Warehouse Stock Count: Monthly Procedure in IZI

Warehouse Stock Count: Monthly Procedure in IZI

A stock count is a reconciliation of what is physically in the warehouse against what the system shows. It is run monthly as a scheduled procedure and as needed. Discrepancies are recorded, stock is aligned, and the next period starts with accurate data.

Why This Is Needed

Even with a correctly configured warehouse, data drifts from reality for several reasons: unrecorded internal consumption, minor breakage, receipt entry errors, sales without registration. Without stock counts, errors accumulate for months, and by the time something becomes noticeable it is already hard to trace causes.

Regular stock counts also:

• Provide an accurate base for COGS and margin calculations
• Identify items with abnormal losses (potential theft or issue with write-off norms)
• Help plan the next delivery based on actual stock

Preparation

The day before the stock count:

1. Review expected stock. Browse Bar → Warehouse and note or record items with critically low stock — these need to be checked first.

2. Agree on timing. Optimal — shift start or first 30 minutes before the bar opens. Inform the team that bar orders will not be accepted during this window (optional, but improves accuracy).

3. Prepare your counting tool. You can work directly in CRM — open the stock count form on a tablet or phone and enter numbers as you go. Or print the item list in advance and transfer data after.

4. Confirm the shift is open. Without an open shift, creating a stock count is not possible.

Counting Procedure

Open the Stock Count Form

Bar → Warehouse → Stock Count → New Stock Count

The system generates a list of all items with current stock according to CRM. This data is the “system” side of the reconciliation. Your task is to enter the “physical” side.

Physical Count

Go through the warehouse item by item:

• Count physically: cans, bottles, packs
• Use the system’s unit of measurement (if the unit in the system is “can”, do not convert to “pack”)
• Do not skip items: a skipped item is treated as “not counted” and will not appear in the discrepancy

If an item is stored in multiple locations (some in the fridge, some in the back room) — sum up before entering.

Entering Physical Quantities

For each item, enter the number you physically counted. The system shows what was expected in the adjacent column.

Save progress if the count takes more than 15–20 minutes: the form allows you to pause and continue. System stock does not change until you click “Complete.”

Special Cases During Counting

Opened packs. Count the remaining units, not packs. If the system unit is “unit” — enter the number of units: an opened 6-pack with 4 remaining = 4. If the unit is “pack” — enter 0.67. Agree on the rule in advance and apply it consistently.

Goods in transit (delivery arriving today). If a delivery has physically arrived but has not yet been processed in the system — do not include it in the count. First process the receipt, then run the stock count.

Items at zero in the system. Check them physically anyway — sometimes an unregistered quantity is found there (goods received but not entered).

Analyzing Discrepancies

Once all items are filled in, the system shows a summary table:

Item	System	Physical	Discrepancy
Item A	12	10	−2
Item B	8	9	+1
Item C	24	24	0

Negative discrepancy — less stock than expected. Possible causes:

• Internal consumption was not recorded with a manual write-off
• Breakage or expiry not written off
• Error in a previous receipt (more entered than received)
• Sales without registration

Positive discrepancy — more stock than expected. Possible causes:

• Duplicate sale in the system (written off twice)
• Item was marked as written off in the system but not physically removed
• Error in a previous stock count

Small discrepancies (±1–2 units on high-turnover items) are normal. Consistently large discrepancies on the same items are a reason for investigation.

Detailed investigation algorithm → Inventory Discrepancy: Investigation and Resolution.

Completing the Stock Count

After reviewing discrepancies, click Complete. The system:

• Updates stock to the physical values you entered
• Creates a record in movement history (type: Stock Count, date, staff member)
• For negative items, creates a corrective write-off
• For positive items, creates a corrective receipt

Data cannot be changed after completion — the operation is final. If an error is found in a completed stock count — correct it via a manual receipt or write-off with an explanation.

After the Stock Count

Planning the Next Delivery

Now you have accurate stock. Compare against the norm (how much is needed for the next 1–2 weeks) and compile a supplier order.

Analyzing Problem Items

If the same item shows a deficit three times in a row — it is not a coincidence. Options:

• Temporarily restrict warehouse access and check who has rights to manual operations
• Enable recording of internal consumption: staff tea/coffee also needs to go through a write-off with reason “Internal Use”
• Review write-off norms: the item may be consumed faster due to storage characteristics (large spillage losses)

Documentation

Stock count results are saved in IZI history. For external reporting (accountant, tax authority) data can be exported from Warehouse → Movement History, filtered by type “Stock Count” and the relevant period.

Fiscal Considerations (for Regulated Regions)

In regions with mandatory product labeling (Chestny Znak — Russia), a stock count has an additional dimension: discrepancies on labeled items need to be reflected in the labeling system. The specific procedure depends on your regulator’s requirements — check with your accountant or EDO operator.

Useful Links

• Inventory Discrepancy: Investigation Algorithm — what to do when a large discrepancy is found
• Write-Off: Spoilage and Breakage — how to record losses before the stock count
• COGS Report and Margin — how a stock count affects financial metrics
• First Goods Receipt — correct receiving reduces discrepancies