Inventory Counts
Inventory Counts
An Inventory Count lets you compare the physical quantities on your shelves against what CifraHQ expects. When you post a completed count, CifraHQ automatically creates Inventory adjustment entries for every product that has a variance.
Where to find it
Go to Inventory > Inventory Counts.
Inventory Counts list, physical counts captured for reconciliation.
Document lifecycle
| State | What it means |
|---|---|
| Draft | Count created; you can add or remove Products and edit the header. |
| In Progress | Count started; Inventory is locked and you can enter counted quantities per product. |
| Completed | All quantities entered and locked; ready to review variances before posting. |
| Posted | Adjustments have been created; the count is read-only. |
Count types
| Type | When to use |
|---|---|
| Full | Count every product in the warehouse. Use Load All to populate lines automatically. |
| Cycle | Periodic partial count of a subset of Products. |
| Spot | One-off check of specific items. |
What the list shows
| Column | Description |
|---|---|
| Code | System-generated identifier (format: IC-YYYYMMDD-001). |
| Date | The date the physical count was performed. |
| Warehouse | The warehouse being counted. |
| Type | Full, Cycle, or Spot. |
| Status | Current lifecycle state. |
| Progress | How many Products have been counted out of the total on the count. |
| Positive Variance | Total value of Products found to have more stock than expected. |
| Negative Variance | Total value of Products found to have less stock than expected. |
| Net Variance | Combined variance value (positive minus negative). |
Count lines
Each line represents one product. The Expected quantity is pulled from the current stock balance. During the In Progress state, you enter the Counted quantity. The system immediately shows the Variance (counted minus expected) and its monetary Var. Value.
Tracking badges on each line indicate special controls: L = Lot, S = Serial, E = Expiry.
Tips
- Start locks Inventory. Once you click Start Count, Products in this warehouse cannot be modified by other transactions until the count is posted or cancelled.
- Use Load All for a Full count. This pulls every product currently in the warehouse into the count lines so nothing is missed.
- All lines must be counted before completing. CifraHQ will warn you if any product still shows "Pending" when you try to complete.
- Review the Variance Summary before posting. The summary card shows positive, negative, and net variance so you can catch data-entry errors before they become adjustments.
- Posting is permanent. Once posted, Inventory adjustment documents are created and the count becomes read-only.
Related: Inbound Adjustments · Outbound Adjustments · Inventory by Location · Warehouses · Products · Detailed Inventory
Was this page helpful?