Perform an inventory count
This guide applies only to products whose inventory is managed by stock orders.
If you use simplified inventory management, you can view and edit the available quantity directly from each product page. To view the inventory valuation, go to Reports/Inventory.
An inventory count allows you to check the actual quantities available, identify discrepancies with the theoretical inventory, monitor stock shrinkage and value the goods in inventory.
Preparing access rights
Before getting started, make sure that the relevant users have the necessary permissions.
In Settings/Users/Access management, enable the following permissions:
- Complete an inventory count;
- Submit an inventory count.
#1. Recording an inventory count
Entering counted quantities
Before starting the count, make sure that no pending sales contain products included in the inventory count.
You can enter counted quantities in two ways:
- From a product page: enter the counted inventory in the Inventory count field, located next to the quantity in inventory.
- From the product list: in the Products section, click the green Inv.stock icon to enter the counted quantities directly.
Each time a quantity is entered, the discrepancy between the theoretical inventory and the counted quantity is automatically recorded in Products/Inventory counts.
Tracking counted quantities
To find the products to be counted more easily, use the Advanced search feature in the product list. You can filter products by category, brand or supplier, for example.
In Products/Inventory counts, you can view all counted products, along with any discrepancies identified.
You can also download two lists:
- Products already counted;
- Products not yet counted.
Inventory discrepancies and partial inventory counts
At this stage, the quantities in inventory have not yet been adjusted. Only the discrepancies between the theoretical inventory and the counted quantities are recorded.
You can therefore continue selling the products concerned until the inventory count is validated.
You do not have to count all products in a single session. You can carry out partial inventory counts by category, brand or supplier, allowing you to perform cycle counts throughout the year.
#2. Validating an inventory count
Validating an inventory count applies the adjustments corresponding to the discrepancies identified between the theoretical inventory and the counted quantities.
Before validation: download the list of products not yet counted
We strongly recommend downloading the list of products not yet counted before validating the inventory count (below the counted products tables).
To do so, generate the corresponding file and then download it.
This list summarizes the products that have not been counted. These may include products that you no longer have in inventory. In particular, check the lines showing quantities in inventory and, if necessary, carry out an additional count for the products concerned.
Warning: once the inventory count has been validated, this list will no longer be available. Make sure to save it before proceeding.
Applying inventory adjustments
In Products/Inventory counts, click the Submit the inventory count button, located below the summary table.
Adjustments are automatically recorded according to the type of discrepancy:
- Positive discrepancy (actual inventory is higher than theoretical inventory): the missing quantity is added to inventory as a stock order, with a purchase price of 0.
- Negative discrepancy (actual inventory is lower than theoretical inventory): the missing quantity is recorded as a sale, with a selling price of 0.
For negative discrepancies, the value of the loss, calculated based on the products' purchase prices, is indicated in the sale comments.
To make it easier to track your stock shrinkage, we recommend assigning these sales to a dedicated customer, for example Stock Shrinkage.
Please note: if applying a discrepancy would result in negative inventory, the corresponding inventory adjustment will not be made. The line will remain in the list of identified discrepancies. Carry out a new count to correct it.
Viewing inventory count history
You can find the history of validated inventory counts at the bottom of the Products/Inventory counts page.
Valuing inventory after an inventory count
Your inventory valuation is available under Reports/Inventory.
To learn more about inventory valuation, see our dedicated guide.
Important: inventory adjustments are recorded on the date the inventory count is validated, not on the date the count is performed.
To ensure these adjustments are included in your inventory valuation, make sure you validate your inventory count before the desired valuation date.
#3. Importing an inventory count
You can also record counted quantities by importing a file instead of entering them manually.
Go to Products/Import-Export/Import data: Inventory counts.
Two file formats are available:
Option 1: Import a file containing counted quantities
For each product, the file must contain an identifier (product ID + variant, barcode or supplier reference), as well as the actual counted quantity.
Option 2: Import a barcode file
You can import a plain text file containing the list of barcodes for the units scanned during the count.
This file can be generated by a barcode scanner with built-in memory, or it can be a text file opened on your computer into which you scan the products in your inventory one after another.
After importing
Importing a file does not directly adjust the quantities in inventory.
Discrepancies between the theoretical inventory and the imported quantities are recorded in Products/Inventory counts.
You can then review and check these discrepancies and apply the corresponding adjustments by following the validation procedure described in the previous section.