FAQ: Stock Counts
Quick answers to common questions about performing and managing inventory counts.
Q: How often should I count inventory?
A: It depends on your business. Most companies do a full count at least once a year (for tax and audit purposes). High-turnover or high-loss items may need monthly or quarterly counts. Your admin or accountant can help decide the schedule based on your risk and regulatory requirements.
Q: Can I count just one warehouse or location?
A: Yes. You can create separate counts for each warehouse, or count everything at once. Choose the warehouse when you start a new count. The system lets you count one area at a time, which is practical for large companies.
Q: What if I find an item during the count that isn't in the system?
A: Add it to the count with a physical quantity but zero system quantity. When you post the adjustment, the system will create a line to bring that item into inventory. Make sure you give the item code or description so your admin can investigate where it came from (leftover stock, mislabeled item, etc.).
Q: Do I have to count everything, or can I do a partial (cycle) count?
A: You can do partial counts. The system supports counting specific items or zones at a time. However, reconciliation of the total ledger balance requires counting everything at least once per year. Partial counts are useful for spotting trouble areas between full counts.
Q: What happens if I delete a count by mistake?
A: If the count hasn't been posted to the ledger yet, you can delete it and recount. Once a count is posted (adjustments approved), you cannot delete it — instead, you would create a reverse adjustment if you need to correct it. Contact your admin if you need to undo a posted count.
Q: Why does the system show a different quantity than I counted?
A: The most common reasons are: (1) a recent transaction not yet finalized, (2) a data entry error in a receipt, (3) stock that was damaged or lost, or (4) goods in transit. See "Physical stock doesn't match the system" for detailed troubleshooting steps.
Q: Can I use a barcode scanner or mobile app to count?
A: Usystems supports entering counts on any device with a web browser. If your company has a dedicated barcode scanner or mobile inventory app, check with your admin about setup. Manual entry is also supported — you can print the item list and enter quantities afterward.
Q: What's the difference between a count adjustment and a stock transfer?
A: A count adjustment corrects the ledger when physical stock doesn't match — it records shrinkage, loss, or data errors. A stock transfer moves inventory from one warehouse to another (or one location to another) and records a deliberate movement. Use adjustments for discrepancies and transfers for planned movements.
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