Stock Count

A screen where you count a warehouse (or the products you pick) one by one and enter the real quantities you find. When the count is finished, you…

Where to find: Left menu → Stock → Stock Count Who it's for: Anyone who wants to check whether the real quantities in the warehouse match the quantities in the system In short: A screen where you count a warehouse (or the products you pick) one by one and enter the real quantities you find. When the count is finished, you apply all differences to stock in a single step.

What is it for?

Over time, the stock in the system and the real stock on your shelf can drift apart: a broken item, a wrongly entered quantity, an unrecorded outgoing item… Stock Count is the orderly way to fix this.

The logic is this:

You open a count session. The system freezes the quantities at that moment as the "expected stock".
You walk through your warehouse and enter how many there actually are of each product.
When the count is done, you click Apply differences; the system sets the stock equal to the quantities you entered.

The advantage over fixing items one by one by hand: you do not touch stock during the count, you apply everything at once at the end, and you are left with a report of "how big the difference was and how much money it amounted to".

The count freezes the expected stock at the moment it is created. In other words, a snapshot is taken the moment you open the count session; if you add a product afterwards, that product is not included in this count.

The 4 statuses of a count

Every count session goes through a status. You see the status as a coloured label in the list and on the detail page.

Label	What does it mean?	What can you do in this status?
Draft (grey)	The session is open but counting has not started yet.	You can start it, cancel it or delete it.
Counting (orange)	Counting is in progress, you can enter quantities.	You enter quantities, save, apply differences or cancel.
Applied (green)	The differences have been written to stock. It is finished.	You can only view and export it.
Cancelled (red)	The session was cancelled, nothing was written to stock.	You can only view or delete it.

The Applied status cannot be undone, and a count can only be applied once. If you applied it incorrectly, you have to open a new count to fix it.

There is no way back from Counting to Draft. A count you have started can only be completed or cancelled.

The list screen

Item	What does it do?
Search by code or count name	Searches in the count code and name. (It does not search product names.)
All statuses	Shows only the counts in the status you pick.
New count	Opens the window for creating a new count session.

Table columns

Column	What does it show?
Code	The automatic number of the count (e.g. `SAY-2026-000123`). The count name you gave appears underneath.
Warehouse	The warehouse the count was made in.
Status	One of the 4 statuses above.
Progress	How many lines have been counted (`counted / total`) and a progress bar.
Lines with differences	The number of products whose counted quantity turned out different from the expected one.
Total difference	The sum of all differences as a quantity (+ surplus, − shortage).
Value impact	The money value of the difference.
Created	The date and time the session was opened.

When you click a row, you go to the detail of that count.

20 counts are shown per page.

Creating a new count (step by step)

Click the New count button. A window opens from the right.
Type a Count name (not required but recommended). Example: "July central warehouse count".
Pick a Warehouse. This field is required. Only active warehouses are listed.
Pick a Scope — that is, what you are going to count (see the table below).
Depending on the scope, pick categories or products.
If you like, write a Note.
Click the Add button.

Once the session is created, you are taken straight to the detail page of the count.

Scope options

Option	What is counted?
Whole warehouse	All products and variants that have a stock record in this warehouse.
Category	The products in the categories you pick (and in their sub-categories).
Selected products	Only the products you pick one by one.

If this is your first count, start with Category. Counting a whole warehouse in one go takes a very long time in large stores.

Warnings you may see

Warning	What does it mean?	What should you do?
"You must select a warehouse."	The warehouse field is empty.	Pick a warehouse.
"You must select at least one category."	The scope is Category but no category is selected.	Pick a category.
"You must select at least one product."	The scope is Selected products but no product is selected.	Pick a product.
"No products to count were found in the selected scope."	There is no product matching your scope.	Widen the scope.
"The selected scope is too broad. Please narrow it down by selecting a category or products."	The count exceeds 5,000 lines.	Make it smaller by picking categories or products.
"There is already an open count for the products in this scope."	There is another session in Draft or Counting status for the same products in the same warehouse.	Finish or cancel that one first.

Doing the count (step by step)

1. Start the count

On the detail page, click the Start count button. A confirmation window appears:

"Start the count?" — Once the count has started, you can enter counted quantities on the lines.

Confirm it. The status turns to Counting and quantity entry opens.

You cannot enter quantities before starting the count. While in Draft status, this warning appears on screen: "This count has not been started yet. Start the count first to enter quantities."

2. Enter the quantities

You type the real quantity into the Counted column of the lines table.

The fastest way is to work with a barcode scanner:

Scan the barcode into the search box.
When only one product is left, the cursor automatically moves to the quantity box.
Type the quantity and press Enter.
The record is saved, the search is cleared and you are ready for the next product.

This tip is written on the screen: "Scan a barcode and type the quantity, press Enter to save and move to the next line."

3. Save

The quantities you enter are not saved immediately. If there are unsaved rows, you see a warning: "There are {number} unsaved lines."

Save by clicking the Save count button. If there are pending rows, the button also shows the number, like Save (3).

The lines table

Column	What does it show?
Product	The product name, with variant information underneath.
SKU	The internal tracking code of the product. — if there is none.
Barcode	The barcode of the product. — if there is none.
Expected	The quantity recorded in the system when the count was opened.
Counted	The real quantity you entered. If you have not entered one, it says Not counted.
Difference	`Counted − Expected`. Green + if there is a surplus, red − if there is a shortage.
Value impact	The money value of the difference.

In Applied status, two more columns are added: Stock at time of applying and Applied difference.

Filters

You can filter the lines in four ways: All, Counted, Not counted, Only differences.

At the end of the count, use the Not counted filter — it is the easiest way to catch the shelves you skipped.

Applying the differences (the most critical step)

When the count is done, click the Apply differences button. A summary window appears:

"Apply the differences to stock?" — The results of count {code} will be written to stock. This action cannot be undone and can only be applied once.

The window shows this summary: Counted lines, Uncounted lines, Lines with differences, Total difference, Value impact.

What exactly happens?

Line	Result
Counted lines	Stock is set equal to the quantity you entered.
Uncounted lines	They are not touched at all. Their stock stays as it is.

The most important point here: the system does not add to or subtract from stock, it sets stock equal to the number you entered. If you type 0 for a product by mistake and apply, that product's stock becomes 0.

Not touching uncounted lines is a deliberate protection: a half-finished count does not zero out the products you did not count.

The "Stock movement occurred during the count" warning

While the count is running, your store keeps selling. At the moment of applying, the system looks at the live stock at that moment, not at the frozen expected value.

If a sale or a return happened on a product after the count started, you see this warning after applying:

"Stock movement occurred during the count" — On {number} lines, a stock change caused by an order/return was detected after the count started. The stock of these lines was set equal to the counted quantity; you can see the real impact in the applied difference column.

This is not an error; it is the system informing you. You see the real impact in the Applied difference column.

That is why it is best to do the count at the quietest hour of the store.

Other actions

Cancelling the count

The Cancel count button appears in Draft and Counting statuses.

Count {code} will be cancelled. No change is applied to stock, the quantities you entered remain as an archive.

The quantities you entered are not lost, they stay as a record — but nothing is written to stock.

Deleting the count

The Delete count button appears only in Draft and Cancelled statuses.

Deleting is permanent: the session and all its rows are deleted beyond recovery. A count in Applied status cannot be deleted (in order to protect the record).

Exporting

The Export button can be used in every status. You pick Excel (XLSX) or CSV and download it.

The file contains this information: count code and name, warehouse, status, product, variant, SKU, barcode, expected, counted, difference, unit cost, value impact, stock at the time of applying, applied difference, the user who counted and the count time.

The window stays open while the file is being prepared. When it is ready, a Download file button appears.

Frequently asked questions

Can I change the name of the count afterwards? No. The count name and note are entered while creating it; afterwards they cannot be changed from the screen.

What happens if I leave it half-finished? Nothing. The count waits in Counting status and what you entered is saved. You can carry on whenever you like. Nothing is written to stock unless you click Apply differences.

Can I run two counts at the same time? For different products, yes. But you cannot create a second open count for the same products in the same warehouse — the system does not allow it.

I counted a product wrong and have not applied it yet. Find that product in the lines table, correct the quantity and save again. You can change it as many times as you like before applying.

I applied it and then noticed it was wrong. There is no undo. Open a new count with the correct quantities and apply it. Both actions appear in stock movements.

Where do the movements after a count appear? Every change lands in the Stock Movements screen as a Manual adjustment; the count code is written as the reference.

If I do not count a product at all, is it zeroed out? No. Uncounted lines are absolutely not touched.

Stock — Overview — An overview of the Stock section.
Warehouse Management (List and Form) — Defining and managing warehouses.
Low Stock (Alert List) — Products whose stock has fallen below the threshold.
Stock Movements (History List) — The full history of stock in/out.
Purchase Orders — Ordering goods from a supplier and receiving them.

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