Compare physical stock with the quantities recorded in the system and keep a clear record of the result. Stock taking helps identify discrepancies, while reconciliation updates inventory after the count has been reviewed.
Separate counting from approving a correction
A stock audit records expected stock, actual counts, disposed items and comments. You can review audit history for the inventory or a particular product, then create a named audit for a new count. Reconcile Quantity is the key choice when the saved audit should update stock. Count carefully before enabling reconciliation, especially when the same product exists in several purchase batches.
Step by step
Prepare the count
Choose the store and scope, and print inventory sheets if staff will count away from a computer. Agree a counting period so ongoing movements do not confuse the result.
Create a new audit
Give the audit a descriptive name. Search or scan products and review their expected batch quantities.
Enter the physical findings
Record actual quantities, disposed items and explanatory comments in the appropriate fields. Review the summary and investigate unexpected differences.
Reconcile and review
When the count is confirmed, select Reconcile Quantity and save. Check the updated inventory and the audit record with its user and timestamp.
A physical difference is a reason to investigate. A clear audit comment explains the final correction to the next person reviewing stock history.
Prepare a count that can be explained later
Name the audit for the location and purpose, such as “Central Warehouse October count”. Print count sheets if the team needs a paper record, and agree how sales or transfers during counting will be handled. Search or scan each item and, where batches matter, count them separately.
A useful comment states what the team checked and why any correction was approved. If the count differs, inspect recent purchases, sales, dispensing and transfers before reconciling. Save the verified result with Reconcile Quantity and review the audit timestamp and user afterward.
- Example: 24 expected, 22 physically present. Check whether 2 were sold or moved without a completed record before entering a count correction.
Before you move on
- Confirm the store, products and purchase batches counted.
- Review actual and disposed values before saving.
- Verify the updated quantities and audit trail after reconciliation.
Put the workflow into practice
Explore Perfect Inventory Management System and use these guides alongside your team’s daily work.
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