Closing Stock Partial
The physical stock-count workflow: freeze what the system believes you hold, count the shelves, record and reconcile any discrepancy, and have a second person independently audit the result.
A record here is a closing stock statement — one physical count exercise for one stock location, on one date. Statements move through four states as the count proceeds.
There is no Create action anywhere on this page — a Draft statement must already exist before it shows up here. Statement creation happens in another part of the system, not from a console button; this page picks up the workflow from Start Count onward.
Columns
| Column | Shows |
|---|---|
reference | The statement's reference number, shown as a badge. Searchable, sortable. |
location.location_name | Labelled Location — the stock location being counted. Searchable. |
statement_date | The date the count relates to. Sortable. |
state | A badge: Draft, In Progress, Completed, Audited. |
items_count | Labelled Items — the number of count-item rows on the statement. Sortable. |
created_at | When the statement record was created. Sortable; hidden by default — switch it on from the column toggle. |
Filters
| Filter | What it narrows |
|---|---|
| State | A drop-down over all four states — Draft, In Progress, Completed, Audited. |
The three actions
Start Count Draft → In Progress
Freezes a starting point for the count: the system takes a snapshot of what Stock on Hand currently believes is at this location and creates one count item per product for you to physically verify.
- Select Start Count on a Draft statement
Icon: play. A confirmation dialog appears — there is no form.
- Confirm
The statement moves to In Progress and its count items are created from the current on-hand snapshot. Go and physically count the shelves against these items.
Complete In Progress → Completed
Closes the count and posts any corrections to inventory. This is where the count items you physically verified are checked against the system and any differences are turned into real stock adjustments.
- Make sure every count item has been counted
Every product on the statement must have a recorded counted quantity before you can complete it.
- Give a reason for every discrepancy
Any item where the counted quantity differs from the system's snapshot needs a reconciliation reason recorded against it.
- Select Complete and confirm
Icon: check. If any item is still uncounted, or any nonzero discrepancy has no reason, the action is refused. Otherwise the system creates and completes adjustment stock moves for every discrepant item — bringing
qty_on_handin Stock on Hand in line with what you actually counted — and the statement becomes Completed.
Completion is refused if any item on the statement is still uncounted, or if any item with a nonzero discrepancy is missing its reconciliation reason. Finish counting and record a reason for every difference before trying again.
Audit Completed → Audited
An independent sign-off that closes the statement for good. This is a deliberate separation-of-duties control: whoever created the statement is not allowed to be the one who audits it.
- Have someone other than the statement's creator open it
The auditor must be a different user from whoever created the statement.
- Select Audit and confirm
Icon: shield-check. If you are the same person who created the statement, the action is blocked outright and does not appear as usable. Otherwise the statement becomes Audited — its final state.
If you started and completed a statement yourself, the Audit action will not go through for you — the system checks that the auditor is not the same person recorded as the statement's creator. Ask a colleague with closing_stock.audit to perform this step instead.
Related pages
- Stock on Hand — the running balance this count reconciles against, and where adjustments end up.
- Products — what each counted product code and name refers to.
- Warehouses — the warehouses and stock locations a statement can be raised against.
- Schedulers — background processing that can interact with stock balances between counts.