Stock Taking and Audits

Separate counting from approving a correction

A stock audit records expected stock, actual counts, disposed items and comments. You can review audit history for the inventory or a particular product, then create a named audit for a new count. Reconcile Quantity is the key choice when the saved audit should update stock. Count carefully before enabling reconciliation, especially when the same product exists in several purchase batches.

Step by step

1. Prepare the count

   Choose the store and scope, and print inventory sheets if staff will count away from a computer. Agree a counting period so ongoing movements do not confuse the result.

2. Create a new audit

   Give the audit a descriptive name. Search or scan products and review their expected batch quantities.

3. Enter the physical findings

   Record actual quantities, disposed items and explanatory comments in the appropriate fields. Review the summary and investigate unexpected differences.

4. Reconcile and review

   When the count is confirmed, select Reconcile Quantity and save. Check the updated inventory and the audit record with its user and timestamp.

Before you move on

• Confirm the store, products and purchase batches counted.
• Review actual and disposed values before saving.
• Verify the updated quantities and audit trail after reconciliation.