PharmaSync
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KStock taking is the process of physically counting your inventory and comparing it to system quantities. Perform regular counts to maintain accuracy, identify discrepancies, and ensure your records match reality.
Stock taking, also known as physical inventory count, is the systematic process of counting all items in your inventory and comparing the actual quantities to what your system shows. This critical process ensures data accuracy and helps identify issues early.
Create a stock taking session to organize your physical count. You can count your entire inventory at once or focus on specific categories, products, or batches.
Navigate to Stock Taking → Click 'New Session'. Enter session name (e.g., 'Monthly Count - January 2025') and optional notes.
Search and add individual products/batches, select multiple from inventory list, or add entire categories at once for comprehensive counts.
Physically count items on shelves. Enter actual quantities for each batch in the system using mobile or desktop interface.
System auto-calculates variance (Actual - System). Variances display in red (shortage) or green (overage) for easy identification.
Select adjustment reasons for variances. Add notes explaining discrepancies. Click 'Complete' to update inventory levels automatically.
Variances occur when your physical count differs from system quantities. Understanding why variances happen helps improve inventory accuracy over time.
For products sold by the pack (e.g., "Paracetamol 500mg - Pack of 10"), the system provides separate fields for counting full packs and loose units. This ensures accurate counts for wholesale and retail operations.
Before completing your session, carefully review all variances and ensure counts are accurate. Once completed, inventory quantities automatically adjust to match your physical counts.
Check variance column for accuracy. Re-count any batches with large discrepancies (>10%) to ensure physical count is correct.
Select reason for each variance: Damaged, Expired, Theft, Counting Error, Data Entry Error, Unrecorded Sale, Other. Required for audit trail.
Click 'Complete Session'. Inventory quantities auto-adjust to actual counts. Session permanently saved with full audit trail including performer, timestamp, and reasons.
Work shelf by shelf, left to right, top to bottom. Don't skip around to avoid double-counting or missing items.
Re-count expensive medications and controlled substances to ensure accuracy. Small errors here have big financial impact.
If you find a large variance, stop and investigate before continuing. Check for misplaced items or data entry errors.
Count all products in your entire inventory at once. Best for:
Count specific products or categories on a rotating schedule. Best for: