Once a Stock Count has been created and has the status In Progress, more products to be counted can be added to it, products no longer needing a count can be removed, and the count quantities of the products included can be updated.
To help ensure your Stock Count is completed fairly and without any bias, the Stock Count will not list each included product's current SOH for the Stock Count's selected warehouse, and the products included will initially be listed with a blank Count Quantity. This guarantees there is no prejudice or adverse influence when entering a count quantity per product.
The count quantity advised for each product listed in the Stock Count will be the product's updated Stock On Hand (SOH) quantity in the selected warehouse when the Stock Count is completed. It is therefore very important to verify that the count quantity provided is accurate and up to date, as of the date the Stock Count is completed.
🤓 Tip: We recommend all production, shipment, and receipting processes in a warehouse with a Stock Count in progress be paused to ensure an accurate count is completed.
Stock Count role permissions
For a user to be able to update and process a Stock Count that's at In Progress status, they must have the "Stock Count List" permission enabled in their user role.
Points to note when a Stock Count is In Progress
Purchase Orders (PO) cannot be Receipted into a warehouse where a Stock Count is currently In Progress, if a product on the PO is also on the Stock Count.
A Stock Count cannot be completed whilst a product on the Stock Count is also on a Purchase Order in Receipted status, regardless of the warehouse.
Shipments, Stock Adjustments, and Assemblies cannot be completed for a warehouse with a Stock Count In Progress, if products on the transactions are also on the Stock Count.
Update a Stock Count
Whilst a Stock Count is In Progress, in the top right corner of the Stock Count's page, there are six functional buttons available:
Barcode image: Select the barcode button to add products and count quantities using barcode scanning.
Import: Click on Import to open the Import Stock Counts page and upload products and count quantities to a Stock Count from a CSV file.
Export: Use the drop-down arrow on the Export button to download the Stock Count in either a PDF or CSV format.
Complete: Click on Complete to finalise the Stock Count and update all the listed product's SOH in the counted warehouse with the Count Quantity provided. Save: Select Save to keep the Stock Count open and In Progress for further edits.
Print: Use the drop-down arrow on the Print button to download a PDF of the Stock Count with Serial Numbers, Batch Numbers or Serial and Batch Numbers.
In the bottom right corner of the Stock Count, you will also see two further functional buttons:
Print Variance: Use the drop-down arrow on the Print Variance button to download the current Stock Count, including variances between the count quantity and current SOH per product, in either PDF or CSV format.
Delete: Select Delete to close the Stock Count without making any changes to your inventory's SOH.
Above the grid layout, where the products being counted are listed, you'll see non-editable fields describing the Stock Count's name, the date the Stock Count was created (Start Date) and the warehouse the Stock Count's being conducted in. If you're integrated with an accounting provider, you'll also see an Accounting Code drop-down menu, through which you can select the appropriate Cost of Goods Sold (COGS) account the Stock Count will export to when completed.
Add and remove products on a Stock Count
As products are added to the Stock Count, they'll be listed in the grid layout with the following product and Stock Count information:
Line number
Product Code
Product Description
Bin Location
Unit of Measure (base)
Pack Size
Count Quantity
Serial
Batch
To add a new product line to a Stock Count In Progress, use the fields displayed above the Stock Count's grid's layout:
Use the Product field to search and select the product being added.
Enter the product's Count Quantity in the field provided.
Click Add.
If the product is not already on the Stock Count, it'll be added as a new line. If the product has already been included on the Stock Count, an "Add Stock Count" confirmation window will appear, through which you can confirm whether the Count Quantity should replace the product's existing count, add to the product's existing count, or cancel attempting to add it.
To remove a product from the Stock Count so that its SOH is not changed when the Stock Count is completed, click on the bin icon displayed in the product row's delete column.
Update a product's Count Quantity
Whilst a Stock Count is In Progress, the Count Quantity per included product can be updated. You can either click on the Count Quantity field on a product's row to edit it, add the product to the Stock Count again, advising either a new total count or additional quantity to the existing count, or use a CSV import.
Manage serial and batch-tracked products on Stock Counts
If a product included on a Stock Count is either batch-tracked or serialized, batches and serial numbers must be assigned to the product's count quantity, respectively. When the Stock Count is completed, the batch or serial number assigned to the product will be the batch or serial number assigned to the product's SOH.
🤓 Tip: The Batch and Serial columns will be highlighted in red if the assigned quantity and count quantity do not match; the columns need to be highlighted in green for the Stock Count to complete successfully.
If the batch or serial-tracked products currently have SOH in the warehouse being counted, the existing batch or serial number will be available to select in the Stock Count. Otherwise, a new batch or serial number will need to be added for any unassigned count quantity.
To assign Serial Numbers to a product's Count Quantity
On the product's row, click on the Serial field.
A "Select serial numbers for {product}" window will appear. Any serial numbers currently assigned to existing SOH in the warehouse will already be listed. Either use the checkboxes to select the serial numbers that are assigned to the count quantity, or enter the serial numbers in the second free text field in the window and click on Select Serials.
If a serial number counted is not in the list, enter the number in the free text field at the bottom of the window and select Add Serial.
Select Save, and the Serial column in the Stock Count will update to show how many units have a serial number assigned out of the total count quantity.
To assign Batch Numbers to a product's Count Quantity
On the product's row, click on the Batch field.
A "Select batch numbers for {product}" window will appear. Any batch numbers currently assigned to existing SOH in the warehouse will already be listed. Either use the Quantity field per batch in the list or enter the batch numbers in the free text field and click on Select Batches to assign existing batch numbers to the count quantity.
If a batch number counted is not in the list, enter the number, expiry date, and quantity to be assigned in the fields provided and click on Add Batch.
Select Save, and the Batch column in the Stock Count will update to show how many units have a batch number assigned out of the total count quantity.
Complete a Stock Count
When all products have been counted and batch and serial numbers assigned, you will want to finalize the Stock Count to update your warehouse's SOH accordingly. To do so, select Complete in the top right corner of the Stock Count's page.
A "Complete Stock Count" confirmation window will show when attempting to complete a Stock Count, summarizing how many products have been counted from the Stock Count and how many products SOH are going to be updated. Click on Yes to confirm completing the Stock Count, with the advised adjustments, or select No to make further edits to the Stock Count.
When a Stock Count is completed, a PDF Variance Report will automatically be downloaded, with details of the products counted and their impact on the warehouse's SOH and global inventory value.
📌 Note: Completed Stock Counts cannot be edited, deleted or reversed.
Export Stock Counts
If counting your stock by hand, use the Export to PDF option to download a copy of your current Stock Count's product list. the PDF Stock Count provides an easy to use layout, where you can write in your Count Quantities, to be entered in to Unleashed's Stock Count directly once finished.
Use the Export to CSV option instead, to download pre-populated CSV file with any products that are already listed in your Stock Count, with their current Count Quantities. This format's useful to copy any products you want to import a count for, in to the Import Stock Count template's file.
FAQs
What happens if the Count Quantity is left blank?
What happens if the Count Quantity is left blank?
If a product is listed in the Stock Count but its Count Quantity is left empty, the product's SOH for the Stock Count's warehouse will be adjusted to zero when the Stock Count is completed.
Can I undo a completed Stock Count?
Can I undo a completed Stock Count?
Once a Stock Count is completed, it cannot be reversed or undone; however, you can create a second Stock Count to reverse the previous Stock Count's effect on your inventory. Use the Variance Report from the original Stock Count to advise a Count Quantity for all the products that were incorrectly updated.