Stock count is the tool used to record any difference between book quantities and actual quantities, whether an increase or decrease, and includes cases of damaged or lost goods. After saving, the system automatically creates an accounting entry that reflects this difference.
First: Accessing Stock Count
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From the main menu, select Products and Costs
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Click on Stock Count from the top menu
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Click on Create Stock Count
Second: Steps to Create a Stock Count
Step 1: Select Location
Choose the location you want to count from the locations previously added to the system.
️ Alert: You will not be able to add products before selecting a location.
Step 2: Enter Count Data
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Revenue Account for Excess Quantities: This is a required field. Choose the appropriate account such as other revenue or sales. (Equity or revenue account)
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Expense Account for Deficient Quantities: This is a required field. Choose the appropriate account such as cost of goods sold or damaged goods account. (Equity or expense account)
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Date: Set the date of the count operation.
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Description: Enter a description of the operation, which is a required field.
If you want to use a custom account such as “Damaged Goods”, it must be added first in the chart of accounts under operating expenses.
Step 3: Add Products and Enter Quantities
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Item Name: Enter the name of the product to be counted.
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Current Quantity: Displays automatically from the system and cannot be modified.
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Average Cost: Displays automatically and is used in count calculation and cannot be modified.
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Actual Quantity: Enter the actual quantity after counting. It must be zero or more and cannot accept negative values.
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Difference: Calculated automatically by the system between the two quantities.
To add more products, click on Add More.
Step 4: Save the Count
Click on Save to complete the operation and update inventory.
Third: Additional Features
Link Stock Count to Cost Center: You can link the count operation to a project or cost center through the Additional Information tab and select the project name.
Barcode Scan: The system supports using a barcode reader to speed up product entry by clicking on Scan by Barcode on the stock count creation page.
Count Multiple Locations: Regular stock count covers only one location. To count multiple locations in the same operation, use the Import Stock Count feature.
Fourth: Automatic Accounting Entry
After saving the count, the system automatically creates an accounting entry based on:
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The account associated with inventory
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The expense account selected for deficient quantities
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The revenue account selected for excess quantities
You can view the entry through Reports ← Journal.
Fifth: Troubleshooting
Product addition field not appearing? Make sure to select the location first before attempting to add products.
Actual quantity not accepted? Make sure the quantity entered is zero or more. The system does not accept negative values.
Damaged goods account not appearing in the list?
Make sure the account has been added previously in the chart of accounts according to the following requirements:
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It must be under Expenses (typically: Expenses ← Operating Expenses).
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It must be at account level three or higher.
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The account must not have sub-accounts; as sub-accounts are what will appear in the list instead.
