Count inventory with fewer surprises
A useful stock count explains the difference between what is on the shelf and what the system records. Plan movements, count consistently and investigate before approving an adjustment.
A worked record to reuse
Example count sheet for SKU-DEMO-COUNT at Stock/A on 2 October 2026. Omar counts; Sara reviews the original delivery evidence. Complete the legitimate missing movement rather than an unexplained −9 adjustment. Finance reviews the valuation effect separately.
| Check | Quantity, pieces |
|---|---|
| Recorded before review | 50 |
| Physical count: 3 boxes × 12 + 5 loose | 41 |
| Count − record | 41 − 50 = −9 |
| Unrecorded delivery found in review | 9 |
| Record after legitimate delivery correction | 41 |
Use your own records to work through the example and identify the next action.
1. Set a clear counting boundary
Choose a location and a time. Complete outstanding receipts and deliveries, or keep a movement log for anything that crosses the boundary during the count. Label zones so shelves are not missed or counted twice. Give counters product codes, locations and units; where practical, hide the expected quantity so it does not influence the count.
2. Count in the correct unit
A box and a piece are different quantities. If a box contains 12 pieces, three unopened boxes and five loose pieces total 41 pieces. Record damaged goods separately from saleable stock and retain lot or serial references where the product uses them.
3. Investigate a discrepancy
Suppose the system shows 50 pieces and the count finds 41. Recount the shelf and nearby locations first. Then check unrecorded deliveries, receipts, transfers and unit conversions. If nine pieces were delivered but the movement was not recorded, complete the legitimate movement rather than hiding it in an unexplained adjustment.
If a difference remains, record the counted quantity, reason, evidence and reviewer. In Datrylo, use inventory records and movement history to support that review; agree adjustment permissions and any extra approval workflow during implementation.
4. Close the count
- Confirm all zones have an owner and a completed count.
- Review unusual quantities and high-value differences.
- Approve corrections with a reason and date.
- Reconcile the effect on stock value with finance.
- Record one action that prevents the same problem next time.
A reusable count sheet
Use one row per product and location: count date; location; product code; unit; lot or serial; physical quantity; counter; recount; reason; reviewer. Keep the original count even when a later recount changes it.
Explore the connected workflow
Prepare inventory for a clean migration
Opening stock should give your team a reliable starting point. Clean product records, agree the cutover time and separate physical stock from unfinished purchasing and sales documents.