Counting and Reconciling Inventory

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A count compares what is on the shelf with what ServiceVisit shows for one location. You record the quantity you counted for each item, review the differences, and then reconcile. Reconciling posts an Adjust movement for each difference, so the ledger keeps a record of every correction and stock is never edited directly.

Before you start

You need permission to count to start a count and add lines. Reconciling is a separate, higher permission, and the Reconcile count button appears only for roles that have it.
The location and the items must already exist.
Only one reconcile per count is possible. A reconciled or cancelled count cannot be reconciled again.

Steps

Open Inventory, then Counts.
In the start form, choose a Type (such as Physical, Cycle, Truck or PropertyStorage), choose the Location, and select Start count. If no locations exist, the form does not appear.
On the count page, choose an item under Choose item…, enter Counted qty, optionally enter a Reason (optional), and select Add.
Repeat for each item you counted. Adding an item that is already on the count replaces its counted quantity and refreshes the system quantity.
Review the table. System is the on-hand quantity when you added the line, Counted is what you entered, and Variance is counted minus system. Negative variances show in red and positive ones in green.
When the figures are right, select Reconcile count. A message reports how many variance adjustments were posted.
Open Ledger to see the Adjust movements. Back on Counts, the status shows Reconciled.

What reconcile does

It posts one Adjust movement for each line whose variance is not zero. Lines with no variance post nothing.
Each movement is dated to when the count was started, not the moment you reconcile. A count started on Friday and reconciled on Monday is therefore recorded as Friday's correction.
If the adjusted on-hand quantity falls below the amount reserved, the reserved figure is lowered to match.
Only items you added to the count are changed. Items you did not list keep their current quantities.

Tips

The system quantity on a line is captured when you add the line. If stock moves afterwards, add the line again to refresh it before reconciling.
Use a Reason on lines with a variance. It is carried onto the adjustment.
For a single item, Adjust to counted quantity on the Stock page is quicker than a count.

If something goes wrong

If you cannot see Counts in the menu, your role does not include permission to count.
If Reconcile count is missing, the count is already reconciled or cancelled, or your role cannot reconcile. Ask someone with that permission to do it.
"Choose an item." means no item was selected when you selected Add.
"Choose a location to count." means the start form had no location chosen.

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