How to do a stock count

A stock count is counting the goods in a warehouse and comparing the result with what the program shows. It is done when stock in the program no longer matches the shelf, and also regularly, once a month or quarter.

The "Stock count" document changes nothing in stock by itself. It only records the difference; two separate documents settle it: a Write-off (less goods than in the program) and a Stock receipt (more goods).

Step 1. Create a stock count

1. Open "Warehouse" → "Stock counts" and click "+ Create".
2. Choose the warehouse. A count is always for one warehouse.
3. Click "Fill from stock": every product the program has in this warehouse goes into the table with the "Calculated stock" column. "Fill from catalog" adds all catalog products, if you also want to check those that "should not be there".
4. Save the document.

Step 2. Count and record the facts

Count the goods on the shelves and enter the quantity in the "Actual stock" column of every row. The program immediately shows the "Difference" (in units) and the "Surplus/shortage" (in hryvnias at the product price). At the bottom are the totals: surplus, shortage and the overall difference.

With many products, the counted quantities can be loaded from a file with "Import stock" or scanned.

Step 3. Settle the difference

When all rows are filled in, click "Create document":

• "Write-off" - the program creates a document for every row where the count is below the calculation. In the example, two "Lavender" candles are missing. Post the write-off: stock drops to the counted amount and the cost goes to expenses.
• "Stock receipt" - for rows where the count is higher. In the example, an extra photo frame. Post it: stock increases.

After both documents are posted, the "Stock" report shows exactly the numbers you counted on the shelf. Post the stock count itself too: the "Posted" toggle marks the count as finished, and the document is no longer edited.

Write-off without a stock count

A broken vase, spoiled goods, a free sample: create "Warehouse" → "Write-offs" directly: warehouse, lines, quantity, a comment on why. Likewise a "Stock receipt" without a count, when goods appeared without a supply (found in the warehouse, received as a gift, entering opening stock when you start using the program).