# Stock count: how to find and close discrepancies

URL: https://bimpsoft.com/en/help/inventory/stock-count/
Updated: 2026-11-06

> A stock count compares the recorded quantity with the actual quantity in a warehouse. Create the document under **Warehouse → Stock counts**, choose the warehouse and the surplus and shortage items, fill in the actual quantity, save, and then create a "Stock posting" for surpluses and a "Write-off" for shortages based on the document.

## What a stock count is

A stock count is a document that records the difference between accounting data and the real quantity of goods in a [warehouse](https://bimpsoft.com/en/help/inventory/warehouses/). By itself it does not change balances. You post surpluses and write off shortages with documents [created based on](https://bimpsoft.com/en/help/basics/create-based-on/) it. The [inventory management overview](https://bimpsoft.com/en/help/inventory/inventory-overview/) gives the big picture of warehouse documents and settings.

**Examples.** A coffee shop found 3 "extra" packs of coffee that were not entered when received: they are posted at the correct [cost price](https://bimpsoft.com/en/help/costing/cost-price-guide/). A furniture warehouse found a damaged cabinet: it is written off, and the cost price is recorded in expenses.

## How to create a stock count

1. Open **Warehouse → Stock counts** and click **Create**.
2. Choose **Stock count**.

![The "Stock counts" tab of the "Warehouse" section: Create is clicked, and the menu has the items "Stock count", "Stock posting", "Write-off"; the list shows documents with the statuses "New", "In progress", "Completed"](https://bimpsoft.com/help/_img/4712953a-77dd-4566-9ae8-30f8e71f39b4.webp)

3. Fill in the header:
   - "Document number": leave empty for automatic numbering; "Creation date" is set automatically;
   - "Warehouse": required; if you do not choose one, the warehouse with the kind "Main" is filled in;
   - "Responsible person" and "Author";
   - "Record surpluses to account": the income item for surpluses;
   - "Record shortages to account": the expense item for shortages;
   - the document approver;
   - in the "Other" block, a comment of up to 1000 characters.

## How to fill in actual balances

1. Click **Fill in recorded quantity** to add all goods of the warehouse, or **Add** to add items one by one. There is also **Fill in by batches** and a "Barcode" field for scanning.
2. The recorded quantity ("Rec. qty") is filled in from balances.
3. Enter the actual quantity ("Actual qty net").
4. The system calculates the rest itself: "Qty deviation" (the difference between the recorded and actual quantity, taking kits into account), "Actual amount", "Recorded amount" (quantity × cost price) and "Deviation", the value of the surplus or shortage. For a surplus the values are positive, for a shortage they are negative.
5. The "Deviations only" switch leaves only the rows with discrepancies in the table.

To replace a product in a row, hover over the row, click the pencil, choose another product and save.

![Stock count: tabs "Goods", "Finished products", "Kits"; buttons "Fill in recorded quantity", "Add", "Fill in by batches"; two rows with columns "Rec. qty", "Actual qty net", "Reserve", "Qty deviation", "Batch number" and "Series"; "Deviations only" is on](https://bimpsoft.com/help/_img/3c51917d-d65b-445a-8d61-aaf17a1654e6.webp)

## How to account for kits

If some goods are part of [kits](https://bimpsoft.com/en/help/products/kits/), open the "Kits" tab, click **Add**, choose a kit and **Transfer components**. On the "Goods" tab a column "Actual qty in kits" appears with the quantity of the product that is part of the kit.

## How to close discrepancies

After saving, the document has the status "New". You can change the status with the arrow or by clicking it. While the status is "New", you can create adjustment documents from the stock count.

1. In the open stock count, click **Create based on** and choose **Stock posting**. Only items with a surplus go into the document. Check the unit "Cost price" and post the document.
2. Again choose **Create based on → Write-off**. Only items with a shortage go into the document. Check the warehouse and quantity and post it.

For document details, see [Stock posting](https://bimpsoft.com/en/help/inventory/stock-posting/) and [Write-off](https://bimpsoft.com/en/help/inventory/write-off/).

> [!WARNING] If the stock count covered several warehouses, Stock posting and Write-off are created manually, separately for each warehouse. The date and time of these documents must match the stock count time or immediately follow it, otherwise the balance chronology may break.

After posting, open the [Stock movement report](https://bimpsoft.com/en/help/reports/stock-movement-report/) for the warehouse and make sure the balance matches the actual stock.

## FAQ

**How do I close both surpluses and shortages after a stock count?**

Create two documents in sequence based on the stock count: a Stock posting (only items with a surplus are included) and a Write-off (only items with a shortage).

**Why can't I create a Stock posting or Write-off from a stock count?**

This is possible only while the stock count has the status "New". After the status changes, creating documents based on it is not available.

**What if the stock count covered several warehouses?**

You need to fill in the Stock posting and Write-off documents for each warehouse manually, separately.

**How do I make sure the balance has been corrected?**

After posting both documents, open the "Stock movement report" for the warehouse: the closing balance must match the actual counted quantity.