Inventory → Stock Count is where you compare what the system thinks you have against what is physically on the shelf, and correct the difference.
Before you start: is a count the right tool?
A count is right when you want to confirm what is actually there — a monthly stocktake, after a spill, or when you first start tracking an item.
A count is the wrong tool for stock that has just been delivered. Use Goods Receipts for that. A receipt records who supplied the goods, what they cost and when they landed; a count records none of that, so using it for deliveries means you lose your purchase history and your costs go wrong. If your quantity is negative, read Why Your Stock Shows a Negative Number first — a count is often not the fix.
Running a count
- Pick a room if you use rooms. Leave it on All Rooms for a store-wide figure.
- Narrow the list by search, category, or stock level. Filtering to Low Stock or Out of Stock keeps a routine check short.
- Print the sheet if you are counting away from a screen. It prints the same lines in the same order.
- Enter what you counted. The difference and its cost impact appear as you type. Leave a line blank to skip it — blank is not zero.
- Choose a reason — correction, damage, loss or return — and save. The reason is what makes the adjustment readable later.
Products with variations
Each variation is its own line, because that is where its stock is held. Counting a variation updates that variation. The parent product is not listed on its own and does not need to be counted.
Seeing what moved an item
Click any item name to open its full movement history — every sale, receipt, transfer, production run and adjustment, with who did it and when. For a variation you get that variation's own history, not the whole product's. It opens in a new tab, so anything you have already typed into the sheet is kept.
What only counts as tracked
The sheet lists products with stock tracking switched on. Services and untracked products never appear, because there is nothing to count.
After you save
Every adjustment is recorded against your name with the reason you chose, and the cost impact is posted to your accounts. Inventory → Stock Count History shows every past count and exactly what each one changed.