1. Configuration

Users must have administrator or user rights in the inventory to use this app.

2. Inventory Counting.

After configuring the application, a new tab called "Inventory Count" will appear at the top of the Inventory module. This tab displays key details such as inventory status, location, total products, references, and more.

To create a new inventory counting record, click the 'New' button.

3. Inventory Counting Configuration.

After clicking the "New" button, a new page will open where you can enter the required details for performing an inventory count, such as warehouse, dates, product category, and products.

Below are the fields and their descriptions:

Internal reference - A unique identification number that is automatically generated once the record is saved.

Warehouse - Select the warehouse associated with the chosen company where the inventory count will be conducted.

Location - Choose one or multiple locations within the selected warehouse for the inventory count.

Product - Select specific products that you want to include in the inventory counting process.

From date - The start date from which the inventory counting process begins.

To date - The end date up to which the inventory count will be considered.

Created date - The date on which the inventory counting record is created.

Counted Quantities - Defines the method used to enter or record the counted quantities.

Total Product Quantity - Displays the total number of products selected for the inventory count.

Include Exhausted Products - When enabled, products with zero on-hand quantity will also be displayed. You can refer to the inventory line view to see the results.

4. Start Inventory.

Click the "Start Inventory" button to initiate the inventory counting process. Once started, the user who initiated the inventory count will be displayed in the Kanban view. Only the user who starts the inventory count is authorized to complete the process.

5. Count Inventory.

To perform the inventory count, click the "Count Inventory" button. Alternatively, you can access the same by opening the inventory lines. As shown in the example, a total of 86 products are available in the selected locations. You can begin counting and enter the quantities in the "Counted Quantity" field. The system will automatically calculate the inventory differences based on the entered values.

If the "Include Exhausted Products" option is enabled, products with zero on-hand quantities will also be displayed in the inventory lines.

6. Inventory Counting Process and Adjustment Actions.

During the inventory counting process, you can manually enter the actual quantity in the "Counted" field, after which the system automatically calculates the difference between the “On Hand” and "Counted" quantities and displays it in the "Difference" field. Clicking the "Apply" button will record the inventory adjustment by creating a new entry in the move history, while clicking the "Clear" button will reset the process by removing the values from both the "Counted" and "Difference" fields, ensuring that no changes are recorded in the move history.

7. Move History After Inventory Adjustment.

The move history displays a newly created entry after clicking the "Apply" button. This entry records the details of the inventory adjustment, including the date, reference, product, lot/serial number, source location, destination location, quantity, and status, providing a complete audit trail of the changes made during the inventory counting process.

8. Product Expiry.

The inventory counting process supports the management of both regular and expired stock. Expired products are identified based on their associated lot/serial numbers, as each stock lot contains an expiry date. During the inventory count, the system evaluates these expiry dates and includes expired stock accordingly, ensuring accurate and comprehensive inventory tracking.

9. Move History.

You can view the move history by simply clicking on the "Move History" button. The displayed records can be filtered based on selected criteria such as warehouse, location, dates, products, and product categories, allowing you to easily track and review inventory movements.

10. Lock.

Clicking the "Lock" button prevents any further changes to the inventory count, securing the data. To make modifications again, simply click the "Unlock" button.

11. Cancel Inventory.

Clicking "Cancel Inventory" will delete all inventory lines and reset the inventory count back to Draft status, allowing you to start the process afresh if needed.

12. Complete Inventory.

Once the inventory count is finished, click the "Complete Inventory" button. The system will validate the count, and the "Lock" button will appear to secure the data. Additionally, the total duration of the inventory count will be displayed, showing how long the process took.

13. Total Product.

The Total Product section shows the number of products included in the inventory count. In the first image, the total product count is 28, while in the second image it is 86, as it includes products from multiple locations displayed in the inventory lines.

14. Duration.

The Duration smart button shows the total time taken to complete the inventory count. As illustrated in the image, the inventory counting process took 1 hour and 26 minutes.

15. Kanban View.

The Kanban View provides a visual overview of the inventory counts. You can see key details such as the responsible person, start and finish dates, duration, reference number, and other relevant information at a glance.