Stock Count

A stock count session lets you audit physical inventory against system records and automatically reconcile any variances. You can count the entire warehouse or focus on 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
• Be aware that stock adjustments will be automatically posted when the count is completed — inform the warehouse team

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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 immediately snapshots the current quantity of every quant in scope. These are the System Quantity values you will 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 displays 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. Leaving a line blank means you have not counted it yet — lines with 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. Could be an unrecorded receipt or a previous under-count.
• Negative variance (counted < system): you found less stock than recorded. Could be unrecorded loss, theft, or damage.

Large or unexpected variances are worth investigating before completing 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)
• The adjustment reason is recorded as stock_count
• For SERIAL/RFID items with missing tags: detaches the serialized unit records for tags not scanned (their link to the quant is cleared, so they are no longer counted as in that bin)

Lines you never counted (counted quantity left blank) are skipped entirely — no adjustment is posted 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. However, stock movements between when the session was opened and when you count a particular location will show as variances. For critical accuracy, count during a quiet period or freeze movements in the area being counted.

Cycle counting: Rather than counting the entire warehouse at once, create targeted single-bin sessions for different locations throughout the week. This spreads the work and keeps records current without a full warehouse shutdown.

Leaving lines blank: Only lines you actually counted are reconciled. If you are doing a partial count and a location was not visited, leave its lines blank.