Inventory

The inventory document records a physical stock count in the warehouse. It compares actual (factual) quantities with system quantities and identifies discrepancies.

How to Access

Navigate to: Sidebar > Warehouse > Inventory

Route: /warehouse/documents/inventory

Quick actions:

• Open list
• Create new

Overview

An inventory count is performed to verify that the physical stock in the warehouse matches the records in the system. The document displays system quantities alongside manually entered actual quantities, highlighting any differences. Based on the results, surplus items can be posted and shortages can be written off.

Document List

Columns

Column	Description
No.	Document number
Date	Document date
Organization	Organization
Warehouse	Warehouse
Conducted	Posting status
Created	Creation date
Employee	Responsible employee
Note	Comment

Creating a Document

Main Fields

Field	Description	Required
Date	Inventory date and time	Yes
Organization	Organization performing the count	Yes
Warehouse	Warehouse being inventoried	Yes
Note	Free-text comment	No

Warehouse first

The system quantity comes from the stock of the selected warehouse. Until a warehouse is selected, the Add from items and Add dish ingredients buttons and the Fill menu items that read stock are unavailable: "Fill from all stock", "Fill negative stock", "Fill stock by group", "Refill planned quantities" and "Items not in inventory documents".

Item Grid

Column	Description
#	Row number
Item	Item name
System Quantity	Quantity according to the system
Fact Quantity	Actual quantity counted
Difference	Difference (Fact − System)

TIP

A positive difference means surplus (more than expected). A negative difference means shortage (less than expected).

Step-by-Step Guide

1. Go to Warehouse > Inventory.
2. Click Add.
3. Select the Organization and Warehouse.
4. Set the Date.
5. Load items — the system populates the grid with current stock data.
6. Enter the Fact Quantity for each item based on the physical count.
7. Review the Difference column.
8. Click Save, then Conduct.

FAQ

What happens after conducting an inventory?

The system can generate posting documents for surpluses and cancellation documents for shortages based on the inventory results.

Can I inventory only specific items?

Yes. You can filter or manually select which items to include in the count rather than loading the entire warehouse.

Why are some Fill menu items unavailable?

If the document table has unsaved changes — you removed, added or edited an item and have not clicked "Save" yet — the items that bring in goods from the server, a file or the buffer are unavailable: "Refill planned quantities", "Fill from all stock", "Fill negative stock", "Fill stock by group", "Items not in inventory documents", "Load from file" and "Load from buffer". The reason is shown at the top of the menu. Save the document and they become available again. This way filling cannot overwrite what you have changed.

Choosing the warehouse or date in a new document does not block filling: you can fill a new inventory right after choosing the warehouse. "Clear actual quantities", "Zero out actual quantities", "Fill actual quantity from planned", "Export to buffer" and "Compare with buffer" are always available — they only work with what is already in the table.

What happens if I fill a document that already has items?

Filling only adds items that are not in the document yet. Rows that are already there stay as they are — including the actual quantity you entered. If every item is already in the document, you see the message "All items are already in the document".

How often should I run an inventory?

This depends on your business needs. Many businesses perform monthly or quarterly inventory counts. High-turnover items may require more frequent checks.