# Inventory Counting
Inventory Counting records a physical stock count for a center and compares the counted quantity against the system quantity. Use it to run a full or cycle count, capture variances item by item, and reconcile differences so your recorded stock matches what is physically on hand.
Overview & List View
The Inventory Counting list shows all counts with start date, center, the person in charge, the counter, and status. Use the quick status tabs to switch between Default, Approved, Draft, and Cancelled counts. From the list you can create a new count, open an existing one, edit drafts, or delete drafts.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Inventory count reference number. |
| Start Date | Date the count was started. |
| Center | Center being counted. |
| In Charge | Employee responsible for the count. |
| Counter | Employee performing the physical count. |
| Status | Current status of the count. |
Quick status tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All counts except cancelled. |
| Approved | Approved counts only. |
| Draft | Counts still in draft. |
| Cancelled | Cancelled counts. |
Advanced filters
Filter the list by Id, Item, In Charge, Counter, Center, Notes, Status, Start date, and Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
Quick Start — Run a Count
1. Navigate
Go to Inventory → Inventory Counting from the left menu.
2. Create a new count
Click New. Set the Center, choose the In Charge and Counter employees, then add the items to count. You can add up to 150 items per count.
3. Save and start
Click Save to keep the count as a Draft. Open the count and choose Start from the three-dot menu to lock in the current system quantity for each item and move the count to On Going.
4. Enter counted quantities
Choose Update count and key in the Counted Qty for each item. The system calculates the variance against the system quantity.
5. Finish and resolve
- Finish — closes counting and marks the count as Finished.
- Resolve — review each item's variance, add notes, and mark items as resolved once the difference is reconciled.
| **Field** | **Description** |
|-----------|-----------------|
| Start Date * | Date the count begins. Set automatically and not editable on the form. |
| Center | Center whose stock is being counted. Use the list icon to pull current stock items for the center into the count. |
| In Charge | Employee responsible for the count. |
| Counter | Employee performing the physical count. |
| Notes | Remarks for the count. |
Item Lines — ITEMS (Max 150 items)
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Line serial number. |
| Item * | Item to count. |
| Item code | Item code. Shown when entering counts. |
| Unit * | Unit of measure. Defaults from the item. |
| Counted Qty | Physically counted quantity. Entered during Update count. |
| System Qty | Quantity recorded in the system at the time the count was started. |
| Variance | Counted quantity minus system quantity. Calculated automatically. |
| Is Resolved | Whether the variance has been reconciled. Set during Resolve. |
| Notes | Resolution notes for the line. Added during Resolve. |
> Items already included in another count that is On Going for the same center cannot be added to a new count. This prevents the same stock being counted in two open counts at once.
Count Workflow
A count moves through a fixed sequence of steps. Counted quantity, system quantity, and variance appear once counting has started.
| **Step** | **What happens** |
|----------|------------------|
| Save | The count is created as a Draft with the items to be counted. |
| Start | The current system quantity is captured for each item and the count moves to On Going. |
| Update count | The counter enters the Counted Qty; the variance is calculated for each line. |
| Finish | Counting ends, the end date is recorded, and the count moves to Finished. |
| Resolve | Each line's difference is reviewed and marked Is Resolved. When all variances are resolved, the count moves to Closed. |
How variances are reconciled: Inventory Counting captures and tracks the difference between counted and system quantities. Reconcile the difference with an Inventory Adjustment, then mark the line resolved in the Resolve step. The count does not change stock on its own.
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Edit | Opens the count for editing. | Draft, For Revisal |
| Delete | Permanently removes the count. | Draft, For Revisal |
| Clone | Creates a copy of the count. | All (if permitted) |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Start | Captures the system quantity and begins counting. | Draft |
| Update count | Enters or edits the counted quantity for each item. | On Going |
| Finish | Ends counting and records the end date. | On Going |
| Resolve | Reviews variances and marks lines as resolved. | Finished, Closed |
| Cancel | Cancels the count. | Approved, Finished, On Going, Closed |
| Add/Update Note | Adds or edits an internal note on the count. | All |
| Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Finished, On Going, Closed |
| Print | Prints the count. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not started. Can be edited or deleted. |
| On Going | Counting has started; system quantities are locked and counted quantities can be entered. |
| Finished | Counting is complete; variances are ready to be resolved. |
| Closed | All variances have been resolved. |
| Cancelled | Count has been cancelled. |
Posting note: Inventory Counting does not post to inventory or accounts by itself. It records system quantity, counted quantity, and variance. Stock corrections are made through Inventory Adjustments, which the count tracks as resolved.
Master Update
Master Update lets you change selected header fields on an in-progress count without editing the full document. Open the three-dot menu on the count and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Start Date * | Yes | Cannot be set before the accounts closing date. |
| In Charge | Yes | |
| Counter | Yes | |
| Center, item lines, counted quantities | No | Use Update count for counted quantities; edit the draft for items. |
Click Confirm to save changes or Cancel to close without saving.
Best Practices
- Use the center's stock list icon to pull current items into the count instead of adding them one by one.
- Start the count only when the counter is ready — the system quantity is locked at the moment you choose Start.
- Avoid running two open counts for the same items in the same center at once.
- Post an Inventory Adjustment to correct stock before marking a variance as resolved.
- Add resolution notes so the reason for each variance is recorded for audit.
FAQ
Does Inventory Counting change my stock automatically?
No. It records the variance between counted and system quantities. Correct the stock with an Inventory Adjustment, then mark the line resolved.
Why can't I enter counted quantities yet?
Counted quantities can be entered only after you choose Start, which moves the count to On Going and locks the system quantity.
What does Variance mean?
Variance is the counted quantity minus the system quantity. A positive variance means more stock was counted than recorded; a negative variance means less.
Why can't I add an item to a new count?
The item is already part of another count that is On Going for the same center. Finish or cancel that count first.
When does a count become Closed?
A count moves to Closed automatically once every line with a variance has been marked Is Resolved in the Resolve step.
Can I edit a count after starting it?
Use Update count to change counted quantities and Master Update for header fields. Items can only be edited while the count is in Draft.
What are the counting statuses in order?
Draft → On Going (after Start) → Finished (after Finish) → Closed when all variances are resolved.
Can I create one adjustment for both surplus and shortage lines?
No. When posting from the counting report, create separate adjustments for more-quantity and less-quantity variances.
Does finishing a count lock counted quantities?
After Finish, lines move to resolution. Use Update count only while the count is On Going unless your workflow allows later edits.
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