Count Item

Module Guide: Stock Count Sheet

Module Location

Inventory > Item/Service > Stock Count Sheet

Module Objective

The Stock Count Sheet module functions as a digital count sheet for the Stocktake or physical inventory process. This module displays a list of items along with their stock balance according to the system and provides a special column for inputting the results of the actual physical count in the warehouse.

1. Main View (Count Sheet)

The main page of this module is a list of items that has been formatted for a stocktake activity.

View Explanation & Filters

• Filters: You can filter the list of items to be counted by Item/Service Category Type, Category, and Status.

• Month Period: Select the month and year of the stocktake period to be performed.

Key Column Explanation

• Qty in Warehouse: Shows the stock quantity for each item according to the system's records before the physical count.

• Stocktake: This is the main input column. This is where you enter the quantity that you physically counted in the warehouse.

• Stocktake Balance: This column will automatically calculate the difference between the Qty in Warehouse (system) and the Stocktake (physical).

2. Steps to Perform a Stocktake

1. Prepare the Count Sheet:

   • Use the filters to display the items that will be counted (for example, all Active FINISHED GOODS).

   • You can print this page or export it to Excel to be brought to the warehouse as a checklist.

2. Perform the Physical Count: The warehouse team conducts the physical count for each item on the list.

3. Input the Count Results: Return to this module and enter the physical count results for each item into the corresponding Stocktake column.

4. Review the Difference: After all data is input, check the Stocktake Balance column. A non-zero number in this column indicates a stock discrepancy (a shortage or surplus) that requires investigation.

5. Adjustment Process: After the discrepancy is investigated and validated, the next step is to create an Inventory Adjustment transaction in another module to align the stock quantity in the system with the physical count results.

Tips & Important Notes

• This module is for the preparation and recording step in the stocktake process. The action to adjust the stock in the system is done in a separate module.

• To get an accurate Qty in Warehouse, ensure all goods movement transactions (receipts, shipments) have been fully recorded before starting the stocktake.

• This is a fundamental work tool for the Warehouse and Inventory Accountant teams, performed periodically.