Once a stock count has the status In Progress, you can add or remove products and update count quantities at any time. To keep your count accurate and unbiased, Unleashed hides each product's current stock on hand (SOH) until the count is complete.
Important: We recommend pausing all production, receipting, and shipment activity in the warehouse while a stock count is in progress to ensure an accurate result.
Prerequisites
To update and process an in-progress stock count, your user role must have the Stock Count List permission enabled.
You also need to be aware of the following restrictions while a stock count is in progress.
Purchase Orders (POs) cannot be receipted into the warehouse if the product is also on the stock count.
A stock count cannot be completed if any product on it has a PO in Receipted status, regardless of warehouse.
Shipments, stock adjustments, and assemblies cannot be completed for products included on the stock count.
Add and remove products
To add a product to an in-progress stock count:
In the Product field above the grid, search for and select the product.
Enter the Count Quantity.
Click Add.
If the product is already on the stock count, you'll be prompted to replace the existing count quantity, add to it, or cancel.
To remove a product from the stock count, click the bin icon in the product's row. Removing a product means its SOH will not change when the stock count is completed.
Update count quantities
You can update a product's count quantity at any time while the stock count is in progress. To do this, either:
Click the Count Quantity field in the product's row and enter a new value.
Add the product again, choosing to replace or add to the existing quantity.
Import updated quantities using a CSV file, see Import Stock Count.
Assign serial and batch numbers
If a product is serialised or batch-tracked, you must assign serial or batch numbers to its count quantity before the stock count can be completed.
š¤ Tip: The Serial and Batch columns highlight in red if the assigned quantity does not match the count quantity. Both columns must show green for the stock count to complete successfully.
To assign serial numbers:
Click the Serial field in the product's row.
In the Select serial numbers window, select existing serial numbers using the checkboxes, or enter new ones in the free text field and click Select Serials.
To add a serial number not in the list, enter it in the field at the bottom and click Add Serial.
Click Save.
To assign batch numbers:
Click the Batch field in the product's row.
In the Select batch numbers window, use the Quantity field to assign existing batches, or enter new batch numbers and click Select Batches.
To add a batch number not in the list, enter the number, expiry date, and quantity, then click Add Batch.
Click Save.
Complete a stock count
When all products have been counted and serial or batch numbers assigned, you can finalise the stock count to update your warehouse SOH.
Click Complete in the top right corner of the stock count page.
Review the summary showing how many products will be updated.
Click Yes to confirm, or No to return and make further edits.
A PDF Variance Report will download automatically once the stock count is completed.
Important: Completed stock counts cannot be edited, deleted, or reversed.
Export a stock count
You can export your stock count in two formats.
Export to PDF: Downloads the product list with space to write in count quantities by hand, useful for counting on the warehouse floor before entering figures in Unleashed.
Export to CSV: Downloads a pre-populated file of products and their current count quantities, useful as a starting point for importing updated counts.
Troubleshooting
Error: "The on-hand quantity has changed since this stock take was created".
This error appears when the SOH for one or more products has changed after the stock count was started, for example, due to a shipment or stock adjustment.
To resolve this:
Find the affected product line in the stock count.
Click the Count Quantity field and re-enter the correct quantity.
Click away from the field, then attempt to complete the stock count again.
Frequently asked questions
What happens if I leave the count quantity blank?
What happens if I leave the count quantity blank?
If a product is listed on the stock count with no count quantity entered, its SOH for that warehouse will be set to zero when the stock count is completed.
Can I undo a completed stock count?
Can I undo a completed stock count?
Completed stock counts cannot be reversed. However, you can create a second stock count to correct your inventory. Use the Variance Report from the original stock count, or filter Transaction Enquiry by Stock Take Adjustments, to identify the quantities that need correcting.