Stock Counting

Last updated: 31 July 2026

A stock count is the act of comparing what the system thinks you have against what is actually on the shelf, then accepting the difference as truth. Every other inventory number in OSOSS - valuation, margin, reorder points, availability online - is only as honest as your last count.

Menu path: Inventories > Stock Counting

Screenshot from the live OSOSS Dashboard

How a count works

A count is a document with a lifecycle, not a one-off edit. It opens as a draft, you enter counted quantities against the system quantities, and it stays a draft until you submit it. Only on submission are the adjustments posted.

Each count records the branch, the type, a start and end time, who created it, a note, and the results per line:

A full count covers everything in the branch; a partial count covers only the products you add. Both are valid tools: full counts are the annual truth, partial counts are how you keep fast-moving lines accurate without closing the shop.

The Account field is where the variance posts. Shortages and excesses are not free - they are a gain or loss that has to land somewhere in your books, and choosing the right account is what makes shrinkage visible in your accounts rather than hidden in your stock.

Run a count

1. Create the count, choose the branch, the type, and the account the variance will post to.
2. Add the products - everything, for a full count, or a category or shelf for a partial one.
3. Count physically and enter the counted quantity per line. The cells are editable in place so a person with a tablet can work down a shelf.
4. Read the summary: how many lines match, the total shortage and the total excess. Investigate anything large before you submit, because after submission the correction is history.
5. Submit. Balances are adjusted and the variance posts to the chosen account.

Full reference

Every option and control on this page, at a glance.

Filters (3)

• Identity and numbering: ID
• Status and flags: Status
• Other: Name

Form fields (5)

Account ID, Branch ID, Name, Note, Type

Standard list tools

Every list page in OSOSS shares these controls:

• Manage columns - the icon at the right edge of the header row: search columns, tick to show or hide, drag to reorder. Your selection persists for your user.
• Quick search - matches the page's primary field.
• Filter chips + More Filters - the chips are your defaults; More Filters exposes the full set below.
• Save Filter / Saved Filters - name a filter combination and recall it in one click; one can be your default view.
• Reset - clears filters back to defaults.
• Export All - downloads the current filtered rows with exactly the columns you have selected.
• Focus - hides the surrounding chrome for a full-width table.
• Row selection - the header checkbox selects the page or all matching rows, enabling bulk actions.
• Rows per page and page jumper - at the foot of the table.
• Custom fields - anything you define under Settings > Custom Fields appears here as both a column and a filter.

Related pages

• Stock Transactions - the movement ledger a count corrects
• Inventories - the balances themselves
• Stock Shortages - products below their threshold

What you can do on this page

Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.

Add a record

1. Click Add above the table - some pages label it New or show a + icon.
2. Complete the form. Required fields carry a red asterisk and the form will not submit until they are filled.
3. Click Save. Validation runs on submit; any field that fails shows its message directly beneath itself, and the form scrolls to the first problem.
4. You land back on the list with the new record in place.

Fields on this form: Account ID, Branch ID, Name, Note, Type

Edit a record

1. Open the row's actions menu at the end of the row and choose Edit, or open the record and use Edit there.
2. The form loads with current values. Change only what you need.
3. Click Save.

Open and read a record

1. Click the row, or choose View in the row's actions menu.
2. The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
3. Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.

Delete a record

1. Open the row's actions menu and choose Delete.
2. Confirm in the dialog. There is no undo from the interface.
3. If the record is referenced elsewhere - used on a document, tied to a transaction - the delete is refused and the reason shown.

Export the list

1. Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
2. Click Export All.
3. The file downloads as a spreadsheet: one row per record, your visible columns in your order.

Import records

1. Click Import.
2. Download the template if one is offered - its headers are exactly what the importer expects.
3. Fill the template, upload it, then map each of your columns to an OSOSS field.
4. Read the validation result: every failing row is listed with its reason. Fix the source and re-upload, or import only the passing rows.
5. Confirm. Nothing is written to your account before this step.

Print or save as PDF

1. Choose Print in the row's actions menu, or open the record and use Print there.
2. Pick the template or format if you are prompted.
3. Your browser's print dialog opens - print it, or choose Save as PDF as the destination.