Inventory Counts & Stocktakes

Inventory Counts — also known as stocktakes — verify that the physical equipment in your warehouse matches what the system records show. Regular counting catches discrepancies early, reduces stock inaccuracies, and ensures your availability data is reliable when quoting for projects. NexusRMS supports full warehouse counts, partial zone counts, and scheduled cycle counts.

Accessing inventory counts

To view and manage inventory counts, navigate to Warehouse > Inventory Counts. The page displays a list of all counts with their reference number, warehouse, count type, status, scheduled date, and the number of discrepancies found. You can filter by status, count type, warehouse, date range, or assigned user.

Count number format

Every inventory count is assigned a unique reference number that is auto-generated when the count is created. Count numbers follow a sequential format and cannot be edited. They serve as a permanent reference for audit trails and are linked to any stock adjustments created from the count results.

Creating an inventory count

Click the New Count button on the Inventory Counts page. The count form contains the following fields:

• Warehouse — The warehouse where the count will take place. If you operate a single warehouse, this is pre-selected automatically.
• Storage Zone — Optional. Select a specific storage zone within the warehouse for partial counts. Leave blank for full warehouse counts.
• Count Type — The type of count to perform (see below).
• Scheduled Date — The date the count is planned for. Counts can be scheduled in advance and appear on the warehouse calendar.
• Assigned To — The user or team responsible for performing the count. Assigned users receive a notification when the count is due.
• Notes — Optional instructions or context for the counting team (e.g., “Focus on Zone C racks 12–18, reported discrepancies last month”).

Count types

NexusRMS provides three count types to suit different operational needs:

Full count

A full count covers the entire warehouse — every storage zone, every rack, and every piece of equipment. This is the most comprehensive option and is typically performed annually or semi-annually. Full counts take the longest to complete but provide complete assurance that your system records are accurate.

Partial count

A partial count targets a specific storage zone within the warehouse. When creating a partial count, you select the Storage Zone from the dropdown. Only equipment stored in that zone is included in the count. Partial counts are useful when you suspect discrepancies in a particular area or after a busy period of activity in one zone.

Cycle count

A cycle count is a scheduled, recurring count that rotates through different warehouse zones over time. Instead of counting the entire warehouse at once, you count a small section each week or month until every zone has been covered. Cycle counts spread the workload evenly and cause less disruption to daily warehouse operations than a full shutdown count.

To set up cycle counting, create a series of partial counts on a recurring schedule — for example, Zone A in week one, Zone B in week two, Zone C in week three, and so on. Each count is an independent record with its own results and discrepancies.

Count workflow

Inventory counts follow a four-stage workflow:

1. Planned — The count has been created and scheduled for a future date. The scheduled_date and assigned_to user are set. The count appears on the warehouse calendar and the assigned user’s task list.
2. In Progress — The count has been started. The started_at timestamp is recorded. Warehouse staff are actively scanning and counting items. Real-time progress is visible on the count detail page.
3. Completed — The count has been finished. The completed_at timestamp is recorded and results are compiled. The system calculates total_items_counted and discrepancies_found automatically.
4. Cancelled — The count has been cancelled before completion. A reason should be recorded in the notes field for audit purposes.

Performing a count

When you start a count, the system generates a list of all equipment expected in the target warehouse or zone, along with the expected quantities from the system records. The counting team then verifies each item by one of the following methods:

• Camera scanning — Use the device camera to scan QR codes or barcodes on each item. The scanned item is matched to the count list and marked as verified.
• Manual entry — Type the serial number, SKU, or barcode number into the manual input field. This is useful when labels are damaged or unreadable.
• RFID scanning — Use a connected RFID reader to scan multiple items simultaneously. Ideal for high-volume zones where scanning items one by one is impractical.

As items are scanned, the count detail page updates in real time, showing which items have been verified, which are still outstanding, and any unexpected items found that were not on the expected list.

Count results

When a count is completed, the system compiles the results into a summary:

• Total Items Counted — The total number of individual items or units physically verified during the count.
• Discrepancies Found — The number of items where the physical count differs from the system record. This includes items where the counted quantity is higher than expected, lower than expected, or items found that were not on the expected list.

The results table lists every equipment item with the expected quantity, counted quantity, and the variance. Positive variances indicate more items were found than expected; negative variances indicate fewer items were found.

Handling discrepancies

When a count reveals discrepancies, you need to reconcile the differences by creating stock adjustments. From the count results page, click Create Adjustments to generate stock adjustments for all discrepant items. The adjustments are pre-populated with:

• Adjustment type set to Physical Count
• Each discrepant item added as a line item with the correct quantity change
• A reference linking the adjustment back to the inventory count record

The generated adjustments follow the standard approval workflow — they must be submitted and approved by a manager before stock levels are updated. This ensures discrepancies are reviewed before any changes take effect.

Cycle count scheduling

For businesses that prefer continuous stock verification over periodic full counts, cycle counting is the recommended approach. To implement a cycle count programme:

1. Divide your warehouse into logical zones (e.g., by storage area, equipment category, or rack number).
2. Create a rotation schedule that covers every zone within your desired cycle period (e.g., quarterly).
3. Create individual partial counts for each zone on the scheduled dates.
4. Assign each count to the appropriate warehouse staff member.
5. Review and reconcile discrepancies from each count as they are completed.

Over time, cycle counting builds a continuous picture of stock accuracy without the disruption of closing the warehouse for a full count.

Tips

• Schedule counts during quiet periods — Performing counts when the warehouse is less busy reduces disruption and improves accuracy. Avoid counting during peak dispatch or return periods.
• Use camera or RFID scanning for speed — Manual counting is slow and error-prone. Scanning equipment with a camera or RFID reader is faster and more accurate.
• Reconcile discrepancies immediately — The longer you wait to create stock adjustments from count results, the more likely it is that further changes will compound the inaccuracies.
• Start with cycle counts — If you have never performed a stocktake, a full warehouse count can be overwhelming. Start with cycle counts covering one zone per week to build the habit gradually.
• Investigate recurring discrepancies — If the same items or zones consistently show variances, investigate the root cause. Common causes include items being moved without updating the system, returns not being checked in properly, or theft.

Next steps

Continue to the next article to learn about Multi-Warehouse Operations, where you will set up and manage multiple warehouse locations, configure warehouse types, and coordinate stock across your entire operation.