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Stock Count

Overview

Stock Count provides comprehensive physical inventory verification capabilities, enabling you to perform accurate counts, identify discrepancies, and maintain inventory accuracy. This module supports both full warehouse counts and targeted cycle counting, with variance analysis and automatic stock adjustments to ensure system accuracy.

Stock Count

To access Stock Count:

  1. Click Inventory in the left sidebar menu
  2. Click Stock Count
  3. Or use direct URL: https://main.smartb.co/action?name=stock_count

Key Features

Action Buttons

  • New Stock Count - Create a new physical count session
  • Import - Import count data from external systems or scanners
  • Validate - Process and approve count results

Status Management

Stock counts progress through defined statuses:

  • All - View all count sessions regardless of status
  • Draft - Count sessions being prepared
  • Validated - Completed and approved count sessions

Count Information Display

Column Description
Number Unique count session reference (e.g., SC-0029)
Memo Description or notes about the count
Warehouse Location where count is being performed
Date Count session date and time
# Items Number of products in the count session
Status Current status (Draft, Completed)

Creating Stock Counts

Basic Count Process

  1. Click New Stock Count
  2. Set count parameters:
  3. Date - Count date (typically current date)
  4. Warehouse - Location to be counted
  5. Memo - Description of count purpose
  6. Select products and locations to include
  7. Generate count sheets or use mobile devices
  8. Perform physical counting
  9. Enter counted quantities
  10. Review variances
  11. Validate and approve adjustments

Count Configuration Options

Full Warehouse Count: - Count all products in selected warehouse - Include all active locations - Generate comprehensive count sheets - Suitable for annual or quarterly counts

Cycle Count: - Count specific product categories - Focus on high-value or fast-moving items - Target problem areas or locations - Support ongoing accuracy programs

Location-Specific Count: - Count specific warehouse zones or bins - Focus on particular storage areas - Support targeted verification - Efficient for smaller areas

Count Execution Methods

Paper-Based Counting

Count Sheet Generation: - Print count sheets with product information - Include current system quantities (optional) - Organize by location for efficient counting - Provide space for manual quantity entry

Data Entry Process: - Manually enter counted quantities - Compare against system quantities - Identify and investigate variances - Document count adjustments

Mobile Device Counting

Barcode Scanning: - Use mobile devices with barcode scanners - Real-time quantity entry - Automatic product identification - Reduce data entry errors

Digital Count Forms: - Electronic count sheets on tablets - Real-time variance calculation - Immediate data validation - Streamlined approval process

Integration Methods

Warehouse Management Systems: - Import count data from WMS - Synchronize with existing counting processes - Maintain data consistency - Support automated workflows

External Count Systems: - Import from third-party count applications - Support specialized counting equipment - Maintain audit trails - Ensure data integrity

Variance Analysis

Variance Identification

Quantity Variances: - Compare counted vs. system quantities - Calculate variance amounts and percentages - Identify significant discrepancies - Flag items for investigation

Value Variances: - Calculate financial impact of discrepancies - Prioritize high-value variances - Support management reporting - Guide investigation priorities

Investigation Process

Variance Review Steps: 1. Verify count accuracy and completeness 2. Check recent transaction history 3. Investigate potential causes 4. Document findings and corrective actions 5. Approve or reject adjustments

Common Variance Causes: - Counting errors or omissions - Unreported transactions - System data entry errors - Product damage or obsolescence - Theft or unauthorized usage

Count Validation and Adjustments

Validation Process

Pre-Validation Checks: - Verify all locations counted - Review variance reports - Investigate significant discrepancies - Obtain management approvals

Validation Execution: - Process approved adjustments - Update system quantities - Generate adjustment transactions - Create audit documentation

Adjustment Processing

Automatic Adjustments: - Create stock movements for variances - Update inventory balances - Generate accounting entries - Maintain complete audit trail

Manual Adjustments: - Override system-suggested adjustments - Document adjustment rationale - Apply management approvals - Ensure proper authorization

Best Practices

Count Planning

  • Scheduling - Plan counts during low-activity periods
  • Preparation - Freeze inventory transactions during counts
  • Organization - Organize products and locations for efficient counting
  • Training - Train counting staff on procedures and systems

Count Execution

  • Accuracy - Double-count high-value or high-variance items
  • Documentation - Record count procedures and any issues
  • Supervision - Provide adequate oversight during counting
  • Quality Control - Implement verification procedures

Variance Management

  • Investigation - Thoroughly investigate all significant variances
  • Documentation - Document variance causes and corrective actions
  • Process Improvement - Use variance analysis to improve procedures
  • Regular Review - Conduct regular count accuracy assessments

Troubleshooting

Count Creation Issues

Permission Problems: - Verify user has count creation rights - Check warehouse access permissions - Ensure proper role assignments - Contact administrator if needed

Data Preparation: - Verify products are active and countable - Check location setup and accessibility - Ensure proper product categorization - Review inventory transaction status

Count Execution Problems

Missing Products: - Verify product exists in selected locations - Check product status and availability - Review location assignments - Update product master data if needed

System Performance: - Process counts during off-peak hours - Use batch processing for large counts - Monitor system resources - Contact support for performance issues

Variance Resolution

Unexplained Variances: - Review recent transaction history - Check for pending or unreported transactions - Verify count accuracy and completeness - Investigate potential system issues

Approval Delays: - Ensure proper authorization workflows - Verify management availability - Document variance justifications - Escalate significant discrepancies

Tips

  • Regular Scheduling - Establish regular counting schedules
  • Technology Usage - Leverage barcode scanners and mobile devices
  • Variance Tracking - Monitor count accuracy trends over time
  • Process Improvement - Continuously refine counting procedures
  • Staff Training - Provide ongoing training for counting staff