Stock Scan Count and Stock Count

Procedural Differences.

  • Stock Scan Count – As in the name of this tool, a barcode scanner is the best device to use with this tool. Each item must be scanned to enter in a quantity. In some cases where scanning the item is not possible, there is provision for the item may be entered directly on screen. Since you are physically selecting each Inventory item, the only Inventory items in the file created when this tool has been processed and saved will be the scanned items.
    • Inventory Items – The user may scan each item multiple times until the quantity matches the physical count, or scanned once and a quantity entered directly on screen.
    • Storing the Count – Once the Stock Scan Count has been completed a file may be saved into a specific table within the data file. This file is then retrieved using the Stock Count tool and the quantities therein entered to your Inventory. (Documented later in this article).
  • Stock Count – Unless the user has filtered the list of inventory items, all of your Inventory items will be listed on screen for counting. To limit the list the user will have to select the inventory items required then use the Ctrl/Cmd G short cut. SapphireOne will list all the Inventory items on screen in the Stock count list.
    • Inventory Items – Each item has to be selected and a quantity entered.
    • Processing – Once the required Inventory items have had their quantities updated select the button to write the new quantities into your Inventory and create the required AGJ’s.
    • Import – When the button is selected SapphireOne will offer to import any saved stock counts using the Stock Scan Count tool first. (Documented later in this article).

StockScanCount Overview

Where Used: Inventory > Inventory > Inventory Locations Inquiry

The SapphireOne StockScanCount tool enables the user to do a stock count using the SapphireOne StockScanCount tool. The SapphireOne StockScanCount tool has been designed for the adjustment of stock levels or inventory counts. 

Inventory counts which are referred to as stock-takes in some countries, facilitates the management of your inventory counts. When an inventory count is being processed, each item in your warehouse facility is recorded and counted. When the inventory count is submitted, your warehouse inventory levels are then recorded and updated. 

Stock-taking or physical verification, wall-to-wall or inventory checking, is the material verification of the quantities and condition of the inventory items held as inventory within a warehouse or location. This may be done to provide an audit of existing stock. It is also the source of any stock discrepancy information.

Typically, a stock-take may be performed as an intensive end of financial year procedure or alternatively done continuously by means of a rolling stock-take, sometimes referred to as a cycle count. A cycle count is a periodic inventory auditing process, where you follow a scheduled and repeated sequence of inventory counts on selected subsets of your inventory. Cycle counts contrast with annual stock count of inventory in that a traditional material inventory stock-count stops operations at your warehouse or inventory location while all inventory items are counted. Cycle counts are generally substantially less intrusive and disruptive to daily operations. They execute an ongoing measure of inventory accountability as a procedural verification, and can be curated to focus on inventory of significant financial value, higher movement volume, or that are critical to business processes. 

Cycle counting is ideally performed in warehouses or locations and is a means of supporting and maintaining an applicable degree of accuracy. Root causes of difficulties can be quickly identified and eradicated in a controlled manner. The effectiveness of the actions can be monitored and reviewed. In contrast, identifying root causes of inventory errors, agreeing on actions to eliminate them to the point of perfecting control processes is virtually impossible with traditional inventory audit approaches. An annual end of financial year inventory stock-take is typically undertaken by the company at the end of the financial year for use in the company’s end of year financial statements being profit and loss, income statement and balance sheet. Including your external auditors is recommended.

Periodic counting is usually performed on less expensive inventory items. Periodic may refer to daily, weekly, fortnightly, monthly, bi-monthly, quarterly, half-year or annual stock-take. 

A stock-take sale refers to a sale with discounted pricing in a facility, for example a warehouse sale or a warehouse stock clearance to sell off stock from end of life or discontinued inventory lines. This makes the task of stock-taking easier. A specific point in time will provide a cut off point that will help determine the stock take level at a particular date and time for your organisation.

This function is primarily designed for bar code scanners. It enables the creation of a list of inventory items with their quantities ready for importing back into SapphireOne. 

When the items in the list are initially processed, the Inventory items and their quantities will be stored in a table within the database and not as a separate file. These scanned stock count figures may then be imported directly in to SapphireOne using the Stockcount tool. 

SapphireOne StockScanCount Procedure

The order of data entry is as follows.

  • Enter Run Number – Entry of a Run Number or name will give this scan and counting session a name which will be displayed when it is imported back into SapphireOne. Select a name which should indicate what was counted if possible. 
  • Scanning an Item – Scan the Inventory item and the name of the item with some of the details for the item will be displayed. The user may continue scanning the item and each time they scan the item the quantity will increase by one. Alternatively they may directly enter a quantity into the Count data entry field. They may also directly enter the Inventory ID into the SKU data entry field. 
    • Scanning More Items – Repeat the procedure for each inventory item that is to be counted. 
  • Processing Stock Count – Finally select the Process button and SapphireOne will store all of the details in a table within the data base.
    • Saving Stock Count – For this reason SapphireOne will save the details and will not ask for a location to save to, as it will store the information in a table within the data file.
  • Importing Stock Count values – Next select Stockcount from the tools menu. 
    • SapphireOne Checking – When the user selects the button in the lower right hand corner of the Stockcount screen SapphireOne will first check to see if the table containing any StockScanCount has any entries. If it finds them it will display an alert as seen below.
  • Ptocessing StockScanCount entries – Select the Yes button and SapphireOne will display a list of entries in the table as seen below. Select the required item from the list and select OK-Button.
    • Keep it tidy – Unless you have a reason use the and buttons to remove previous stock scan entries.
    • Exporting Stock Counts- Use the button to export the Stock Count as a text file.
    • Canceling – Use the button to cancel the procedure.
    • Processing – Select the button to proceed to the next step in this stock Count function.
  • Checking Quantities – SapphireOne will now re-display the stock count screen with just the items that were scanned using the StockScanCount tool.
    • Quantities – The user now has the opportunity for a final check of the quantities that will be written to their Inventory. Select the item to be adjusted and enter the revised quantity.
    • Processing – Select the button to complete the procedure. The newly scanned stock counts will now be transferred into your Inventory. 

Stock Count Overview

The SapphireOne Client Inventory Location Stock Count tool enables the user to do a stock count using SapphireOne. The SapphireOne Stock Count has been designed for the adjustment of stock levels and inventory counts and is only used from an Inventory Locations Inquiry. 

Inventory counts, as referred to stock-takes in some countries, facilitates you to manage your inventory. While an inventory count is being completed, each item in your warehouse facility is recorded and counted. When the inventory count is submitted, your warehouse inventory levels are recorded and updated. 

Stock-taking or physical verification wall-to-wall or inventory checking is the material verification of the quantities and condition of the inventory items held as inventory within a warehouse or location. This may be done to provide an audit of existing stock. It is also the source of stock discrepancy information.

Typically, a stock-take may be performed as an intensive end of financial year procedure or alternatively done continuously by means of a rolling stock-take, or sometimes referred to as a cycle count. A cycle count is a periodic inventory auditing process, where you follow a scheduled and repeated sequence of inventory counts on a subset of inventory. Cycle counts contrast with annual stock count of inventory in that a traditional material inventory stops operations at your warehouse or inventory location while all inventory items are counted. Cycle counts are substantially less intrusive and disruptive to daily operations. They execute an ongoing measure of inventory accountability as a procedural verification, and can be curated to focus on inventory of significant financial value, higher movement volume, or that are critical to business processes. 

Cycle counting is ideally performed in warehouses or locations and is a means of supporting and maintaining an applicable degree of accuracy. Root causes of difficulties can be quickly identified and eradicated in a controlled manner. The effectiveness of the actions can be monitored and reviewed. In contrast, identifying root causes of inventory errors, agreeing on actions to eliminate them to the point of perfecting control processes is virtually impossible with traditional inventory audit approaches. An annual end of financial year inventory stock-take is typically undertaken by the company at the end of the financial year for use in the company’s end of year financial statements being profit and loss, income statement and balance sheet. Including your external auditors is recommended.

Periodic counting is usually performed on less expensive inventory items. Periodic may refer to daily, weekly, fortnightly, monthly, bi-monthly, quarterly, half-year or annual stock-take. 

A stock-take sale refers to a sale with discounted pricing in a facility, for example a warehouse sale or a warehouse stock clearance to sell off stock from end of life or discontinued inventory lines. This makes the task of stock-taking easier. A specific point in time will provide a cut off point that will help determine the stock take level at a particular date and time for your organisation.

The screen shot below displays the Inventor list that is on screen after filters were applied to reduce the list to a manageable number.

This second screenshot displays the Stock Count list of inventory items which SapphireOne has opened from the Inventory Locations Inquiry above.

Stock Count Options

This tool allows entry of Stock Quantity data. It will only alter the stock levels and does not change the cost price for Non-Serial or Non-Batch. As each inventory item is selected some of its details will be displayed as seen below. Note that the Qty field is where the Stock Count Quantities are entered by the user as each Inventory Item is selected.

There are also a number of other items across the lower section of the screen and these perform the following functions:

  • G/L Account – If the Use Default G/L checkbox is selected SapphireOne will enforce the using of the default G/L account for this stock count.
    • Selected not selected – If it is not selected any G/L account may be used for the Stock Count.
  • Update Stocktake Date – When this checkbox is selected SapphireOne will update the stock take date for the inventory items that have had their quantities updated.
  • The Up Up-Button-Green and Down Down-Button-Green arrows may be used to move up or down the Inventory list or use the mouse to selected inventory items.
  • Zeroing Stock Checkbox – If the is selected SapphireOne will set to a quantity of Zero any stock that has not had their quantity checked.
  • Include Un-posted Checkbox – If the checkbox is selected SapphireOne will include any un-posted items in the Adjustment transactions auctioned against the G/L account.
  • Bay Button – If Inventory items have been stored in bays this button will allow the user to select the bays.
  • Print Button – When the button is selected SapphireOne will print the Stock Count record.
  • Cancel Button – When the button is selected SapphireOne will cancel the current operation without writing any changes to inventory Quantities.
  • Process Button – When the button is selected will commence the update procedure for the Inventory Quantities.

Stock Count Data Entry Procedure.

  • Inventory Selection – Select the item or items to update individually. Remember Stock Count tool will list all Inventory items currently on screen not just the highlighted ones.
  • Enter Quantity – Enter the revised Stockcount figure in this data entry field. This is updated once you have selected a new line or you have selected the button.
    • Do NOT use the Enter or Return keys.
  • Import Button – Selecting this import button will import either of two items as follows.
    • Text File – It will import a tab delineated txt file.
    • SSC file – A file created by the StockScanCount tool may be imported.
  • Import Options – Select the Import button to activate the import options as follows.

Stock Scan Count File – If SapphireOne finds any StockScanCounts, SSC, the alert to the right will ask the user if they want to process these now.

If the user selects the button, SapphireOne will display a list of SSC files that are currently in the data file as seen below.

From here proceed as normal for the Stock scan tool

Text based Files – If the user selects the button above the alert to the right will be displayed.

When the is selected SapphireOne will display the standard search for a file for the appropriate platform, Mac or Windows.

Finally select the button to activate the update process. This will then write any AGJ’s that will have to be created for any differences. 

Stock Count will only load Normal type inventory items.


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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