Create Stock Counts
In this help document, you’ll learn the different methods to create stock counts in Zoho ERP.
Scenario: After receiving a large shipment of fireworks during the festive season, Brandon performs a stock count using Zoho ERP to verify that the physical inventory matches the system records.
This helps him to identify shortage, damages, incorrect items, or data entry errors that may have occurred during transit. Accurate stock counts ensure that his inventory data is reliable, helping him make informed decisions, maintain customer trust, and comply with safety regulations.
Create a New Stock Count
Prerequisite: To enable Stock Counting you should have enabled locations in your organisation.
Once you’ve enabled Stock Counting under Settings, you can start creating Stock Counts. Here’s how:
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Click + New on the top right corner of the page or the + icon next to Stock Counts.
- In the New Stock Count page configure details for your new stock count.
- Click Next.
- Then Add items to your New Stock Counts.
- Click Save.
Configure a New Stock Count
| Fields | Description |
|---|---|
| Stock Counts# | A unique ID for every new stock count created. |
| Description | Enter a description for internal communication over a maximum of 500 characters. |
| Location | Select the location from the dropdown to assign a location for this stock records. |
| Assign To | Select a user from the dropdown as your assignee to be in charge of this stock count. This assignee will receive reminder notifications regarding the stock counts they’re assigned to. |
Note: You can check the Schedule Counts box, if you want to create a recurring stock count.
Add Items to New Stock Count
After configuring your stock counts, you can start adding items to it. Here’s how:
- Click Select items under Add items tab.
- In the Select Items for Stock Counting page, you can check the items that you want to add in the new stock count or you can enter the item name and search.
Pro tip: Check the box near ITEM NAME to add all your items to your stock counts in bulk.
- Click the Filter icon to select items based on Availability, Category, Manufacturer and Brand.
- Click Apply.
- Click Add Items.
Pro tip: You can also use the Group By dropdown to select items from a particular Brand, Manufacturer or category.
- Click Save.
View Stock Counts
If you have already created a stock count, you can view them in the Stock Counts module. Here’s how:
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Select the stock count you want to view from the list.
Create Recurring Stock Counts
If you want a stock count to be repeatedly created at a certain point of time, day, week, month or year, you can create recurring stock counts. Here’s how:
Scenario: Patricia runs a grocery store that sells fresh fruits, vegetables, and packaged food items. Since some products sell quickly while others spoil if stocked too much, Patricia needs accurate stock levels always.
She creates a recurring stock counts in Zoho ERP to regularly compare the physical stock on shelves with the system records. This helps her restock fast-moving items like milk and bread on time, while avoiding over-purchasing items that have a shorter shelf life.
As a result, Patricia maintains balanced inventory levels, meets daily customer demand, and reduces food wastage.
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Click the dropdown near + New on the top right corner of the page and select New Recurring Stock Counts.
Pro tip: You can also check the Schedule Counts box in the New Stock Count page, and create a recurring stock count.
- In the New Recurring Stock Count page configure details for your new recurring stock count.
- Click Next.
- Then Add items to your New Recurring Stock Counts.
- Click Save.
Configure New Recurring Stock Counts
| Fields | Description |
|---|---|
| Stock Count Name | Enter a name to identify your stock counts |
| Description | Enter a description for your stock count for internal communication over a maximum of 500 characters. |
| Location | Select the location from the dropdown to assign a location for this stock records. |
| Assign To | Select a user from the dropdown as your assignee to be in charge of this stock count. This assignee will receive reminder notifications regarding the stock counts they’re assigned to. |
Schedule Type - Periodic Recurring Stock Counts
| Fields | Description |
|---|---|
| Frequency | Select the frequency at which you want the stock count to be repeated. For example, for every day, week, month and year. To set frequency other than 1, click Change below the field. |
| Generate Count On | Select the specific days, months from the dropdown and enter the dates. This field will not be available if you choose every day in the frequency field. |
| Schedule Starts On | Choose the date from which you want this to start recurring stock count. |
| Generate Count At | Select the time from the drop to start the recurring stock count. |
| Schedule Expires After | Select how you want to end this recurring stock count. For eg. a particular date or number of counts. Select Never Expires if you don’t want the stock count to end. |
| Remind Before | Enter the days and get reminder notifications prior to start the stock counting. |
Note: You will get reminder notifications inside the application and mails regarding the stock counts to be done. Only the user assigned user will get these notifications.
Schedule Type - Count Custom Recurring Stock Counts
| Fields | Description |
|---|---|
| Date | Customise and choose the dates on which you want this recurring stock count to be done. You can add to a maximum of 3 dates for a custom recurring stock counts. |
| Execution Time | Select a time from the dropdown on which you want this recurring stock count to begin at the chosen days. |
| Remind Before | Enter the days and get reminder notifications prior to start the stock counting. |
Add Items to New Recurring Stock Counts
After configuring your stock counts, you can start adding items to it. Here’s how:
- Click Select items under Add items tab.
- In the Select Items for Stock Counting page, you can check the items that you want to add in the new stock count or you can enter the item name and search.
Pro tip: Check the box near ITEM NAME to add all your items to your stock counts in bulk.
- Click Save.
View Recurring Stock Counts
Here’s how you can view recurring stock counts:
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Click View Recurring Counts in the top right corner to go to Recurring Stock Counts page.
- Select the recurring stock that you want to view from the list.
Clone Stock Counts
You can quickly create stock counts with the same criteria by cloning it. Here’s how:
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Select the stock count you want to clone.
- Click the More icon at the top right corner and select Clone.
- Review the details and click Save in the New Stock Count page.
Edit Stock Counts
You can edit existing stock counts if you want to make changes. Here’s how:
Note: You can edit a stock count only if it is in the Yet To Start status.
- Go to Inventory on the left sidebar.
- Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
- Select the stock count you want to edit.
- Click Edit.
- Review and make the required changes in Edit Stock Count page.
- Click Save.