Cycle counts and stocktakes

Count the fast, valuable lines often and the long tail rarely. Schedules make the count sheets; counting happens in the Scan Centre; variances post as adjustments.

Where it is

Warehouse → Cycle Counts — Schedules, count sheets, review and apply
Scan Centre → Stocktake — Where the counting is done

Settings for this

Cycle Counts → approval limit — Counts with variances worth more than $X need an approver. Default: no limit
Settings → Roles — “Approve stock counts over the value limit” and “Adjust stock levels”

Counting the whole warehouse once a year finds mistakes eleven months late. Cycle counting counts a slice at a time.

Set up schedules

Open Warehouse → Cycle Counts and click New under Schedules.
Name it (e.g. "A class — main store"), choose Class A (high value or fast moving, every 30 days), B (quarterly, 90) or C (twice a year, 180). Change Count every (days) if you like.
Choose a Warehouse (or all) and Create schedule.
When it's due, click Generate count sheet. Pause / Resume stops a schedule without deleting it.

Count

Click Open Scan Centre to count →, or go to Scan Centre → Stocktake.
Resume a sheet from Counts in progress, or start an ad-hoc one: choose the Warehouse, scan a Bin (blank counts the whole warehouse), tick Blind count if counters shouldn't see system quantities, and Start count.
Scan each item; use + / − to fix a tally. Scanning a shelf label mid-count says "I'm at this bin now".
Pause — keep for later saves it. When done, Review variances (or Finish counting for a blind count, which sends it to a manager).

Review and apply

On review you see each variance (system → counted). Lines nobody counted are left untouched — to write stock off, count it as zero. Apply N adjustments posts them as count corrections; Close count — no changes closes a clean count. You can also review and apply on the Cycle Counts page (Apply N variances, or Finish counting & review for a blind count), or Cancel count (counted quantities are kept, nothing is posted).

Settings that change this

Approval limit — at the top of the Cycle Counts page (needs settings access): "Counts with variances worth more than $___ need someone who can approve stock counts." Blank = no limit. Over the limit, only someone with Approve stock counts over the value limit can apply it. When a count over the limit is finished, those people get a notification and it waits in their Approvals list (Open count brings them back here; see Approvals). The same limit is on Settings → Approvals.
Who can count — Adjust stock levels in Settings → Roles. Without it the page says "No access".

If something's not right

"Started as a normal count" — blind counts aren't available on your account yet; the count still works.
Apply refused — it's over the approval limit; ask someone who can approve.
A short line flagged at picking — a picker's Short note flags the bin for a count; count it soon.