Count the shelf, approve it, and the books follow
Open a count for a warehouse or a single bin and fill the sheet from what the books hold. Counters enter what they find, a reviewer approves, and the difference posts as one adjustment at cost.
- Books when the sheet was filled
- 120
- Counted
- 114
- Difference
- −6
- Posted
- Adjustment, loss at cost
Goes through · One adjustment brings the bin to 114 and books the loss
How a count moves
Open the count
Choose a warehouse, or one bin in it. Only one open count can cover the same stock.
Fill and count
Fill the sheet from the books, bin by bin, then enter what is on the shelf.
Submit for review
The reviewer approves it or sends it back to be counted again, with a reason.
Close
Closing posts the differences as one stock adjustment. With nothing different, nothing posts.
Details that matter
Approval is a permission
Sending back, cancelling and closing a count need the Approve level on cycle counts, granted through the user’s role.
Lots are counted by lot
A lot- or serial-tracked item can’t be closed without its lot or serial number on the line.
Gains and losses in the ledger
A shortfall posts as a loss and a surplus as a gain, against the inventory account at cost.
Questions buyers ask
Do we have to count the whole warehouse at once?
No. A count can cover a single bin, so you can count a little every day.
What if two people start counting the same shelf?
The second count is refused while the first is open over the same stock.
Can a count be cancelled?
Yes, with a reason, until it is closed. Nothing posts and the stock is free to count again.