Inventory

Stock Counting

Note: Stock Counting is only available under Advanced Warehouse Operations Add-on.

Stock Counting or Stock taking is when you manually check and record the stock of an item and match them to the system records. Let’s see how Stock Counting works in Zoho Inventory.

IN THIS PAGE…

Enable Stock Counting
Create New Stock Count
Create Recurring Stock Count
Cancel Stock Count
View Stock Count
View Recurring Stock Count
Count Stock Using Mobile App
Approve Stock Count
Status of Stock Count
Customize Stock Count Columns
Refresh List
Edit Stock Count
Clone Stock Count
Delete Stock Count

Scenario 1: Patricia wants to prevent stock outs and overstocking in her retail business. So she started using Zoho Inventory, which helps her maintain a balance between having enough products to meet customer demands without overstocking items.

Scenario 2: John aims to create an accurate inventory order budget for next year. Using Zoho Inventory, he can easily get a detailed report on the required stock counts on a monthly basis.

Enable Stock Counting

You will have to enable the Stock Counting module in order to create and match stock counts in Zoho Inventory. To do this:

Go to Settings on the top right corner of the page.
Select General under Preferences.

Check the Stock Counting option.
Click Save.

Create New Stock Count

Once you’ve enabled stock counting, you can start creating stock counts and assign them to the users in your organisation. To create a new stock count:

Go to Inventory from the left sidebar and navigate to Stock Counting.
Click the + New button in the top right corner of your page.
Fill in the required details.

Fields	Description
Stock Count#	This value is auto-generated. Click the gear icon if you want to enter a unique number for your stock count.
Warehouse	Select the warehouse where the stocks are to be counted.
Assign To	Select the user to whom you want to assign the stock count.

Click Next

Once you’ve created the stock count, you’ll be automatically redirected to the page where you can add the items you want to count. Here is how you can add the items:

Click Select Items to add the items that you want to count.
Choose the items from the list and click Add items.

Click Save.

Pro Tip: You can mark the Schedule Counts option to instantly create a recurring stock count.

Create Recurring Stock Count

Go to Inventory and navigate to Stock Counting.
Click the dropdown on the top right corner next to + New and select New Recurring.

Choose how often you want the stock count to happen.
If you want the stock count regularly, select Periodic or if you want it on specific days, select Custom.
Select the start date and time for the count.
Determine when the count should stop with Schedule expires after.
Set a reminder to notify the assigned users before the count starts, with Remind Before.

Click Next.
Click Select Items.
Choose the items that you want to count and click Add items.
Click Save.

Cancel Stock Count

If you wish to stop a stock count, you can cancel it in Zoho Inventory. Here’s how you can do it:

Warning: Once you cancel a stock count, it cannot be undone.

Go to Inventory and select Stock Counting.
Select the stock count that you’d like to stop.
Click the Three dots icon on the top right corner of the page.
Click Cancel.

Note: You cannot cancel a stock count that is in the Completed status.

View Stock Count

If you have already created a stock count, you can view them in the Stock Counting module. Here’s how you can do it:

Go to Inventory and select Stock Counting.
Select the stock count you want to view.

View Recurring Stock Count

You can view the recurring stock count that you have created in Zoho Inventory. Here’s how you can do it:

Go to Inventory and select Stock Counting.
Click View Recurring Count on the top right of your page.

Count Stock Using Mobile App

You can count stock only using the mobile app. Here’s how:

Open your Zoho Inventory mobile app and sign in.
Tap the More icon at the bottom right corner of the screen.

Tap Stock Counting under the Items section.

Select the task you need to count.
Tap Start Counting at the bottom right.

Select the item and update its count.
You can add stock count in two ways:
- Scanning the item’s serial number.
- Entering the quantity directly.
Tap Save when finished.
Tap Save and Submit after you’ve finished counting all the items.
Tap Submit in the pop-up that appears to confirm.

Note: Other actions like create, edit, and approval can only be done using the web app.

Approve Stock Count

Once the stock count is added using the mobile application. You’ll have to approve the count from the web. Here’s how:

Prerequisite: Ensure that you’ve provided all your users with the required access in the users and roles. section to approve the stock count.

Go to Inventory from the left sidebar and select Stock Counting.
Select the stock count that you want to approve.
Click Start Approving at the top right corner of the page.

Under All items, you can now approve or reject each stock count.

If the status is Matched, you can approve or reject as your requirement.
If the status is Unmatched, click Approve and select an adjustment reasonor you can Reject and schedule another stock count to double check.
Approvers can view if items were transacted during the counting process. Click on the Variation Badge to display suspected transactions in a sidebar.

Click Proceed to Approve at the bottom left, to confirm.

Click Save in the pop-up that follows to confirm.

Status of Stock Count

Stock Counting in Zoho Inventory will have the following status:

Status	Description
Yet To Start	You have scheduled a stock count that hasn’t begun yet.
Counting in Progress	The assigned user has started the stock count.
Pending Approval	The assigned user has completed counting and has submitted for approval. The approval process is yet to begin.
Completed	The stock count has successfully been completed.
Cancelled	A scheduled stock count has been cancelled.

Customize Stock Count Columns

In the Stock Counting module, you can choose the fields to be displayed on the main page. You can rearrange the columns or fields. Here’s how you can do it: