Inventory Count

Inventory Count helps identify discrepancies between the expected and actual quantity of products in stock. It is conducted separately for each warehouse. For warehouses using address storage, the Inventory Count is performed by bins.

All basic transaction management features are available for Inventory Count.

While performing an Inventory Count, pause all item movements — such as sales, receivings, and warehouse transfers. Otherwise, these movements can disrupt the stock count and require you to repeat the inventory process.

Creating an Inventory Count

1. In the Kladana workspace, select Inventory → Inventory Counts.
2. Click +Inventory Count.
3. Select the warehouse for which you want to perform an inventory count. If the warehouse has bins, an Inventory Count can be conducted by bins and by warehouse. For a warehouse without bins, an Inventory Count is conducted by warehouse.
4. Specify the date if it differs from the current date. Stock balances in the Qty (Expected) column is calculated as of that date.
5. Specify the company in the My Company field.
6. Add the products. For the Inventory Count by bins, first select the Bin Stock tab, then add the products.
7. Enter the actual quantity of the products into the Qty (actual) field. For the Inventory Count by bins, first go to the Bin Stock tab, then enter the actual quantity.
8. If sales occurred during the Inventory Count process, update the counts in the Inventory Count.
9. Create a Write-Off or Stock Adjustment to adjust the stock based on the inventory results.

Adding Products to the Inventory Count

Add the items to be recounted in the Inventory Count. If there are many items, it’s better to split them into multiple Inventory Counts — for example, by date, storage location, or product type. You can add up to 10,000 items to a single Inventory Count.

Add the products you want to count using one of the following methods:

• In the Add from Catalog field, begin typing the item’s name, SKU or supplier code. Kladana displays relevant items in the drop-down list and you can select an item to add. For every item you want to add, you need to repeat these steps.
• Click Items. In the opened catalog, you can select an item to add. For every item you want to add, you need to repeat these steps.
• Click Add from Stock. In the opened window, turn on Set actual stock. The app adds all items from the catalog to Stocktaking and fills the Qty (actual) column with the expected quantity data. You’ll only need to count discrepancies for some items. If you leave the checkbox clear, you’ll need to specify the actual stock for all inventory.
• Click Add Item List. In the opened window, you can select a product or product folder to add items from. If you want to count discrepancies for some items, turn on Set actual stock. Otherwise, you’ll need to specify the actual stock for each item you added.
• In an Inventory Count by Bins (Bins Stock) for each product, when added, all the bins where the product is stored are automatically indicated.

When you finish to add products, click Save.

Entering the actual stock

Specify the actual stock in one of the following ways:

• In the column Qty (actual), enter the up-to-date value.
• By scanning the barcode of each item in stock.
• Click Import and, in the drop-down list, select Import. In the opened window, choose the file in the Excel or CSV format to bulk upload up-to-date stock value from. Available only for warehouses without address storage (Inventory Count by Warehouses).

• Specify a bin in the filter, click Find, and enter the actual quantity for the bin. This feature is available only in Inventory Count by Bins (Bins Stock). You can also switch between the filter fields and the actual quantity using hotkeys: Alt + Q — return to the filter, Enter — go to the Qty (actual) field.

When you finish counting, click Save.

Update the counts in Inventory Count

While we strongly advise temporarily halting certain inventory-related activities such as sales, receivings, and stock transfers during an inventory count, it is not an absolute rule.

For instance, if you engage in frequent stock counts using small groups (cycle counting), it is possible to carry out the process without closing your shop entirely.

However, this approach introduces the risk of selling some product units during the count. To ensure accuracy, it is imperative to account for these discrepancies in your stocktaking process.

1. In the Kladana workspace, select Inventory → Inventory Counts.
2. Select the Inventory Count in the list.
3. Change the date in the Inventory Count to the up-to-date.
4. Click Qty (expected) and select Recalc in the drop-down menu. It updates the expected stock taking into account the last sale.
5. If there are many items, use the Search field to find the item you needed.
6. Update the physical count to the up-to-date.
7. Click Save.

Resolve inventory discrepancies

The discrepancy between the actual and expected quantity in stock is reflected in the Difference column, while the corresponding financial discrepancy is displayed in the Difference, amount column. A positive value indicates a surplus, while a negative value indicates a shortage.

The Inventory count does not automatically adjust the product stock. To update the stock, you need to create either a Write-off or a Stock Adjustment:

• If the expected quantity is higher than the actual quantity, create a Write-off.
• If the expected quantity is lower than the actual quantity, create a Stock Adjustment.
  

If the Write-off and Stock Adjustment are based on the Inventory count by Bins (Bins Stock), the items are transferred with the corresponding bins specified.