Stock counts

Where

Stock → Counts & Periods → Stock Counting → Stock Counts

Plan

Growth and above

Permission

Inventory → Count

A stock count compares what you actually have on the shelf against what the system thinks you have, then corrects the system.

Read this before you start counting

A count cannot be saved and resumed. Once you click Save draft there is no way back into that sheet — there is no Edit action and no screen that re-opens it. Your only options become posting it exactly as it stands, or deleting it and starting again.

So you must finish a count in one sitting, or deliberately break the shop into several small counts that each fit in one session.

Worse, every Counted box starts pre-filled with the figure the system expects. A half-finished sheet that gets posted does not flag the lines you never reached — it silently confirms them all as correct.

How to count your shop

1. Set the branch you are counting in the top bar.
2. Go to Stock → Counts & Periods → Stock Counting → Stock Counts and click New count.
3. Optionally give it a Name like Sunday full count, pick a Count type (Physical, Cycle or Spot — these are labels only, they behave identically), set the Count date (not in the future) and add Remarks.
4. Add the items you are counting, one of two ways:
   • Click Add product, choose the Product and Variant, and Save. Repeat.
   • Or scan. The first scan of an item adds a line with Counted set to 1; each further scan adds one more — so you can tally by scanning each unit.
5. For each line, type what you actually counted into Counted. The Variance badge updates as you type: grey for no difference, green for a surplus, red for a shortfall.
6. Scroll the whole list and check the variances. This is the only review step there is.
7. Click Save & post.

There is no “count everything” button

You add products one at a time. There is no way to load every item at a branch, and no way to count by category, brand or shelf — location is the only scope.

For a large shop this is a long job, which collides with the no-resume rule above. Plan it as several smaller counts.

Scanning a product that has variants

A barcode identifies a product, not a variant. If your sheet already has several variant lines for that product, the scan cannot tell which one you mean, so it adds a new base-product line instead of adding to one. Use Add product for variants.

Two more things that will catch you out

Trading is not paused

Nothing stops sales while a count is open, and the variance is not worked out against the figures you saw when you built the sheet. At the moment you post, the system compares your counted quantity against the live figure.

Count and post close together. A sheet built this morning and posted after a busy afternoon will post differently from what it showed you.

Two people cannot share a count

Because a saved sheet cannot be re-opened, a count belongs to whoever is holding the device. There is no way to split one sheet between counters or merge two people’s work.

One count, one person, one device. To use several counters, give each their own count covering a different part of the shop.

What posting does

Posting is the point of consequence, and it needs its own permission — someone can be allowed to prepare counts without being allowed to post them.

At that moment:

• Each line’s difference is worked out against the live quantity.
• Stock moves, and a movement is written to the ledger as a stocktake.
• The value is settled: a surplus creates new stock value, a shortage draws down what was there at real cost.
• One accounting entry is posted for the whole count — inventory against stock gain or loss — not one per line.

If your shop requires approval for counts, the count parks instead and posts in full when approved.

Posting is blocked if the count’s date falls inside a locked inventory period.

A posted count cannot be undone

There is no unpost or void. The only way to correct one is a posting-batch correction — and that screen is not built yet, so today a wrong posted count cannot be fixed from inside the app. Check before posting.

Batch and serial items

A batch-tracked item is counted as one total for the branch, not batch by batch. The count screen has no batch or serial picker, so a count cannot tell you which lot the shortage was in.

Inventory periods

Where

Stock → Counts & Periods → Inventory Periods

Plan

Enterprise and above

Permission

Inventory → Period

A period is a named date range for a company, optionally narrowed to one branch. Locking it blocks any stock movement dated inside that window, including a count that would post into it.

Two things to know:

• This is not the finance period. They are separate locks that do not affect each other. Closing your books in finance does not stop stock moving, and locking stock does not close the books.
• A locked period can still be deleted, and deleting it removes the lock. Editing a locked period is properly blocked; deleting it is not.

Not built yet

These appear in the menu but open a placeholder:

	What exists behind it
Mobile Stock Count	Nothing separate — the ordinary count screen works on a phone and supports scanning.
Count Posting Batches	A full engine for posting several counts together, and for correcting a posted count. Unreachable.
Count Reconciliation	Sign-off reporting on a batch. Unreachable. There is a separate working Count Variance report, which is a simpler per-line list.
Cycle-Count Schedules	Recurring partial counts. The automation genuinely runs on the server, but with no screen to create a schedule, nothing ever triggers it.

Related

• Stock adjustments — correcting one item without a count
• Approvals