count while it is in DRAFT. Cancel it later. A cancelled count posts nothing, and it freezes each line at the quantity that was on hand when you cancelled.

Count setup in the stepper shows what the count covers: the bins in scope, the items snapshotted, and the lines by tracking type. It stays readable in every status, so you can check the scope of a count that closed months ago.

The Stock Counts list filters by Counter and by Status, and each row carries Cancel count and Delete with a tooltip that says why one is disabled.

Step 2: Count the floor

Click Start counting. The count moves to COUNTING.

The page has two tabs. Manual Count holds the bulk, lot, and serial work. RFID holds the tag sweeps. Each tab has its own bin list, grouped as Uncounted Bins, Counted Bins, and All Bins. A tab that has nothing in scope says so.

Open a bin and count it. The page shows the items in that bin, in sections by tracking type.

Caution

Which bins read as counted is kept in this browser, not on the server. Reload the page and a bin you saved with every line left blank returns to Uncounted. The quantities you saved are safe. The mark on the bin is not.

Bulk and lot items

Enter the Counted quantity for each item. A blank field saves as 0, so leave nothing blank by accident.

Serial items

Scan or type each serial number you find. The app counts the codes for you.

RFID items

Use the RFID tab. Aim at the one bin, click Start RFID scan, sweep the location, then click Stop and save. Every read is classified against that bin:

Outcome	What it means
Matched	The unit is where the app expected it
Missing	The app expected the unit here, and no read found it
Wrong location	The unit is registered to another bin. The app records the misplacement.
Unregistered	The app knows nothing about this code
Already scanned	A duplicate read in the same sweep. It counts once.

A reader sweep records every tag it hears without asking. The confirmation prompt belongs to the typed field beside it: when you type a code that is unregistered or registered elsewhere, the app shows what it found and offers to let you retype it. Take that offer when your fingers slipped. Otherwise log the read, because what to do about it is decided at the review step.

If the reader is unavailable, type the codes into the same field. The app says so on the panel.

Whole Warehouse View sweeps without naming a bin. Each tag is filed against the bin the app has on record for it, and a tag that belongs outside the scope of this count is stored as a wrong-location read.

Click Save this bin. The bin moves to Counted Bins, and the next bin is waiting. To sweep it again, open it from Counted Bins and click Rescan this bin.

Caution

A bin you never count is treated as counted 0. It appears in the review as a shortage of everything the bin held. That is deliberate: it makes a skipped bin impossible to miss. Go back and count the bin, or decide it in the review.

Step 3: Review each difference

Click Review differences. The review lists every item in the count, in three sections: Bulk & Lot, Serial, and RFID. An item whose count matches its snapshot shows Matched and needs nothing from you.

An item whose count differs needs one decision.

• Approve posts the difference to stock.
• Reject records that you looked and decided not to change stock.
• A reason is required either way. The reason is stored with the count.

Read the difference before you decide. A shortage may be theft, damage, or an unrecorded issue. A surplus may be an unrecorded receipt or an earlier miscount.

To give the same reason to every undecided row of a table, type it once and use the button that copies it down the table.

Two more tables sit under the decisions: the wrong-location reads and the unregistered reads. They record what the sweep found. They post no stock, and they do not hold up Post adjustments.

While the count is still COUNTING, you can correct a mis-scan from the review: add a code that was missed, or undo a read that should not be there. Open the code list on the item to do it.

When stock moved during the count

The warehouse does not stop while you count. If an order moved an item after the snapshot, the app says so and shows the arithmetic: the snapshot, the movement since the snapshot, your counted figure carried forward, and the result an approval would leave.

Open Movements since the snapshot on the item to see the documents that moved it.

The app blocks an approval that would drive a bin below zero. When that happens, count the bin again rather than forcing the number.

Note

An approval on a bin you never counted corrects nothing for that bin, because the count holds no quantity to post. Count the bin instead.

Step 4: Post the adjustments

When every difference has a decision, click Post adjustments.

For each approved difference, the app applies the difference to the stock as it stands now, and records a stock_adjustment row in the ledger that names this count. It adds or subtracts the gap between your count and the snapshot. It does not overwrite the bin with the number you typed, so a receipt that landed during the count is not undone by posting. Your reason stays on the count, beside the difference. Serial and RFID units that no read found are detached from their bin, so they stop counting as stock. Rejected differences change nothing.

The count moves to COMPLETED and shows the lines adjusted, the net adjustment, who counted, and when it closed. Nothing in a completed count can be edited.

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Working practice

Count in small pieces. A single-bin or single-item count takes minutes and needs no shutdown. A rolling series of small counts keeps records honest better than one yearly count of everything.

Count quiet areas during quiet hours. Every movement between the snapshot and your count shows up as a difference you then have to explain.

Fix the cause, not only the number. A bin that drifts every count has a process behind it: a picking route, a shared bin, an untrained step. The adjustment corrects the record. It does not correct the cause.