About stocktaking

You generate a stocktaking document using the Prepare stocktaking (IN504000) window. Select the appropriate stocktaking type for stocktaking.
You can select a particular warehouse and locations only if a warehouse is not defined by the type. You can create stocktaking types in the Stocktaking types (IN208900) window.

Once you are done making selections, click the Generate stocktaking action in the window toolbar. You will see the list of items to be counted in the Details area, and the stocktaking document will be generated. The document ID is auto-generated in accordance with the numbering sequence assigned to stocktakings in the Inventory preferences (IN101000) window.
Starting at the moment when the document has been generated, no operations involving items included in the list are allowed, meaning that this inventory is in a "frozen" state.

The document contains the list of items for stocktaking, arranged to your specifications on the Assignment order tab of the Stocktaking types (IN208900) window.
The line number is assigned to one or more items that have the same item ID, are located in the same storage location, and, if applicable, have a specific lot or serial number.
For each stock item included in the stocktaking, the document may have one or more lines, depending on how many locations are used to store the item and whether the item has subitems or lot or serial numbers. For items with serial numbers assigned, a separate line is generated for each serial number. Use the Stocktaking sheets (IN620500) report to print item lists for distribution to all employees involved in taking stock. You can use these stocktaking sheets for recording the results of actual stocktaking and, when signed, for entering the stocktaking results.

A manager responsible for stocktaking can oversee the data entry process by using the Stocktaking count (IN305010) window.
Each line of the document has its own status, and as stocktaking data is entered, the status of the line changes from Not entered to Entered.
Once an employee enters a number in a cell in this window, the number is committed to the database so the data can be visible to other users who are using the window and to the manager who reviews the stocktaking data in the Stocktaking review (IN305000) window.

The manager can cancel the stocktaking or complete it when all the lines of the document have the Entered status.
If there is no valid data for some of the lines, the manager can set the stocktaking values to zero or change the line status from Not entered to Skipped.

Once stocktaking is completed and the data is verified, the manager can indicate to the system that the stocktaking is completed by clicking Finish stocktaking in the window toolbar.
Completing the stocktaking will unfreeze the stock items involved if the Freeze the inventory when the stocktaking is in data entry state check box is not selected for the specific warehouse in the Warehouses (IN204000) window.
If the option is selected, stock will be frozen until data entry is completed.

Once the manager overseeing the stocktaking completes it, the system changes the document's status to Completed and generates an inventory adjustment or receipt to correct the book quantities. The reference numbers of these documents are displayed on the Adjustment info tab, and the status of the documents is Balanced.

A receipt is generated for items with no records of item-associated transactions. These items are considered newly received, and a receipt is generated.

An adjustment is generated for all other items with a non-zero quantity variance. The system uses the current costs of the items for calculation of the cost variance.
For more details, see: About the cost of inventory.