This article explains how to perform a stock count or adjust product quantities in Qoyod, whether by increase or decrease, in addition to importing the entire count in one batch.
Path in Qoyod
Products & Costs › Products & Costs › Stock Count
When to use stock count
- Adjust quantities due to damaged or lost goods.
- Record products received at no cost.
- Correct differences between the book balance and the actual balance after a physical count.
Steps
- From the “Products & Costs” dropdown, select “Products & Costs”.
- At the top of the page, click “Stock Count”.
- Fill in the required data (see the next section).
- Click “Save” to execute the count.
Required fields for the stock count
- Location: choose the main location or one of the previously added locations.
- Revenue account and Expense account: for the counted item.
- Item name.
- Current quantity: the quantity currently available in the system before the count.
- Actual quantity: the total quantity required after the adjustment.
- Difference: calculated automatically between current and actual.
Additional information (optional)
- Project.
- Custom fields: once configured from the custom fields settings.
Accounting behavior
Stock increase
When the count results in an increase, the additional quantity is treated as a product received at no cost. Revenue is recorded for it and its impact appears in the inventory balance.
Example: a gift received from a supplier that is later sold as a product in the store: its quantity is added via stock count.
Stock decrease
When the count results in a decrease, the quantity is deducted from the inventory balance (for example, handling damaged goods).
Example: a number of apples spoiled at a fruit seller: the damaged quantity is deducted via stock count.
Counting more than one item at a time
You can add multiple products in a single count by adding a row for each product before saving.
Importing a stock count
To import a large count in one batch:
- From the “Products & Costs” dropdown, choose “Stock Count”, then “Import Stock Count”.
- Choose the revenue account for surplus quantities and the expense account for shortage quantities.
- Download the Excel template and fill in the count data.
- Upload the file in the system to run the import.
Notes
- To increase the quantity of a product that has a cost (not at no cost), record a new purchase invoice instead of using stock count.
