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What Taking Inventory Does

Take Inventory lets you walk your shelves, enter what you actually counted, and update the system to match — all from one screen. When you submit, the system creates the stock adjustments for you, so your on-hand numbers reflect reality. Start a count from the Stockroom by clicking Take Inventory. You’ll need the Manage Inventory permission.

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Starting a Count

When you start a count you can choose a location to count, or leave it on All locations to count everything you have access to. The system takes a snapshot of the current on-hand quantity for each item the moment you start — that snapshot is what you’ll compare your physical count against.
You’ll only ever see the locations you’re assigned to. Virtual locations (like telehealth) aren’t included, since they don’t hold physical stock.

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Entering Your Counts

Each row shows an item, its location, the system quantity (what the system thinks you have), and a box to type the counted quantity (what you actually counted). As you type, the difference appears next to each row so you can see where things don’t line up.
  • Leave a row blank if you didn’t count it — blank rows are left untouched.
  • Enter 0 if you counted none.
  • Use the search box to jump to a specific item or location in a long list.
Your work saves automatically as a draft while you count. If you close the screen or get interrupted, you’ll see a Resume in-progress count banner on the Stockroom when you come back. Only the person who started a count can resume it.

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Reasons

Every count needs a default reason (for example, “Monthly stock count”) before you can submit — this is recorded on each adjustment so there’s a clear audit trail. If a particular item changed for a different reason, you can type a per-row reason to override the default just for that row.

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Submitting and Reconciling

When you click Submit count, the system compares your counted quantities against what’s on hand right now and makes the adjustments needed so the system matches your count.
If someone else changed a quantity while you were counting, you’ll see a drift warning listing those items after you submit. The adjustment is still applied so the system matches your physical count — the warning is just letting you know the number moved since you started.
If an item needs to go up but the system has no record of where it came from (no shipment and no supplier for it at that location), the count won’t submit until you resolve those items — this prevents closing a count that couldn’t be fully applied.