Stock Check

The books and the shelf drift apart eventually: a box handed over without being recorded, a broken blister never written off. A stock check is where you count for real, put that number into the software, and say why it differs.

Illustration of the Stock take screen

Area	What it is
1. Stock check	Create a new check.
2. Import	Load the counted figures from a file — useful for a store with many items.
3. Search, Check date, Status	Find and filter the checks already made.
4. Clear and refresh	Drop the filters and reload.

The table holds the Stock check code, Difference, Status, Check date, Note, Approval info and Creation info — who counted and who approved are both on record.

Creating a stock check

Illustration of the stock check form

Area	What to enter
1. The top row	Stock check code, Branch (required) and Check date. The medicine list only loads once a branch is chosen.
2. Status	Pending approval to have someone review it, or Approved if you can sign it off yourself.
3. Actual qty and Difference	Type what you counted; System qty and Difference are filled and calculated for you.
4. (+) Add	Add the next medicine line to the check.

There is also a Reason field at the top and a Note at the bottom — worth saying why the check happened (month end, spot check, or after a discrepancy was spotted).

Each line picks a medicine and then a batch (expiry) — counting down to the batch, so you know exactly which batch is over or short.

Check statuses

Status	Meaning
Pending approval	Counted and recorded, waiting for approval.
Approved	The result is final.
Cancelled	Dropped.

Settle a difference with an Adjustment issue

A stock check states how far off reality is. To bring stock back into line, create a stock issue of type Adjustment for the difference — that fixes the figure and leaves a record of why.

Related

• Inventory — the software's figures, for comparison.
• Stock Export — where a difference gets settled.
• Batch / Expiry — counting down to the batch.