Count your stock

Sales, deliveries and waste keep your stock roughly right, but only a count tells you what is really on the shelf. When you save a count, Verimly books the difference between what you counted and what the system expected, so the numbers match reality again.

Before you start

• You need the Inventory & recipes feature and the Stock counts permission. Someone with only this permission can count without being able to edit stock items or see costs.
• Counts are done in the back office (a phone or tablet browser works well in a stock room). There is no count screen on the POS and no printable count sheet.
• Count in the item's own unit. If coffee beans are kept in Kilogram, a half-full 1 kg bag is 0.5.
• Try to count when nothing is being sold, for example before opening. Sales during the count change the system quantity while you work.

Count several items

1. 1Go to Inventory and select Count stock.
2. 2Under Location counted, check the location. The count only changes stock at that location.
3. 3Work through the list. Each item shows its system quantity, for example "12 kg in system".
4. 4Type what you counted in the field next to each item. As soon as you enter a number, the difference shows under the item; if it is the same, you see Matches.
5. 5Use Search items to jump to an item, and the Not counted filter to see what is left.
6. 6Optional: add a Note, such as "Weekend count".
7. 7Select Save.

At the top of the sheet you see your progress ("18/40 counted") and how many differences you have.

Count one item

1. 1Go to Inventory and open the item.
2. 2Select Count.
3. 3Enter the counted quantity and select Save.

What happens when you save

For each item whose count differs from the system, Verimly books an Adjustment for the difference at that location. The quantity on hand becomes exactly what you counted.

• Items that match are not touched.
• In the item's Movements, a count shows as Stock count with the balance after it. If you added a note, the line shows as Adjustment with your note instead.
• If a count takes an item below its low-stock level, it gets the Low badge. See Track your stock.
• The count is recorded in the activity log with who did it.

Find out why there was a difference

A count fixes the number, but the cause is in the history. Open the item and look at its Movements since the last count:

• Sale lines that seem too large point to a recipe with the wrong quantity or unit. See Recipes.
• A delivery that arrived but has no Goods received line was never booked. See Record a supplier delivery.
• A gap with no movements at all is usually waste, spillage or staff drinks that were not recorded. See Record waste and adjustments.

Common questions

Can I undo a count?

Not as such. Count the item again with the right number; the new count books the difference back.

Can two people count at the same time?

Yes, if they count different items: each saves only the items they filled in. If both count the same item, the last save wins.

Does a count change the unit cost?

No. A count only changes quantities.

If something goes wrong

• Count stock is missing: you need the Stock counts permission. Ask an owner; see Roles and permissions.
• The count went to the wrong location: count the affected items again at the right location, then count them at the wrong location with the quantities that are really there.
• Saving fails: check your connection and try again; nothing is booked until the save succeeds. See Connection problems.