Performing a stock count and adjustment

A stock count lets you verify the physical quantity of items in your warehouse and adjust your system records to match reality. This is essential for accurate financial reporting and to catch losses, damage, or discrepancies early.

Before you start

• You have warehouse/inventory access (or your admin has assigned you the count permission)
• You have a printed or digital list of items you plan to count
• The system has current opening stock balances (run at least one receipt or issue before counting)
• Any recent receipt or issue transactions are complete

Steps

1. Go to Inventory → Stock Count and select New Count. Open in Usystems

2. Choose the warehouse or location you are counting (if your company uses multiple).

3. Enter the count date and a brief description (e.g., "Monthly count — July 2026").

4. For each item in your warehouse:

   • Search or scan the item code to add it to the count
   • Enter the physical quantity you counted (the actual number of units you see)
   • The system shows the system quantity (what the ledger says you should have)
   • Leave notes if the quantities differ significantly

5. After you finish counting, review all lines. Double-check high-value items or anything with a big gap.

6. Click Save and Submit. The system locks the count and calculates adjustments.

7. Review the Adjustment Summary — it shows which items need quantity corrections and why.

8. Click Approve and Post to adjust the ledger. The system creates an internal transfer or adjustment journal to match your physical count.

Accounting impact

When you post a count adjustment, the system creates a journal entry that debits or credits your inventory account and offsets to a variance or miscellaneous account (configured by your admin). This corrects your ledger and ensures your balance sheet reflects the actual stock on hand.

Tips & common mistakes

• Count in batches if the warehouse is large. Break the count into sections (aisles, zones) so you don't lose track and can repeat if you find errors.
• Don't adjust for in-transit items. If stock is on a delivery truck or awaiting receipt, exclude it from the physical count unless your company owns it in transit.
• Watch for expired or damaged stock. Mark items you find that are damaged or expired so your admin can investigate write-offs separately.
• Freeze receipts and issues. Ask your team not to add stock or sell during the count — it makes reconciliation much harder.

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