Running a stock count without errors
How to organise a physical count by area, compare it with theoretical stock and close variances correctly.
A well-organised count in Klyra starts by splitting work by area or category, allows counting from tablet or phone, and automatically compares counted quantities with theoretical stock, highlighting every variance before closing.
Preparing the count
Before starting, choose whether to count the whole stock or only certain categories or areas. Splitting work between people by area speeds up the count and reduces distraction errors.
Counting with a mobile device
Every product can be searched or scanned by barcode, entering the counted quantity in whichever unit is most convenient. The system automatically converts to the base unit for comparison.
Analysing variances
At the end of the count, Klyra shows the difference between counted and expected quantities based on recorded movements. Significant variances deserve a check before closing, because they often signal a recording error rather than a real loss.
- Positive variance: counted more than expected
- Negative variance: possible loss or error
- Products never moved still worth checking
- Notes explaining an unusual variance
Closing the count
Closing updates official stock to the counted values and stays as a historical reference for future comparisons and waste analysis.
Cosa trovi in questa guida
- physical count
- count by area
- theoretical stock
- variance
- closing a count
- periodic stocktake
Passaggi
- Open Inventory and choose areas or categories to count
- Assign areas to the people involved
- Count each product by search or scanner
- Review the variances suggested by the system
- Add notes for relevant variances
- Close the count to update official stock
Problemi frequenti
- Large variances across the whole list → a stock movement was not recorded before the count → check recent receivings and transfers
- The same product counted twice → overlapping areas between two people → set clear area boundaries
- The count stays stuck in progress → nobody closed it after counting → complete closing once counts are verified
- Counted units do not match expected → wrong conversion between purchase and consumption units → correct the conversion factor on the product
Domande frequenti
Can I run a partial count on just some categories?
Yes, you can choose to count only certain categories or areas instead of the whole stock.
What should I do if I find a large variance?
Check first whether a receiving, transfer or loss record is missing before treating it as a real loss.
Can a closed count be edited?
Once closed it stays as a historical reference; any later corrections should be recorded as new movements.
Guide collegate
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