Inventory means physically counting the products in stock and updating the system balances to reflect the actual situation.

With inventory you can:

• Check stock balances

• Identify possible balance discrepancies

• Calculate the value of the stock

• Perform the year-end inventory required for financial statements

Starting an inventory

How to start an inventory

1. Go to Stock Management → Inventories

2. Select Start new inventory

3. Choose the stock to be inventoried

4. Enter the inventory date

5. Save

The inventory status will change to Open.

Recommendations before starting

• Avoid selling products to be inventoried during the inventory (or perform the inventory after closing time)

• Ensure all purchases and deliveries have been recorded in the system

• Close any previous open inventories

Counting products

During the inventory, enter the actual counted quantities.

You can:

• Enter quantities manually per product

• Search for the product by name or code

• Use a barcode scanner

Using a barcode scanner in inventory

How to use the scanner

1. Open the ongoing inventory

2. Place the cursor in the product search field

3. Scan the product’s barcode

4. Enter the counted quantity

5. Save the line

Each scan speeds up product identification and reduces errors.

Tips for efficient counting

• Use a wireless scanner for mobile counting

• Count products shelf by shelf

• Use one counter and one recorder for large inventories

• Check variable-weight products separately

Finishing the inventory

When all products have been counted:

1. Check for possible balance discrepancies

2. Ensure no lines are left without a quantity

3. Select Finish inventory

Finishing:

• Updates stock balances

• Locks the inventory

• Saves the inventory history

After finishing the inventory, data cannot be edited without starting a new inventory.

Balance discrepancies and review

After the inventory you can view:

• System balance vs. counted balance

• Differences in units

• Differences in value

Possible reasons for balance discrepancies:

• Unrecorded losses

• Unregistered deliveries

• Sales errors

• Incorrect product identification

Year-end inventory

The year-end inventory is performed at the end of the financial year.

Recommendations:

• Perform the inventory after closing time

• Save the stock value report for accounting purposes

• Keep the inventory report for archiving

Frequently asked questions

Can an inventory be paused?
Yes. An open inventory can be left unfinished and continued later.

Can an inventory be deleted?
An open inventory can be deleted. A finished one cannot be edited.

Can the inventory be done in multiple parts?
Yes, the inventory can remain open for several days.