Stock Counts - Operations

In this help document, you’ll learn all the actions you can perform on stock counts in your organization.

The actions you can perform on stock counts are classified into:

Management Actions

The management actions let you manage the lifecycle of a stock counts after they are created, helping you maintain accurate and up-to-date records.

Count Stocks Using Mobile App

After creating your stock count in the web application, you can count stock using our Zoho ERP Warehouse mobile application. Here’s how:

Open your mobile app and sign in.
Tap the More icon at the top left corner.
Tap Inventory and select Stock Counts from the dropdown.
The stock counts created in web application will be listed in the mobile app in Yet To Start status.
Select the stock count you want to count.
Tap Start Counting at the bottom right.

Insight: You can enter the items in your inventory manually by tapping + or you can scan the item barcode using mobile scanner and barcode scanners.

To scan serial tracked item or batch tracked item, enter the relevant serial number and batch details.
Tap Resume Counting to continue paused stock counts.
Tap Save as Draft after counting individual bins.
Switching between Uncounted Items and All items tab to check items that are counted and yet to be counted.
Tap Save and Submit to approve the finished stock counts.

Note: Stock Count cannot be started if there’s a mismatch in quantity and available tracking details.

The mismatch in quantity and serial numbers could be due to the following reasons:

If Tracking Details Relaxation is enabled, transactions might have been created without serial or batch numbers.
If your tracking preference is set to invoices and bills, and packages or receipts were created without tracking details, or vice versa.

Contact your admin to verify these settings and add the missing tracking details to the transaction.

Note: Other actions like create, edit, and approval can only be done using the web app.

Count Stocks Using Web App

After creating your stock count you can start counting the stocks and enter the quantity to check the accuracy of your inventory. Here’s how:

Go to Inventory on the left sidebar and navigate to Stock Counts.
Select the stock count you want to start counting.
Click Start Counting.
Click View Items to check stock details of your inventory for each bin, based on system records.

Note: Items that are not bin tracked will be mentioned with a label as Non - Bin tracked Items.

Here’s how you can enter the record of stock counts taken manually:

For Batch Tracked Items

Click + Add Batches to enter the counted quantity of your item if it is tracked in batches.
Enter the batch number and the quantity of stock after manual counting.
Click + New Batch if you want to add another batch.
Click the Remove icon to remove the batch.
Click Save.
If both system quantity and counted quantity is same the difference will be highlighted in green.
If there is mismatch in system quantity and counted quantity that difference will be highlighted in red with arrows indicating greater or lesser.

For Serial Tracked Items

Click + Add Serial Numbers to enter the counted quantity of your item if it is serial tracked.
Enter the serial number of the items and Click Save.

If you have not enabled advanced Inventory Tracking for your items,

Enter your quantity directly under the Counted Quantity tab.

Pro tip: You can cross check the items that are yet to counted by switching between Uncounted Items and All items tab.

Resume Counting Stocks

If your counting has been stopped in between, you can continue it back from where you left off. Here’s how:

Go to Inventory and navigate to Stock Counts.
Select the stock count that you left midway.
Click Resume Counting.
Click Save as Draft if you’ve completed the stock counts for each bin.

Note: If inventory adjustments are recorded while your counting is in progress, a variation alert will pop-up.

Click Submit for Approval once counted quantity is entered for all items under all the bins.
If you’ve items that are not counted before submission, click Mark Uncounted as Zero & Submit to proceed with approval or click Resume Counting to go back and enter the counted quantity.

Note: Once you’ve submitted the stock counts for approval you’ll not be able to edit it later.

Approve Stock Counts

Once the counted quantities of the selected items are added, you can start approving the Stock Counts. Here’s how:

Go to Inventory and navigate to Stock Counts.
Select the stock count that you want to approve.
Click Start Approving in the details page.
The stock count valuation will be system generated.
Click View Bins to check the unmatched items bin wise.
Click Hide Bins if you don’t want a detailed list view.
Click the batch details check batch items mismatch.
Click the serial details to check serial items mismatch.
Click Approve or Reject to select the Approval Status for each item individually
Click Proceed to Approve.
Click Save in the Approval Summary to complete the Stock Count.

Note: If you click Approve for an unmatched stock count, you should select an Adjustment Reason from the dropdown.

Mark as Inactive – Recurring Stock Counts

If you don’t want the recurring stock count temporarily you can mark it as Inactive. 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 recurring stock count that you want to mark as inactive.
Click More and select Mark as Inactive from the dropdown.

Mark as Active – Recurring Stock Counts

If you want an inactive recurring stock count again you can mark it as Active. 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 recurring stock count that you want to mark as active.
Click More and select Mark as Active from the dropdown.

Cancel Stock Counts

Here’s how you can cancel a stock count in the midway if your don’t require it:

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 that you want to cancel.
Click the More icon and select Cancel.
Click Ok, Cancel confirm.

Delete Stock Counts

You can delete a stock count if you don’t need it permanently. 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 delete.
Click the More icon at the top right corner and select Delete.
Click Delete to confirm.

Pro tip: You can bulk delete multiple stock counts by checking the boxes near the stock counts in list view page.

List View Actions

The list view actions let you organize and customize how stock counts are displayed, making it easier to find and review the information you need.

Filters - Stock Counts

You can filter and view stock counts based on assignee, status and location.

Statuses of Stock Counts

Status	Description
Yet To Start	These are stock counts that are created but counting has not yet begun.
Counting In Progress	Stock counts that are created and counting is going on.
Pending Approval	Stock counts that have been finished counting and sent for approval.
Completed	These are stock counts that have been finished counting and approved.
Cancelled	Stock counts that are cancelled during counting.
Expired	The stock counts that have crossed the scheduled period will come under expired stock counts.

Sort By - Stock Counts

Here’s how you can sort the stock counts in the list view:

Go to Inventory on the left sidebar.
Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
Click the More icon and hover over Sort by from the dropdown.
Click Stock Count# to sort stock counts by their numbers.
Click Count Date to sort stock counts based on their count dates.

Refresh List

Here’s how you can refresh the list after all the customisations made.

Go to Inventory on the left sidebar.
Click Inventory Control in the top module bar and select Stock Counts from the dropdown.
Click the More icon and click Refresh List from the dropdown.

Other Actions

Other actions include options that allow you to review the complete history of your stock counts from the time they were created.

View History

Here’s how you can view what actions happened in your stock counts:

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 for which you want to view history.
Click View the Recurring Stock Count to view the associated recurring stock count from the comments tab.
Click View the Inventory Adjustment to view the associated inventory adjustment from the comments tab.