Skip to content
Infotech

Stock counts

A stock count checks what is really on the shelves. When you post it, the stock of each counted item is corrected to the count. The shop can keep selling while you count.

Stock counts are part of the Inventory add-on. Open them from Inventory Management › Warehouse Management › Stock counts.

Start a count

  1. Click Start a count.
  2. Choose the Warehouse.
  3. Under What to count, choose:
    • All stocked items: everything stocked in that warehouse;
    • Some categories: tick the categories; sub-categories are included;
    • Items I pick: start empty and add items by hand.
  4. Leave Blind count: counters do not see what the system expects on, or switch it off (see below).
  5. Add a Note if you like, then click Start counting.

A count sheet holds up to 5,000 lines; for a larger warehouse, count by category. A warehouse can have only one open count at a time, so a shelf is never corrected twice.

Count

Several people can count different shelves of the same count at the same time, each on their own device.

  • Type the quantity found on each line. Counts are saved as you go (Saving…, then Saved).
  • Use Find or scan an item to jump to an item: scanning a barcode shows just the matching lines (Scanned: …). Click the chip to Show all lines again.
  • Filter with the tabs To count, Counted and All (and Differences if you can see expected quantities), and by Category.
  • If you find an item on the shelf that is not on the sheet, click Add item.
  • The progress bar shows how many lines are counted out of the total.

Blind counting

Blind counting is on by default. Counters then see only the items, not what the system expects, so they count what is there instead of what should be there. The owner and members allowed to correct stock still see the System quantity, the Difference and its Value. Only those members can choose to switch blind counting off when they start a count.

Why you can keep selling

When a line is counted, it remembers the system quantity at that moment. Posting adds the difference between the count and that remembered quantity. A sale made after the shelf was counted is therefore still taken off correctly.

Example

A minimarket counts its drinks aisle at 10:00. The system expects 48 cans of cola; the counter finds 46 and enters it. At 10:30, before the manager posts, a customer buys 3 cans, so the system now shows 45. Posting applies the difference seen at counting time (−2), leaving 43, which is what is really on the shelf.

Post or cancel

  1. Click Post count.
  2. Confirm: Post this count? The stock of the counted items is corrected to the count. If some items were not counted, the message says how many; they stay as they are.

Posting corrects the stock at the items' average cost. The count then shows the Shortage and Surplus value, and the result appears in the Stock losses report as count differences.

Before posting, you can click Cancel count instead. Nothing is changed in the stock.

Tip: all counts must be saved before posting. If you see Some counts are not saved yet, check the connection and try again.

Find counts

The list shows each count's status: Counting, Posted or Cancelled. Posted counts show their shortage and surplus value.

Who can do what

Viewing counts, and starting, counting and posting them, need the stock count permissions in the member's role. Staff see only their warehouses.

Last updated 17 Oct 2026