Stock Counts (Inventory -> Stock Counts) is a 3-stage stock take module that will see stock adjustments posted per Depot for approved items where Count Qty's differ from Available Qty's in ERP Go.
Accessing Stock Counts
Providing users have the necessary access (refer to Roles further down), Stock Counts is accessible via Inventory. | 
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Stock Counts screen
Displays "Active", "Awaiting Approval" & "Completed" stock counts.
Phase 1 allows users to perform two types of counts, namely "Blind" or "Full" Count:
Full Stock Counts include bulk and serialised stock items, with recorded quantities displayed. A Full Stock Count does not necessarily mean every product at the depot — it still uses the selected Product Groups or Individual Products. The counter can see the Product, Stock Item, Recorded Quantity, Excluded Quantity, Snapshot Status and Counted Quantity. Serialised items appear as individual lines and accept a counted quantity of zero or one.
Blind Stock Counts are for bulk stock items only, with recorded quantities hidden so physical quantities are entered independently. A Blind Count is intended for an independent physical count where the user should not be influenced by the quantity recorded in ERP Go. While the count is Active, ERP Go hides expected quantities, excluded quantities, stock statuses, differences and discrepancy totals. These values become available to an authorised approver after the count has been submitted.
Blind Count VS Full Count | Full Stock Count | Blind Count |
Bulk stock | Included | Included |
Serialised stock | Included | Not included |
Batch-controlled products | Included | Not included |
Single-batch products | Included | Not included |
Expiry-controlled products | Included | Not included |
Recorded quantity shown while counting | Yes | No |
Excluded quantity shown while counting | Yes | No |
Stock status shown while counting | Yes | No |
Difference shown while counting | Yes | No |
Stock Count Stages
Stage 1 - "Setup Stock Count" | During the 1st stage, a Stock Count is create and assign to a user who would be performing a Full or Blind Stock Count for product group(s) or individual item(s) |
Stage 2 - "Count Stock" | During the 2nd stage, an assign user enters counted quantities which gets submitted for review |
Stage 3 - "Review & Approve" | During the 3d stage, counts are reviewed and approved which will also see stock being adjusted (should entered Qty's differ from recorded Qty on ERP Go) |
Stage 1 - Setup Stock Count
Go to Inventory
Click on Stock Counts
Click on 'New Stock Count' button and select Full Count or Blind Count
Field | Description |
A. Name | A unique, recognizable name for the count. Maximum 160 characters |
B. Depot | The depot whose stock will be counted. The current depot is selected by default where available. |
C. Assigned To | The user responsible for entering and submitting the quantities. |
D. Due Date | The target completion date. The Due Date defaults to today and cannot be set to a past date.
Note: The Due Date is informational. It does not automatically close, submit or send reminders for the Stock Count. |
E. Description | Optional instructions or notes for the counter |
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F. Product Scope | Product Groups or Individual Products. You can select Product Groups, to include eligible products from one or more groups, or Individual Products, to choose specific products. Selecting a parent Product Group also includes eligible products from its child groups.
Only active products with active stock at the selected depot are included. Services and products that aren't eligible for the selected Count Type are excluded.
A product cannot be included in more than one Active or Awaiting Approval count at the same depot. If there's a conflict, ERP Go Go identifies the existing count and affected products. Counts at different depots and previously Completed counts do not cause a conflict. |
G. Create Another | Once user is satisfied with i) what they intend to count, ii) who will be doing the counting & iii) for which Location, user will click on Create Another if they intend to create the following count immediately whilst they on the screen. |
H. Create | Once user is satisfied with i) what they intend to count, ii) who will be doing the counting & iii) for which Location, user will click on Create which will take them back to the main Stock Counts screen |
I. Cancel | Clicking on Cancel will undo any changes since edit. |
Creating the count fixes its name and description, depot, Due Date, Count Type, product scope, products and stock items, expected and excluded quantities, and stock statuses. These details cannot be edited afterwards, except that an Active count can be reassigned. If the setup or snapshot is incorrect, delete the open count and create a new one.
Stage 2 - Count Stock
Once Stock Count is created, to start entering count Qty's, the assigned user will open stock count by clicking on hyperlinked name or selecting View under 3 dots:
A. Assigned To | To re assign to another user, user will click on the edit icon next to Assigned To:
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B. Search | To locate an item quickly, user can specify part of product description which will filter for said item |
C. Counted | Count Qty's are entered in the corresponding Counted field |
D. Documents | Printing a count sheet will allow counters to physically write down count Qty's for capture later. |
E. Save and Exit | Save & Exit assumes user will resume counting at a later stage |
F. Submit for Review | Submit for Review assumes user has finished counting and invite count to be reviewed next |
Progress | A progress bar will alert user to any items not yet counted. |
Stage 3 - Review & Approve
Before a count can be processed, it needs to be approved under the Actions button.
Expected | Overall Qty recorded on system at time of stock count |
Counted | Counted Qty |
Difference | Counted less Expected |
Missing Stock | Negative difference between Expected & Counted Qty (Count Qty is less than what was on record) |
Extra Stock | Positive difference between Expected & Counted Qty (Count Qty greater that what was on record) |
Stock Count Results
To view a summary of count, click on Stock Count Results under Documents:
Report Preview:
Roles
The following Workplace & Action roles needs to be configured:
Workplace
Enable the required permissions against Stock Count:
Permission | Purpose |
Read | View the Stock Count register and accessible counts |
Create | Create a new Stock Count |
Write | Enter quantities, save and submit an assigned count |
Delete | Delete an Active or Awaiting Approval count |
Actions
Enable Can Approve Stock Count for users who need to review submitted quantities and discrepancies, reopen a count, reassign an Active count, approve the count and generate adjustments, or access completed count details and results. An approver also requires Stock Count Write permission.
Note: Only the assigned user can enter quantities and submit a Stock Count. Having approval permission does not allow another user to change the count unless it is reopened and reassigned to them.
The Assigned To search checks that the user is enabled and has access to the selected depot, but it does not check their Stock Count permissions — ensure the assigned user has Stock Count Read and Write access.