Stock Count

Created by Level 1 Support Team, Modified on Wed, 7 Jun, 2023 at 3:49 PM by Level 1 Support Team

Stock-taking /Stock Counting /inventory checking is the physical verification of the quantities and condition of items held in an inventory or warehouse.

The stock count module in procurement management has 2 types of the inventory checking

Cycle count
Physical count

Cycle Count

An Inventory cycle count means counting a small amount of Inventory on a specific day without having to do an entire manual stocktake.

Physical count

A Physical Inventory count is a structured approach to counting a company's stock where staff uses a predetermined method to count the goods. Companies schedule a physical inventory count at the end of a reporting period.

To create a cycle count session in HAL ERP. Go to Stock counting>> cycle count per item

The first module stock counting session is to define what type of stock count session you may want to create.

first Enter the Name of the session and choose the Type of the stock count (either 'Physical' or 'cycle') to be carried out and create the session. The created session will be used to enter the details of the stock count that will be carried out.

To enter the cycle count details, click on Stock Count>> Cycle count per Item

The session field will list out the already created sessions from the Stock counting session module which can be chosen accordingly
Employee field will list out the active employees and the employee who is going to carry out/be responsible for that particular session could be selected.
The next tab is to select the location of the item and the item to be counted.
Once the item and location are selected, the stock count of that particular item and location will be populated in the grid and the details of the count could be added. In the above screenshot, Item P2 had 1 item difference while doing the cycle count. So that has been recorded and the session details have been created.
Now once the cycle count session is completed, the status of the particular session has to be approved in the 'stock counting session' form, so that the session changes are updated in the database for the difference in stock count if any.

Physical count

Once a Physical cycle count session (Usually done quarterly/half-yearly/Annually) is created from the 'stock counting session' form, the details of the physical count could be entered from Stock Count>>Physical Inventory.

The Session field will list all the physical count sessions created and one can choose the particular session to be created.
Verified by field is to choose an employee who would be responsible for that particular physical count session.
The location field will be auto-populated from the physical count session created
You can select the items to be counted from that particular location and enter the stock count and create a transaction
Now once the Physical count session is completed, the status of the particular session has to be approved in the 'stock counting session' form, so that the session changes are updated in the database for the difference in stock count if any.

Stock Count

Physical count

The session field will list out the already created sessions from the Stock counting session module which can be chosen accordingly

Employee field will list out the active employees and the employee who is going to carry out/be responsible for that particular session could be selected.

The next tab is to select the location of the item and the item to be counted.

Now once the cycle count session is completed, the status of the particular session has to be approved in the 'stock counting session' form, so that the session changes are updated in the database for the difference in stock count if any.

Physical count

Once a Physical cycle count session (Usually done quarterly/half-yearly/Annually) is created from the 'stock counting session' form, the details of the physical count could be entered from Stock Count>>Physical Inventory.

The Session field will list all the physical count sessions created and one can choose the particular session to be created.

Verified by field is to choose an employee who would be responsible for that particular physical count session.

The location field will be auto-populated from the physical count session created

You can select the items to be counted from that particular location and enter the stock count and create a transaction

Now once the Physical count session is completed, the status of the particular session has to be approved in the 'stock counting session' form, so that the session changes are updated in the database for the difference in stock count if any.