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:
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 |
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
- Go to Warehouse > Inventory.
- Click Add.
- Select the Organization and Warehouse.
- Set the Date.
- Load items — the system populates the grid with current stock data.
- Enter the Fact Quantity for each item based on the physical count.
- Review the Difference column.
- 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.
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.