Inventory Counts

An Inventory Count records a physical count of selected ingredients at one branch. It compares the entered quantity with the system quantity and, once approved, posts only the variance as an audited stock adjustment.

Use counts for scheduled stocktakes, cycle counts, and reconciling a discrepancy. A count does not alter stock while it is in draft.

Count Lifecycle

Draft → Approved
  └──→ Cancelled

• Draft: editable and can be deleted or cancelled. No stock has changed.
• Approved: final. Any non-zero variance has been posted as a stock movement.
• Cancelled: final. No stock is posted.

Index Page

The Inventory Counts list shows the reference number, branch, count date, status, item count, approver, and approval date.

Filters

• Branch — show counts for a branch. Branch-assigned users are limited to their branch.
• Status — Draft, Approved, or Cancelled.
• From / To — filter by date range.

Actions

• Create Inventory Count — starts a draft count.
• Open / Show — view count details, variances, generated adjustments, and audit information.
• Edit — available only while the count is Draft.
• Approve — posts variances and makes the count final.
• Cancel — available only while the count is Draft; an optional reason can be saved.
• Delete — available only while the count is Draft.
• Export — exports the list when the user has the export permission.

Creating a Count

1. Open Inventory → Inventory Counts and select Create.
2. Select the Branch. Branch-assigned users will see their branch already selected.
3. Enter the Count Date and optional Notes.
4. Add every ingredient being counted. An ingredient may appear only once.
5. Enter the physical Counted Quantity in the ingredient’s displayed unit. Zero is valid when no stock is found.
6. Save the count as Draft.

Field	Description	Required
Branch	The branch where the physical count is performed	Yes
Count Date	Date of the stocktake	Yes
Notes	Context such as shift, area, or count team	No
Ingredient	An ingredient belonging to the selected branch	Yes
System Quantity	On-hand quantity shown for reference when preparing the draft	Calculated
Counted Quantity	Quantity physically counted; must be zero or greater	Yes

Reviewing Variances

The count detail page shows a row for each ingredient:

Value	Meaning
System Quantity	Quantity captured when the draft was saved
Counted Quantity	Physical quantity entered by the user
Variance	Counted Quantity − System Quantity

A positive variance adds stock; a negative variance subtracts stock. A zero variance produces no adjustment movement.

Approving a Count

Before approving, verify the count against the current inventory. The system will reject approval if stock for any counted ingredient changed after its draft snapshot was saved. In that case, review the new movements, update the draft quantities if necessary, and save again before approving.

On approval:

• positive variances create Adjust Add stock movements;
• negative variances create Adjust Subtract stock movements;
• the generated movement for each adjusted line is linked from the count details;
• the count becomes Approved and cannot be edited, cancelled, or deleted.

Best Practices

• Pause receiving, transfers, and manual adjustments for the counted items while the count is being finalized, or refresh the draft immediately before approval.
• Count in the ingredient’s configured stock unit. Do not mix cartons with pieces or kilograms with grams.
• Include a useful note for unusual variances so the audit trail explains the correction.
• Use Stock Movements to investigate a variance before approving it.