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Counting stock and inventory adjustments

Use an Inventory count sheet to record counted quantities. For a surplus at a warehouse without bins or separate receipt/issue orders, complete the count and use Inventory adjustments to create and finish its recognition documents.

Prepare the warehouse, count date, item/batch scope and physical count. Agree the income item and valuation basis for a genuine surplus with accounting. Bin-managed warehouses, shortages, reclassification and stock quality changes need their corresponding processes.

Prepare the count and enter results​

  1. Open Warehouse and delivery > Inventory count sheets, select the warehouse and click Create.
  2. On Main, check Warehouse, Created by and Assignee. Select Show book quantity if the count should display accounting quantities.
  3. On Goods, use Fill in by filter. Set the intended item scope and review the resulting items, batches, units and Book qty.
  4. Keep the initial In progress status and click Post, using the document icon. This records the initial count document.
  5. Set Submitted to enter results. In Physical qty, enter the quantity actually counted for each item and batch. For example, a book quantity of 1 PCE and physical quantity of 2 PCE gives a surplus of 1 PCE.
  6. Review all quantities and differences. Set Completed and click Save, using the disk icon.
  7. Reopen the count and confirm its saved status and quantities. Generate Warehouse reports > Warehouse stock for the same item, batch and period, recording the balance before creating financial adjustments.

The count and the financial recognition are separate stages. A completed count can already affect the warehouse quantity in this process. Do not create another physical receipt merely because the financial surplus document remains unfinished.

Create and complete the surplus documents​

  1. Open Warehouse and delivery > Inventory adjustments and select the same warehouse.
  2. Choose Create > By using wizard. Physical inventory register is a separate period/print document; it is not the sheet used to enter counted quantities.
  3. Set Physical inventory register period to include the count. Use the period selector to set its beginning and end, then click Select. Check Inventory adjustment date and the intended Print prices setting.
  4. Continue after the wizard identifies goods requiring adjustments. On Reclass stock or change quality, inspect the Surplus and Shortage tables. For a simple surplus, verify the item, batch and difference; do not apply reclassification or quality changes.
  5. Click Next and review the generated documents. The surplus recognition may still be unposted even if the physical inventory register is already posted.
  6. Open Stock surplus recognition. On Main, check the warehouse/currency and select the approved Income item.
  7. In Goods, check the surplus quantity, unit and batch. Enter Price and review Amount using the approved valuation basis. A suggested or entered price is not proof of final cost valuation.
  8. Choose Post and close. Return to the wizard and confirm the generated documents' posted indicators, then click Finish.

For a single-company setup, the wizard can move directly to document review. If an allocation stage appears, resolve it for the actual owner/company before continuing.

Check the result​

Generate Warehouse stock again with the same period, filters, item, batch and unit. Compare the balance with the report taken after the count. A surplus already reflected by the count must not be received a second time through its recognition document.

For example, if the count changed 1 PCE to 2 PCE, financial recognition of that 1 PCE surplus must leave the physical balance at 2 PCE, not 3 PCE. Check the surplus document and its income/value details separately from the physical quantity.

Resolve common problems​

  • Physical qty shows <for entering result>: change the count to Submitted before entering results.
  • Cannot post the document in status Completed: retain the results, return to In progress for the required Post, then return to Completed and use Save. Recheck book and physical quantities if the application asks to refill accounting quantities.
  • Income item, Price or Amount is required: open the generated Stock surplus recognition, complete those fields using approved values and post it. Check the saved document's posted indicator; earlier messages can remain visible after the correction.
  • The report shows another unexpected receipt: check for a duplicate physical receipt or repeated adjustment before creating more documents.

See Receiving goods for actual incoming goods and Warehouse management scheme for warehouse-specific document flows. Counting adjustments do not establish final cost or fiscal treatment.