Stock count
Stock count creates physical count sessions per warehouse, with a system snapshot, flexible scope, per-line saving, search/filter, CSV sheets, bulk import, a second count for large differences, and atomic finalization. Canceling a session keeps the count results for audit but does not change stock.
A stock count does not change stock while physical numbers are being typed. Vasco saves the count results and differences as a session. Stock is adjusted only once, when all items have been counted, large differences have been verified, and the user presses Finish stock count. If the session is canceled, the audit results remain but stock balances do not change.
Before you start
Have this ready
- Choose a warehouse and a scope that does not overlap with an active session.
- Set the operational freeze time or the movement cut-off procedure.
- Prepare people, shelves/zones, scanners, and count sheets if needed.
- Decide who does the second count and the finalization.
Done when
- Every line in scope has a physical quantity, including zero.
- Large differences have been counted a second time.
- Finalization happens once and produces an adjustment audit.
- Unused sessions are canceled without changing stock.
Understand scope, progress, and differences
| Part | Meaning | Notes |
|---|---|---|
| All active items | The entire active catalog | Includes zero balances |
| Only items with a balance | Items with a system balance | More compact for regular counts |
| Low stock | Items below/around the reorder level | Risk focus |
| One category | Only the selected category | A category must be chosen |
| System quantity | The session's reference snapshot | Not a number typed by staff |
| Physical quantity | Count result | Empty means not counted yet; 0 is a valid result |
| Difference | Physical minus system | Value uses unit cost |
| Accuracy | Matching lines compared with those counted | Not final until you press Finish |
| Second count | Verify large differences | Required before finalization when the system asks for it |
Empty is different from zero
Empty means the item has not been counted, so finalization is blocked. Enter 0 if staff checked and the item is physically not there.
Run a stock count through to finalization
- 1
Start stock count
Choose the warehouse, scope, category if needed, and notes on shelf/zone/staff. Create the session once.
Result: All materials in scope are prepared as count lines.To cancel / undo: Choose Cancel before Create session. Once created, use Cancel session if you decide not to proceed. - 2
Count and enter quantities
Search for an item, enter the physical quantity >=0, then leave the field so it saves. Add a note if there is a difference or special condition.
Result: Progress, accuracy, quantity, and difference value are updated.To cancel / undo: Before finalization, change the number to the correct result. Clearing it again means not counted. - 3
Use filters
Show All, Not counted, With difference, or Counted. Use search and pagination for large lists.
Result: Lines that need action are easy to find.To cancel / undo: Choose All and clear the search. - 4
Export the count sheet
Download the Vasco CSV template containing material_id, SKU, barcode, name, unit, system stock, physical quantity, and notes.
Result: The team can count offline with safe line identities.To cancel / undo: Delete the local file if it is not used; the session stays open. - 5
Import results
Use the original template with the material_id and physical_quantity columns. Vasco accepts commas, semicolons, or tabs and processes batches of up to 500 lines.
Result: Valid quantities are updated in bulk.To cancel / undo: Check the results before finalization and correct any wrong lines. Import does not change stock directly. - 6
Recheck large differences
Choose Recheck, fill in all second-count numbers >=0, then Save & Finalize. If there are still batches, continue.
Result: Risky differences have been verified before stock changes.To cancel / undo: Choose Later; the session stays Counting and stock has not changed. - 7
Finish stock count
Make sure progress is 100%, large differences have been checked, then confirm finalization.
Result: All stock adjustments are posted in a single audit transaction.To cancel / undo: Don't confirm if in doubt. After finalization there is no undo from the page; use an official stock correction. - 8
Cancel the session
If the session is not valid, choose Cancel session and confirm.
Result: The status becomes Canceled; count results stay for audit; balances don't change.To cancel / undo: Choose Cancel on the confirmation to continue the session.
Session statuses
| Status | Meaning | Can it be changed? |
|---|---|---|
| Counting | Active session; results can be filled in/edited | Can be finalized or canceled |
| Finalized | Differences have been posted to stock | There is no undo on the page |
| Cancelled | Session closed without stock adjustments | Results stay for audit |
| Not counted | Physical quantity is null | Enter a number, including 0 |
| With difference | Physical quantity differs from the snapshot | Verify, add a note, do a second count if asked |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Opening dialog not saved | Choose Cancel | No session |
| Active session was not going ahead | Cancel the session | Counts are saved for audit; stock doesn't change |
| Wrong number before finalization | Edit the line or re-import | Stock hasn't changed yet |
| Wrong import | Correct the line before finalization | The session audit shows the latest results |
| Stock count already final | Use an official stock correction/movement and reference the stock count number | Finalization can't be undone from the page |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Can't finalize | Some items are still not counted | Filter by Not counted and fill in all, including zero |
| Second count requested | The difference exceeds the policy threshold | Have an authorized person fill in the recheck |
| CSV rejected | The material_id/physical_quantity columns are missing or the format is broken | Download a new template and keep the header |
| Number not saved | The field was not left or the connection failed | Click outside, wait for the indicator, then reload |
| Session can't be created | Invalid warehouse/scope or the migration is not active yet | Check the warehouse, category, and database readiness |
Questions and answers
Does typing the result change stock directly?
No. Stock only changes once finalization succeeds.
How do I record an item that isn't there?
Enter 0. Don't leave it empty, because empty means not counted.
What happens if the session is canceled?
The count results stay saved for audit, but stock balances are not adjusted.
Can finalization be undone?
Not from the page. Make an official correction with the stock count reference if needed.
Why is a second count needed?
Large differences risk materially affecting stock and value, so Vasco asks for extra verification.