Physical Stock Inventory Count & Adjustment with Session-Based Management

This module makes the process of physical inventory counting simple, organized, and reliable. It allows businesses to conduct stock counts in a structured way, whether through a single session or multiple sessions across different warehouses, locations, or product groups.

Inventory managers can create sessions and assign them to specific team members, making it easier to divide large counts into smaller, manageable tasks. The system records the quantities entered during the count and highlights differences between the physically counted stock and the system’s existing data.

Once a session is completed, managers can review the results and either approve or reject them. After approval, the system provides an option to adjust the on-hand quantity with a single button click. This ensures that physical counts can be accurately reflected in Odoo whenever required, while still giving flexibility to skip adjustment if not needed.

All sessions, approvals, and adjustments are stored for future reference, giving companies a clear history of their stock take activities and improving inventory accuracy over time.

Here you can define the key details for the counting process before it begins:

• Create Session: Start a new inventory count session based on the entered details.
• Workflow Status: Displays the current stage of the count, from Draft → In Progress → To Be Approved → Approved / Rejected / Cancelled.
• Approver, Warehouse & Location: Assign the approver, select the warehouse, and specify the exact location where the stock will be counted.
• Session Type: Choose whether the inventory count will be handled in a Single Session or Multiple Sessions.
• Product Selection: Add the products that need to be counted within this session.

When you click on the “Create Session” button from the Inventory Count screen, a pop-up wizard appears. This wizard allows you to assign the session before it is generated.

• User: Select the user to whom the inventory count session will be assigned.
• Product Lines (read-only): Displays the products that are already included in the session.
• Create Session Button: Confirms and generates the inventory session with the assigned user.

Once you click on the “Create Session” button from the Inventory Count screen, the system automatically generates a new session. The form view will display all the essential details related to that session, including:

• Progress Stage: Indicates the current stage of the session (Draft → In Progress → Done).
• Start Timer: Begins tracking the time spent on this inventory count.
• Session Information: Displays the session reference number, user, approver, warehouse, and location details.
• Product Lines: Lists all the products along with their warehouse locations and sub-locations. It also tracks the counted quantity and status (Pending, Done, etc.).

Once the user clicks on the Start Timer button, the session stage automatically changes from Draft to In Progress. At the same time, the timer starts, which tracks how much time the assigned user takes to complete the counting for this session. This ensures managers can later review the actual time spent on stock counting by each team member. This stage guarantees that the user focuses only on entering accurate physical counts while the system handles time tracking and workflow status automatically. In this stage:

• The timer runs in real-time and can be paused or stopped when required.
• Only the Counted Qty column is editable, allowing the user to enter the physically counted quantities for each product at its respective location.
• All other fields (such as product, location, approver, warehouse, etc.) remain read-only, ensuring data integrity during the counting process.
• Each product line displays a status (e.g., Pending) until the counted quantity is entered and the session is submitted.

When the user clicks on the Stop Timer button, the session automatically moves from In Progress to Done stage. The system records the total time spent on the session, giving visibility into how long it took to complete the stock counting. This stage ensures proper review and validation of all counted items before updating stock records, helping maintain accuracy and accountability in the inventory process. In this stage:

• Each product line can be individually Approved or Rejected by the approver based on verification.
• For efficiency, the approver also has the option to Approve All Lines or Reject All Lines in a single click.

After completing all assigned sessions for a specific Inventory Count, the user can move the count forward by clicking on the Send for Approval button. This step ensures that only validated counts move ahead, maintaining reliability in the inventory management process.

Once the Inventory Count is submitted for approval, it moves to the “To Be Approved” stage. At this stage, the assigned approver is responsible for validating the results of the physical count. This approval mechanism adds a layer of control, ensuring that inventory adjustments are based on reviewed and confirmed stock counts.

Once the inventory count is approved, the record moves to the Approved stage. At this stage, the system enables the option to Create Adjustment, which allows you to align the system’s stock with the actual counted quantities. This ensures that only approved and verified counts directly impact the company’s stock levels, maintaining reliability and auditability in inventory management.

After clicking Create Adjustment, the system prepares the stock adjustment entry based on the counted quantities. To finalize this process, the user must confirm the adjustment. When clicking Confirm, a warning popup appears with the message: "You're about to perform a physical inventory adjustment. Would you like to proceed?". This confirmation step ensures that inventory updates are intentional and controlled, preventing accidental modifications to stock.

Once the Inventory Adjustment is confirmed, Odoo automatically updates the stock levels based on the counted quantities. This step finalizes the inventory count process, ensuring the system stock levels match the physically counted quantities.

After completing the inventory adjustment, the system updates the On Hand Quantity of products across their respective storage locations.

Here you can define the key details for the counting process before it begins:

• Create Session: Start a new inventory count session based on the entered details.
• Workflow Status: Displays the current stage of the count, from Draft → In Progress → To Be Approved → Approved / Rejected / Cancelled.
• Approver, Warehouse & Location: Assign the approver, select the warehouse, and specify the exact location where the stock will be counted.
• Session Type: Choose whether the inventory count will be handled in a Single Session or Multiple Sessions.
• Product Selection: Add the products that need to be counted within this session.

When you click on the “Create Session” button from the Inventory Count screen, a pop-up wizard appears. This wizard allows you to assign the session before it is generated.

• User: Select the user to whom the inventory count session will be assigned.
• Product Lines (read-only): Displays the products that are already included in the session.
• Create Session Button: Confirms and generates the inventory session with the assigned user.

Once you click on the “Create Session” button from the Inventory Count screen, the system automatically generates a new session. The form view will display all the essential details related to that session, including:

• Progress Stage: Indicates the current stage of the session (Draft → In Progress → Done).
• Start Timer: Begins tracking the time spent on this inventory count.
• Session Information: Displays the session reference number, user, approver, warehouse, and location details.
• Product Lines: Lists all the products along with their warehouse locations and sub-locations. It also tracks the counted quantity and status (Pending, Done, etc.).

Once the user clicks on the Start Timer button, the session stage automatically changes from Draft to In Progress. At the same time, the timer starts, which tracks how much time the assigned user takes to complete the counting for this session. This ensures managers can later review the actual time spent on stock counting by each team member. This stage guarantees that the user focuses only on entering accurate physical counts while the system handles time tracking and workflow status automatically. In this stage:

• The timer runs in real-time and can be paused or stopped when required.
• Only the Counted Qty column is editable, allowing the user to enter the physically counted quantities for each product at its respective location.
• All other fields (such as product, location, approver, warehouse, etc.) remain read-only, ensuring data integrity during the counting process.
• Each product line displays a status (e.g., Pending) until the counted quantity is entered and the session is submitted.

When the user clicks on the Stop Timer button, the session automatically moves from In Progress to Done stage. The system records the total time spent on the session, giving visibility into how long it took to complete the stock counting. This stage ensures proper review and validation of all counted items before updating stock records, helping maintain accuracy and accountability in the inventory process. In this stage:

• Each product line can be individually Approved or Rejected by the approver based on verification.
• For efficiency, the approver also has the option to Approve All Lines or Reject All Lines in a single click.

The "Re-Session" button allows users to restart a new session for rejected lines during an inventory count. This button appears only when the session type is set to Multi Session and at least one line item has been rejected. Its purpose is to let users create a new inventory count session only for the rejected lines, ensuring corrections can be made without rechecking approved quantities. This feature improves accuracy and efficiency by targeting only problematic entries instead of restarting the entire inventory count.

This screen shows a newly created Re-Session inventory count generated from a previous multi-session inventory count. It contains only the products that were rejected in the original session, allowing the user to recount them without affecting already approved lines. This ensures that only the problematic entries are revalidated, improving both efficiency and accuracy in the inventory process.

After completing all assigned sessions for a specific Inventory Count, the user can move the count forward by clicking on the Send for Approval button. This step ensures that only validated counts move ahead, maintaining reliability in the inventory management process.

Once the Inventory Count is submitted for approval, it moves to the “To Be Approved” stage. At this stage, the assigned approver is responsible for validating the results of the physical count. This approval mechanism adds a layer of control, ensuring that inventory adjustments are based on reviewed and confirmed stock counts.

Once the inventory count is approved, the record moves to the Approved stage. At this stage, the system enables the option to Create Adjustment, which allows you to align the system’s stock with the actual counted quantities. This ensures that only approved and verified counts directly impact the company’s stock levels, maintaining reliability and auditability in inventory management.

After clicking Create Adjustment, the system prepares the stock adjustment entry based on the counted quantities. To finalize this process, the user must confirm the adjustment. When clicking Confirm, a warning popup appears with the message: "You're about to perform a physical inventory adjustment. Would you like to proceed?". This confirmation step ensures that inventory updates are intentional and controlled, preventing accidental modifications to stock.

After completing the inventory adjustment, the system updates the On Hand Quantity of products across their respective storage locations.