Zoho Inventory

Stock Counts

Note: The Stock Counts feature is only available in our Premium and Enterprise plans. It is also available in the Advanced Warehouse Operations add-on for other plans.

Stock Counts is when you physically check and record the stock of an item and match them to the system records. Let’s see how Stock Counts works in Zoho Inventory.

Scenario 1: Patricia wants to prevent stock outs and overstocking in her retail business. So she started using Zoho Inventory, which helps her maintain a balance between having enough products to meet customer demands without overstocking items.

Scenario 2: John aims to create an accurate inventory order budget for next year. Using Zoho Inventory, he can easily get a detailed report on the required stock counts on a monthly basis.

Enable Stock Counts

Note: Multi-warehouse must be enabled in order to use stock counts feature.

You will have to enable the Stock Count module in order to create and match stock counts in Zoho Inventory. To do this:

Enable Stock Counts

Create New Stock Count

Once you’ve enabled stock counts, you can start creating stock counts and assign them to the users in your organisation. To create a new stock count:

Create New Stock Count
Fields Description
Stock Count# This value is auto-generated. Click the gear icon if you want to enter a unique number for your stock count.
Warehouse Select the warehouse where the stocks are to be counted.
Assign To Select the user to whom you want to assign the stock count.

Once you’ve created the stock count, you’ll be automatically redirected to the page where you can add the items you want to count. Here is how you can add the items:

Create New Stock Count

Pro Tip: You can check the Schedule Counts option to instantly create a recurring stock count.

Create Recurring Stock Count

Recurring StockCounts Create Recurring Stock Counts

Cancel Stock Count

If you wish to stop a stock count, you can cancel it in Zoho Inventory. Here’s how you can do it:

Warning: Once you cancel a stock count, it cannot be undone.

Note: You cannot cancel a stock count that is in the Completed status.

View Stock Count

If you have already created a stock count, you can view them in the Stock Counts module. Here’s how you can do it:

View Stock Counts

View Recurring Stock Count

You can view the recurring stock count that you have created in Zoho Inventory. Here’s how you can do it:

Create Recurring Stock Counts

Count Stock Using Mobile App

You can count stock only using the mobile app. Here’s how:

Count Stock Using Mobile App Count Stock Using Mobile App Count Stock Using Mobile App Count Stock Using Mobile App

Note: Other actions like create, edit, and approval can only be done using the web app.

Stock Count cannot be started if there’s a mismatch in quantity and available tracking details. The mismatch in quantity and serial numbers could be due to the following reasons:

Contact your admin to verify these settings and add the missing tracking details to the transaction.

Approve Stock Count

Once the stock count is submitted using the mobile application. You’ll have to approve the count from the web. Here’s how:

Prerequisite: Only users who have access can see the system quantity and approve the stock count. Make sure you have provided the access in users and roles.

Approve Stock Count Approve Stock Count Approve Stock Count Approve Stock Count

Once saved, this inventory adjustment(Quantity Adjustment) will be created under “Cost of Goods Sold” account and by default the reason would be “Stock taking results”. You can customize a default account and reason in Settings > Items > Stock Counts.

Status of Stock Count

Stock Counting in Zoho Inventory will have the following status:

Status Description
Yet To Start You have scheduled a stock count that hasn’t begun yet.
Counting in Progress The assigned user has started the stock count.
Pending Approval The assigned user has completed counting and has submitted for approval. The approval process is yet to begin.
Completed The stock count has successfully been completed.
Cancelled A scheduled stock count has been cancelled.

Customize Stock Count Columns

In the Stock Counting module, you can choose the fields to be displayed on the main page. You can rearrange the columns or fields. Here’s how you can do it:

Customize Stock Count Customize Stock Count

Refresh List

You can refresh the list of your stock counting. Here’s how you can do it:

Refresh List

Edit Stock Count

You can only edit the details of stock counting while the status is Yet to Start. Here’s how

Edit Stock Count

Clone Stock Count

You can create a new stock count similar to an existing one by cloning it

Clone Stock Count

Delete Stock Count

You can delete any stock count that you have recorded in Zoho Inventory. Here’s how you can do it:

Warning: Once you delete a stock count, you cannot retrieve it.

Clone Stock Count
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