Inventory counts

An inventory count freezes what AimRack thinks a plant has, lets someone count what is actually there, and posts the differences. Use it for a year-end count of a whole plant, or for a small rotating count of one cage or one kind of item.

How to start a count when you are ready to walk the shelves

1. Open Inventory, then Inventory Count, and choose Add Inventory Count.
2. Choose the Location, for example Nelson Propane · Fairfield. A count always covers one location.
3. Narrow it if you want a smaller count:
   • Storage Unit (optional) limits it to the storage units you pick. Leave it empty to count the whole location.
   • Item Type (optional) limits it to one kind of stocked item. Services are never counted, because they hold no stock.
4. Turn on Blind Count when the counter should not see the expected numbers. The System Qty and Variance columns stay hidden until the count is posted, so the system's number cannot sway what anyone writes down.
5. Choose Create & Snapshot. AimRack writes one line for every item, storage unit and lot it expects to find, with the frozen System Qty. Rejected and consumed lots are left out.

The count starts as Draft.

How to record what you found when you are counting

1. Open the count and choose Start counting.
2. For each line, enter the Counted Qty.
   • Leaving a line blank means "not counted", and posting skips it.
   • Entering 0 means the shelf is empty, and posting zeroes the line.
3. A serial-numbered line can only be counted 0 or 1, because a serial number is one unit.
4. Use Variance only or In stock only to narrow the lines while you review, and the column filters for item type, storage unit and storage type.

How to post the differences when the count is reviewed

1. Choose Confirm. The Confirm Inventory Count dialog recalculates and lists how many lines are still uncounted (they are left unchanged at post, not zeroed) and how many differ from the expected quantity.
2. Choose Confirm Count. The count moves from Draft to Pending and the entered numbers lock for review.
3. If something needs another look, choose Reopen to send a Pending count back to Draft.
4. Choose Post. Every counted line's difference (counted minus the frozen system quantity) is written as a positive or negative adjustment, and the count becomes Posted.

Posting measures against the frozen snapshot, not against today's on hand, so a receipt or shipment that posted while the count was open is kept rather than erased. When accounting is on, each difference is also booked to the inventory adjustment variance account.

A posted count cannot be reopened. If a posted line turns out to be wrong, correct that movement from Movements in Inventory. The count's History shows the original count and every correction made since.

Where this fits

A count reconciles the numbers shown in Inventory with what is physically at a plant. For a single item that is off, a direct adjustment from Quantities is quicker. Stock that arrives or leaves during the count comes through receipts and shipments as usual.