Stock Counts

Create a stock count, enter what is on the shelf, review the variance, approve and post the count so the system quantities are corrected.

What a stock count does

A stock count compares what is physically on the shelf with what Suvaiq thinks is there. When you post the count, each difference is written as a stock movement and the system quantity is corrected. It is also the way to record loss, spoilage, damage and miscounts: count the affected items and write the cause in the note.

Everything on this page happens in the Web admin under Inventory > Stock Counts. You need permission to view stock counts.

Statuses

A count moves through these statuses. The buttons you see on a count depend on its status.

Print count sheet is available in every status once the count has items.

Create a count

1. Click New Stock Count
   On Inventory > Stock Counts, click New Stock Count.
2. Pick the Warehouse
   Only active warehouses are listed. A warehouse can have one open count at a time: while a count for it is Draft, InProgress or Submitted, you cannot create another.
3. Pick the Count Type
   Full Count adds every product that has stock in the warehouse. Partial Count adds the products of the Category Filter you choose under Optional Filters; with no category it starts empty and you add items yourself. The Stock Count Mode setting can limit you to one type (see Related settings).
4. Pick the Visibility Mode
   Blind (Hide System Qty) hides the system quantity from the person counting until the count is submitted. Guided (Show System Qty) shows it next to each item. If the Count Visibility setting is not Configurable per count, the setting is used and your choice here is ignored.
5. Set the Scheduled Date
   It defaults to tomorrow and cannot be in the past. It is for planning only: you can start the count on any day.
6. Add a Description and Notes if you want
   For example the reason for the count. Then click Create Stock Count. The count opens in Draft.

Add or remove items

• Click Add Item in the Count Items card, choose a product under Select Product and click Add Item. You can add items while the count is Draft or InProgress.
• Click the bin icon on a row to remove it. Items can only be removed while the count is Draft.

Change the count

While the count is Draft, click Edit to change Visibility Mode, Scheduled Date, Category Filter, Description and Notes, then click Save Changes. The warehouse and the count type cannot be changed. Changing the category filter does not add or remove items.

Start counting

Click Start Counting in the Actions card and confirm. The count needs at least one item. Suvaiq records the system quantity and the unit cost of every item at that moment, and the count becomes InProgress. Stock that moves after this moment is not reflected in the system quantities of this count, so start the count just before you count.

Enter counted quantities

1. Open Enter counts
   On the count, click Enter counts. All items are listed in name order. Use Find a product to narrow the list.
2. Type what is on the shelf
   Fill in Counted for each item. An empty box means not counted yet. Type 0 when there is none on the shelf. Negative numbers are not accepted. Press Enter to jump to the next box. On a guided count, System qty is shown beside each box.
3. Add a note where needed
   Use Note to say why a quantity is off, for example damaged, expired or found elsewhere. The note is saved with the item.
4. Save
   Click Save and keep counting to save and stay on the page, or Save counts to save and return to the count. Only boxes you filled in are saved, so you can count in several sessions. If you leave the page with unsaved boxes, the browser warns you.

You can also count one item at a time: click the calculator icon on an item row, fill in Counted Quantity and Notes, and click Save Count.

Count on paper first

Click Print count sheet. A printable list of the items opens in a new tab with an empty Counted column, a Note column and lines for Counted by, Checked by and the date. On a guided count the sheet also shows System qty. Click Print, walk the store with the sheet, then type the figures into Enter counts.

Variance

Once an item is counted, its row shows Counted Qty and Variance: counted quantity minus system quantity. A negative variance means less on the shelf than in the system. On a blind count, System Qty stays Hidden until the count is submitted.

From Submitted onwards the count shows a Variance Summary: System Value, Counted Value and Variance with a percentage. Values are quantities multiplied by each item's unit cost at the time the count was started. The percentage is the variance value divided by the system value.

Submit, approve or reject

1. Submit for Approval
   The button is greyed out until every item is counted; the count shows Count all items before submitting under it. Click it and confirm. The count becomes Submitted.
2. Approve
   Click Approve. The Approve Stock Count page shows Total Variance and Variance %. If the percentage is above the Variance Auto-Approve Threshold setting, the page warns that it exceeds the threshold and that manager approval is required; you can still approve. Add Approval Notes if you want and click Approve Count. The count becomes Approved.
3. Or Reject
   Click Reject, type a Rejection Reason of at least 10 characters and click Reject Count. The count becomes Rejected and the reason is shown in its Audit Trail. A rejected count cannot be reopened or resubmitted: cancel it and create a new count.

Every count goes through Approve. Nothing is approved automatically, whatever the threshold setting says.

Post the count

On an Approved count, click Post to Inventory and confirm. The count becomes Posted, and the time is shown under Posted in the Audit Trail.

For each item whose variance is not zero, Suvaiq writes a StockCountAdjustment movement with the reference Stock Count Adjustment followed by the count number, and adjusts the stock on hand in the warehouse by the variance. Items with no variance are left alone. You can see the movements under Inventory > Stock Movements; clicking their reference opens the count.

Cancel a count

Click Cancel Count at the bottom of the Actions card and confirm. You can cancel a count in any status except Posted. Cancelling never changes stock. Cancel the open count of a warehouse before you create a new one for it.

Related settings

Go to Settings > Inventory. You need permission to edit inventory settings to change them. The Stock Count card holds:

Click Save Inventory Settings after changing them.

Report

Inventory > Reports > All Reports, under Operational Reports: Stock Count Variance shows counted against system quantity per count. See Reports.

Troubleshooting

"Some details need fixing. Check the highlighted fields and try again." when you create a count

One of these rules was broken: the warehouse already has a count that is Draft, InProgress or Submitted; the count type is not allowed by Stock Count Mode; or the scheduled date is in the past. Fix it and click Create Stock Count again.

"Some details need fixing. Check the highlighted fields and try again." when you click Start Counting

The count has no items. Add at least one with Add Item, then start it.

Submit for Approval is greyed out

At least one item is still Pending. Open Enter counts and fill in the empty boxes. Type 0 for items that are not on the shelf.

"Counts can only be entered while the stock count is in progress."

The count is still Draft or has already been submitted. Click Start Counting first, or create a new count.

"Enter at least one counted quantity before saving."

You clicked a save button with every Counted box empty. Fill in at least one box.

"Only draft stock counts can be edited."

You opened Edit on a count that has been started. Its details are fixed from then on.

The system quantity of an item is wrong

The system quantity is captured when you click Start Counting. Receipts, sales and production posted after that moment are not included. Post those documents first, then create and start a new count.

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