Perform physical inventory counts and analyze discrepancies
Count physical inventory by warehouse, compare actual quantities with system stock, analyze quantity and value discrepancies, then update inventory after final validation.
Physically verify inventory in a warehouse.
An inventory preserves a snapshot of system quantities before counting and then allows the actual physical quantities to be entered.
- Automatic number
- Warehouse
- Inventory date
- Products
- System quantities
- Physical quantities
- Quantity differences
- Difference values
- Draft status
- Final validation
- Stock update
- Validator traceability
- Excel
- Printing
Follow a two-stage inventory process.
Creation and validation are intentionally separated so physical counting can be completed before any real inventory change occurs.
- Create inventory
- Draft status
- Record system quantities
- Physical counting
- Enter physical quantities
- Calculate differences
- Review results
- Final validation
- Update stock
- Validated status
Browse physical inventories.
The list tracks draft and validated inventories together with their main indicators.
- Actions
- Inventory number
- Warehouse
- Date
- Status
- Total products
- Products with differences
- Total quantity difference
- Total difference value
- Created by
- View
- Edit while in Draft status
- Search
- Sorting
- 50 rows by default
- Pagination
Create a new physical inventory.
Creation only requires a warehouse, inventory date and optional notes.
- Required warehouse
- Required date
- Optional notes
- Automatic Draft status
- Creator recorded automatically
- Products loaded automatically
Automatically generate the inventory number.
SUIGEST360 uses the Physical Inventory document numbering configuration.
- physical_inventory document type
- Configurable prefix
- Configurable digit count
- Optional year
- Automatic counter
- Next reference preview
- Fallback reference INV-PHY-YEAR-000001
Select the warehouse to count.
The complete count is performed against inventory in the selected warehouse.
- Active warehouses only
- Required warehouse
- System quantities calculated for selected warehouse
- The same product may have different quantities in other warehouses
Automatically prepare the products to count.
When the inventory is created, SUIGEST360 automatically prepares its product lines.
- Active products only
- Products previously recorded through a Supplier Receipt
- Product included even when its current quantity in the selected warehouse is zero
- Products sorted by name
- System quantity recorded for every product
- Physical quantity initially equals system quantity
- Unit cost recorded from purchase price
Prepare the count without changing inventory.
Every new physical inventory starts with Draft status.
- System inventory preserved as reference
- Initial physical quantity equals system quantity
- Initial quantity difference equals zero
- Initial difference value equals zero
- Document remains editable
- No stock movement created
- No inventory correction applied
Enter physically counted quantities.
The editing page acts as the physical inventory counting sheet.
- Product name
- Product code
- Read-only system quantity
- Editable physical quantity
- Read-only unit cost
- Notes per product
- Product search within counting sheet
- 10 / 25 / 50 / 100 / All display options
Automatically calculate discrepancies.
The difference represents the gap between the physically counted quantity and the quantity recorded in SUIGEST360.
- Positive difference when physical quantity exceeds system quantity
- Negative difference when physical quantity is below system quantity
- Zero difference when quantities match
- Automatic calculation while entering quantities
- Positive, negative or zero visual status
Measure discrepancies financially.
Each quantity difference is valued using the unit cost stored when the physical inventory was created.
- Unit cost based on product purchase price
- Positive value for surplus inventory
- Negative value for missing inventory
- Automatic value calculation per product
- Total difference value
Analyze the counting results.
SUIGEST360 calculates several indicators summarizing the physical inventory.
- Total products
- Products with differences
- Total system quantity
- Total physical quantity
- Total quantity difference
- Total difference value
View the complete physical inventory.
The details page allows results to be reviewed before and after validation.
- Inventory number
- Warehouse
- Date
- Status
- Created by
- Updated by
- Validated by
- Validation date
- Total products
- Products with differences
- System quantities
- Physical quantities
- Differences
- Unit costs
- Difference values
- Notes
Enter and correct counting while in Draft status.
A physical inventory can be edited until it has been validated.
- System quantities preserved
- Physical quantity entry
- Product note editing
- Difference calculation
- Difference value calculation
- Products-with-difference count recalculated
- Totals recalculated
Apply the physical inventory permanently.
Validation transforms the counting results into actual inventory corrections.
- Confirmation before validation
- Only products with differences are processed
- Stock quantity replaced by physical quantity
- Inventory adjustment movements created
- Status changes from Draft to Validated
- Validator recorded
- Validation date and time recorded
- Action recorded in activity log
Align inventory with physical counts.
During validation, every product with a discrepancy is corrected in the inventory warehouse.
- Product and warehouse identified
- ProductStock created when required
- Final stock equals physical quantity
- Surplus added to inventory
- Shortage removed from inventory
- Products without differences remain unchanged
Trace every physical inventory correction.
Validation creates a stock movement for every product whose physical quantity differs from its system quantity.
- INVENTORY_ADJUSTMENT movement type
- Product
- Warehouse
- Validator
- Movement quantity equals the difference
- Reference to Physical Inventory
- Movement date equals inventory date
- Inventory number preserved in movement note
Protect a validated physical inventory.
Once inventory has been corrected, SUIGEST360 prevents any further changes to the document.
- Edit button hidden after validation
- Validate button hidden after validation
- Additional Controller validation
- Second validation rejected
- Counting history preserved
- Validator preserved
Export physical inventories.
The inventory list provides an Excel export with an optional date range.
- Start date
- End date
- Excel export
- Available from Inventory list
Generate a professional Physical Inventory PDF.
Physical Inventories can be generated as A4 portrait PDFs.
- Company information
- Logo
- Legal information
- Inventory number
- Date
- Warehouse
- Status
- Creator
- Validator
- Summary
- Products
- System quantities
- Physical quantities
- Differences
- Unit costs
- Difference values
- Notes
- Signatures
- Optional stamp
- Bank information
- Page X / Y pagination
Print the physical inventory directly.
The Inventory page provides a print action using the PDF version of the document.
- Print button
- Optional stamp
- PDF loaded automatically
- System print dialog opened automatically
Need help with Physical Inventories?
For issues involving counting, warehouses, physical quantities, differences, validation, stock updates, Excel or PDFs, open a request through the SUIGEST360 support portal.
Open support portal