Stock Count

A stock count session audits physical inventory against system records and reconciles any variances for you. You can count the whole warehouse or just a single bin.

Before you start

• You need the create:stock-count and update:stock-count permissions
• Plan whether you want a full warehouse count or a single-bin count
• For RFID items, have your RFID reader available
• The system posts stock adjustments automatically when the count is completed, so tell the warehouse team first

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Step 1: Create the count session

1. In the sidebar, open Internal → Stock Count and click ADD STOCK COUNT
2. Select the warehouse
3. Choose the scope:
   • Leave bin empty for a full warehouse count (all quants in the warehouse)
   • Select a specific bin for a targeted count of that location only
4. Add notes if needed
5. Click Create

The system snapshots the current quantity of every quant in scope right away. These are the System Quantity values you count against.

The session is created in DRAFT status with one count line per quant. Each line starts with Counted Quantity = blank.

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Step 2: Count the stock

Go to the physical location(s) and count what is actually there.

BULK and LOT items

For each count line:

1. Open the line
2. Physically count the units at that bin (for the specific lot, if LOT-tracked)
3. Enter the counted quantity
4. Save. The system calculates and shows the variance (counted - system)

SERIAL items

For each count line:

1. Open the line
2. Scan or type each serial number present at the bin
3. The system counts the scanned codes and sets the counted quantity automatically
4. Save

RFID items

For each count line:

1. Open the line
2. Scan all RFID tags at the bin using your reader
3. The scanned codes set the counted quantity
4. Save

You can fill in lines in any order. A blank line means you have not counted it yet. Lines with a null counted quantity are ignored when the count is completed.

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Step 3: Review variances

Before completing, review any lines with a non-zero variance:

• Positive variance (counted > system): you found more stock than recorded. This could be an unrecorded receipt or an earlier under-count.
• Negative variance (counted < system): you found less stock than recorded. This could be unrecorded loss, theft, or damage.

Investigate large or unexpected variances before you complete the count.

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Step 4: Complete the count

1. Open the count session and click Complete
2. Confirm

The session moves to COMPLETED. For every counted line with a non-zero variance, the system:

• Posts an automatic stock adjustment to bring the quant quantity in line with the counted quantity (this records a system_correction inventory transaction)
• Records the adjustment reason as stock_count
• For SERIAL/RFID items with missing tags: detaches the serialized unit records for tags you did not scan (their link to the quant is cleared, so they no longer count as being in that bin)

Lines you never counted (counted quantity left blank) are skipped. The system posts no adjustment for them.

A completedAt timestamp is recorded on the session.

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Tips

Running counts without stopping operations: You can record counts while the warehouse is active. But any stock that moves between the moment you open the session and the moment you count a location will show up as a variance. When accuracy matters, count during a quiet period or freeze movements in the area you are counting.

Cycle counting: Instead of counting the whole warehouse at once, create single-bin sessions for different locations across the week. This spreads out the work and keeps records current without shutting the warehouse down.

Leaving lines blank: Only the lines you actually counted get reconciled. If you are doing a partial count and never visited a location, leave its lines blank.