Before you start
- Applies to
- MapTrack web app
- Access
- Permission to manage the part and its stock movements
- Connection
- Internet connection required to save the stocktake and read the transaction
- Time
- Depends on the bin size and counting method
You'll need
- An existing part and active stock bin
- A physical count using the same unit as the part record
- A clear counting window with stock movements controlled or reconciled
Steps
Define the counting scope
Identify the part, bin and unit you will count. Decide how issues, receipts and returns during the count will be handled so the physical count and system balance refer to the same point in time.
Count the physical stock
Count the items in the chosen bin. Keep deployed custody separate from items physically on the shelf. If the count is unexpected, recount and check the unit before making a change.
Open the Stocktake action
Go to Parts/Inventory, open the part and choose Stocktake from the stock actions. Select the existing stock bin. Confirm it is the bin you actually counted.
Check the discrepancy before saving
Enter the physical count and review the signed discrepancy. A count of 18 against a recorded 20 is a difference of minus two; a count of 22 is plus two. These are worked examples, not recorded losses or gains.
Save the count and its context
Add a useful movement note and save the stocktake. An unchanged count can still record a zero-discrepancy confirmation, preserving that the bin was checked.
Read back the transaction and balance
Open the part’s transaction history and confirm the stocktake type, bin, count difference and note. Check the revised on-hand balance and reconcile any movements that happened during counting.
What you should see
The part has a saved stocktake transaction and a bin balance that matches the confirmed physical count at the counting point.
Current limits
- A stocktake records a count difference; it does not establish why stock was missing or extra.
- Parts stocktakes count quantities in bins. An asset audit checks individual serialised items and uses a separate workflow.
- Saving the count requires a connection.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe preview difference is unexpectedly large | Likely causeThe bin, unit or physical count may be wrong | What to doCheck all three and recount before saving. Do not use an adjustment to hide an unresolved movement. |
| What you seeThe balance changes after the stocktake | Likely causeA receipt, issue, return or another movement may have occurred | What to doReview the ordered transaction trail and compare events against the counting window. |
Common questions
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