Counts — SanadiqCloud

Product version: 1.0.0+1
Last updated: 2026-10-07
Audience: Tenant Owners, Tenant Employees, Regular Users

A. What is a Count?

A count checks the stock you physically have against the system quantity for every item in one stock pool, then corrects on-hand when it is approved.

Counts are the only way to create cycle and physical counts. Create adjustment offers correction, damage, and expiry only.

Lifecycle (same as adjustments). Which path applies depends on the stock pool policy Require approval for adjustments (on by default):

Policy on:   pending (Counting) → submitted → approved   (stock updated, Last counted set)
             pending (Counting) → submitted → rejected   (no stock change)
Policy off:  pending (Counting) → approved or rejected   (no Submit step)

With the policy on, a count must be submitted before it can be approved. A count has no cancel action of its own: close an unwanted count by rejecting it.

Permission: inventory:adjustment:read to view counts; inventory:adjustment:create to start one; inventory:adjustment:update to record counts, cancel lines, submit, approve, or reject.

B. The Counts Page

Open Inventory > Counts (/inventory/counts) from the warehouse hub.

Filter with the status chips (All, Counting, Submitted, Approved, Rejected). Open a row to work on the count.

C. Starting a Count

1. Choose Start count on the Counts page, or on stock pool detail (the pool is then locked).
2. Pick the stock pool — the dialog shows how many items it holds.
3. Choose Cycle count or Physical count, and add optional notes.
4. Confirm. The count opens with one line per item in the pool, each marked Not counted yet. Nothing changes in stock. The count date is the moment you start it.

A count is refused when:

• the stock pool has no items, or
• any of its items is already on another open count (Counting or Submitted). Approve or reject that count, or cancel those lines on it, first.

Corrections, damage, and expiry adjustments are not counts and are not blocked by an open count.

D. Recording Counts

On the count detail page:

1. The progress card shows x of y counted and how many lines remain.
2. Filter lines by All, To count, Counted, or Differences.
3. Choose Record count on a line and enter the quantity you found. The dialog shows the current system quantity and a live difference preview (+ surplus, − shortage, or matched).
4. Use Recount to correct a line you already counted.
5. Each counted line shows who counted it and when.
6. A line you cannot count can be cancelled with a reason (while the count is Counting or Submitted). A cancelled line stays visible and changes nothing.

Counts can be recorded and corrected only while the count is Counting; after Submit the quantities are locked.

The system quantity is captured again each time a line is counted, so the difference reflects stock at the moment you counted it, even if stock moved after the count started.

A counted line with a difference holds stock until the count is closed: a shortage is reserved (it lowers the item’s available quantity), and a surplus shows as incoming. Approving, rejecting, or cancelling the line releases the hold.

E. Submitting and Approving

• Submit and Approve stay disabled while any line is Not counted yet; the page tells you how many lines remain.
• Approve applies each line’s difference (counted − system at the moment the line was counted) to the item’s current on-hand, so stock that moved after a line was counted keeps that movement. It writes an adjustment transaction for every counted line — a matching line is recorded with a quantity change of 0 — and sets the item’s Last counted to when the line was counted. Minimum stock levels do not block a shortage found by a count.
• Reject closes the count without changing stock.

Only approved cycle and physical counts update Last counted. Damage, expiry, corrections, transfers, pick lists, and manual stock changes do not.

Finance: each approved difference is posted against Inventory Shrinkage & Count Variance (5110), dated on the count date — or on the approval date if that is earlier. A count started at period end and approved later still belongs to the period it was counted in. See Finance lifecycle.

F. Where Count Results Appear

• Inventory > Inventory items (/inventory/items) — every item across pools with its last count date, type, and difference. Filter by Never counted, Not counted in 30+ days, or Counted. See Stock & Inventory.
• Stock item detail → Counts — the latest approved cycle count and physical count for that item, with system, counted, and difference. See Stock Items.
• Merchant dashboard → Needs attention — stock counts in progress (Counting) and stock counts awaiting approval (Submitted), under the Counts category; tapping opens the Counts page when you have inventory:adjustment:read. See Merchant Dashboard.

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Next: Transfers
See also: Stock & Inventory | Stock Items | Transactions