Stock Counts

Stock Counts record physical inventory count events and the resulting variances between what the system expected and what was actually found.

They are used for:

• Cycle counts (ongoing, small and frequent)
• Stocktakes (periodic, larger counts)
• Investigating discrepancies (lost stock, picking errors, receiving errors)

Key concepts

Expected vs counted

A stock count typically compares:

• Expected quantity: what ParcelPilot currently thinks is on-hand
• Counted quantity: what you physically counted

The difference is the variance.

Why variances happen

Common causes include:

• Missed scans during receiving or putaway
• Picking mistakes (wrong SKU / wrong quantity)
• Stock moved without being recorded
• Damaged stock written off outside the system
• Duplicate receipts or adjustments

Correct vs Void (important)

Stock Counts generally have two outcomes:

Correct

Use Correct when the count is valid and you want the system to adjust stock to match the new number.

This will:

• Record the count event
• Apply a stock adjustment for the variance
• Update the on-hand quantity to what was counted

Void

Use Void when a count should be invalidated (e.g. wrong location, wrong item, miscount, duplicate entry).

This will:

• Mark the count as not valid
• Reverse the adjustment that was applied by that count

Tip: Voiding is preferred over “doing another count to offset it”, because it preserves a clean audit trail.

When to use Stock Counts

• After operational changes (new warehouse staff, new pick flow) to ensure accuracy
• When Monthly Operations/billing depends on inventory levels (if applicable)
• After investigating repeated customer complaints about shortages
• When you discover stock in an unexpected location

Best practices

• Count the right scope
  • If your process supports it, count by location/bin to narrow variance causes.
• Fix the cause, not just the number
  • If you corrected stock, also investigate why it was wrong.
• Avoid repeated corrections without investigation
  • Frequent adjustments usually indicate a workflow gap.
• Use notes
  • Record the reason (“Found in overspill”, “Damaged write-off”, “Receiving error correction”).

Typical workflow

1. Choose what you’re counting (item, location, or both — depending on your module)
2. Perform a physical count
3. Enter the counted quantity
4. Review the variance
5. Choose:
   • Correct to apply the adjustment
   • Void if the count is invalid

Troubleshooting

“I corrected it but it still looks wrong”

Check:

• You counted the correct location/bin (if your inventory is location-managed)
• You counted the correct item/SKU
• You’re not viewing a different tenant/client context
• There isn’t another pending adjustment or recent receipt/pick that changed stock after the count

“Should I void or do another correcting count?”

• If the previous count was wrong, use Void.
• If the previous count was right at the time, but stock later changed again, do a new Correct count.

Related guides

• Inventory Management
• Location hierarchy / bin locations
• Receiving and putaway