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A Stock Count is a formal, structured process for physically counting what’s actually on the shelf and reconciling it against what the system thinks you have — the auditable alternative to eyeballing a discrepancy and fixing it with a quick Stock Adjustment. It has a distinct three-step lifecycle: Generate → Fill → Submit.
Stock Count fill screen showing counted quantities and variance

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The lifecycle

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1. Generate

Create a new count sheet for a location — the system snapshots the current “system quantity” for every product included, so it’s locked in at the moment counting starts (not changing under you while you count).

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2. Fill

Enter the actual counted quantity for each item, as you physically go through the shelf. You can save progress and come back — filling doesn’t have to happen in one sitting.

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3. Submit

Once every item has a counted quantity, submit. The system calculates the variance (counted minus system quantity) per item and automatically posts the correcting stock adjustments — you don’t create separate adjustments yourself.

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Blind counting

If Blind is turned on, the person doing the physical count cannot see the system’s expected quantity while entering counts — they only see product names and an input field. This prevents unconscious bias (counting to match what you expect to see, rather than what’s actually there), which is standard practice for a trustworthy physical count.
Turn Blind on for counts where accuracy matters most (e.g. periodic full audits) and off for quick, informal spot-checks where speed matters more than rigor.

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Understanding variance

Once submitted, each item shows its variance — the difference between counted and system quantity, color-coded so you can scan it quickly: over (you have more than expected — usually good, but worth investigating why), under (you have less — potential loss/damage/theft), or exact match.

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Create a Stock Count

1

Go to Retail → Stock Counts

Under Retail — Stock Operations.
2

Click Generate (not 'New')

Choose the Location, Count Type, and whether it’s Blind.
3

Fill in counted quantities

Go through the shelf and enter what you actually count for each item. Save and resume as needed.
4

Submit

The system calculates variance per item and posts the correcting adjustments automatically.

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Frequently Asked Questions

Nothing changes yet — stock only updates when you Submit the completed count. You can safely take your time filling it in.
Yes — the Fill stage can be saved and edited repeatedly until you submit.
A Stock Adjustment is a quick, manual, one-line correction for when you already know exactly what changed. A Stock Count is the structured, blind-capable, audit-friendly process for a genuine physical recount of many items at once — and it calculates and posts the variance for you rather than you doing the math.

Stock Adjustments

For quick one-off corrections instead

Stock Balances

Check current quantities before counting

Overview

Back to the module overview