How to count stock and resolve a quantity difference

The Physical Inventory Worksheet gives the warehouse a count sheet with recorded on-hand quantities and a place to write actual counts. The count happens at the shelves or Bin Locations, not on the worksheet screen. After staff investigate a difference, an authorized inventory user records the approved correction through a separate inventory adjustment.

Prepare the count

In the correct entity, choose the facility being counted, then open Products > Inventory Tools > Physical Wks. The selected facility determines which parts appear. The inventory detail can include rows for other facilities, so use the Facility label on each row when counting and comparing quantities. The sheet also shows part number, description, unit of measure, recorded On-Hand quantity, a blank Actual Quantity space, and notes space. Print or otherwise take the sheet to the count area. The worksheet does not save entered counts or post adjustments.

Agree when the count will be taken and how receipts, picks, shipments, transfers, and production movements during that period will be handled. Give counters the part and facility they are responsible for. For stock tracked by lot, serial number, or Bin Location, use the relevant stock detail to identify the physical units; do not treat one part-level total as a location or serial-number map.

Count and investigate

1. Count the goods physically present in the selected facility and record the actual quantity and unit of measure on the worksheet. Note damaged, misplaced, or unidentified stock separately.
2. Compare the actual count with the recorded On-Hand quantity for the same facility. Recount material differences and review recent receipts, picks, transfers, and adjustments before deciding the ERP balance is wrong.
3. Have the warehouse lead and inventory or finance owner approve the correction. Record the reason and the exact quantity difference: actual count minus recorded on-hand. A count of 8 against a recorded 10 requires an adjustment of -2, not an entry of 8 in the adjustment amount.

Record and check an approved adjustment

A user with Inventory Control Full Access opens Products > Inventory Tools > New Adjustment. The entity setting may open a simple or detailed adjustment form. Select the correct facility, part, unit, and, where prompted, lot, serial number, or cost bucket. Enter the quantity change and a reason; add notes that point back to the count. Review any cost or balancing-account fields with finance before choosing Post Adjustment.

For a detailed adjustment, the screen shows Current Quantity On Hand, Adjust Quantity By (+/-), and the resulting New Quantity On Hand. It can reject a reduction larger than the available quantity or require a specific FIFO cost bucket. Resolve those conditions rather than forcing the difference through another part or facility.

After posting, open View All Adjustments and check the date, part, facility, quantity, reason, and related accounting entry where applicable. Confirm the new recorded quantity against the approved count. Keep the count sheet and explanation for the next inventory and financial review. For the adjustment form itself, see Adjust Inventory for Products.

If a worksheet or adjustment option is missing

Ask your administrator to check your Inventory Control permission and the selected entity. The worksheet may be available with read-only inventory access, but posting an adjustment requires Inventory Control Full Access. If a part or facility is absent from the sheet, confirm the active facility and check the inventory record before using an adjustment to correct a count.