This feature comes with certain plans. If it is not in your menu, it is not in your business's plan.
Start a new count
In Inventory open the Stock counts tab and press New count. Pick the Warehouse and Date, then set What to count:
- Chosen items: search for and add the items you are really counting.
- Every item: a sheet with every active stocked item.
An item you leave out is untouched and gets no difference posted. So count one shelf rather than a long sheet if that is all you are counting today.
Type what you counted
A sheet opens with Expected and Counted. Counted starts at the same figure as the books, so change only the lines that differ. Column 1 in the picture is where you type. The Difference and its value update at once, and you can add a reason in the notes. Press Save to carry on later: the count stays a Draft and moves nothing.
There is no button to delete a draft count. A draft you do not finish stays in the list and has no effect on balances.
Post the count
Press Post the count, button 2. A window shows the Value of the differences and the Difference account, which starts on Inventory shrinkage. Check The entry this will post and press Post the count again.
| Account | Debit | Credit |
|---|---|---|
| Inventory shrinkage | 100.00 | |
| Inventory | 100.00 |
A posted count cannot be edited or cancelled. If you find a mistake afterwards, correct it with a new count of that item or a stock adjustment.
How the difference is worked out
On posting, the system compares your figure with what the books hold for the count date at that moment, not with the figure shown when the sheet began. Invoices keyed during the count are therefore not counted twice. Stock found comes in at the cost on the sheet, and stock missing leaves according to your costing method.
If your business has switched on approval for stock counts, the system asks for it before posting, based on the value of the differences.
The result
The status changes to Posted and the quantities are corrected. If there were differences, a Journal button opens the entry, and the movements appear in Movements with the source Count.
- Draft
- Enter counts
- Post
- Journal
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