Keeping the numbers right
Count the shelves against the book
Walk the shelves, type what is really there, and let Outlyz fix the book to match what you found.
Your stock numbers in Outlyz are the book. They move every time you take goods in, sell something, or send stock to another branch. The shelf is the truth. A stock count puts the two side by side. It shows you where they do not agree, then fixes the book to match the shelf.
Most shops do this at month end. Do one when a number looks wrong. Do one when a new person takes over the store. Do one after a busy season. Do one when you think stock is going out without being sold. You can count one branch at a time, so a big business does not have to shut everything down.
Count blind if you can. That means the person walking the shelves cannot see the number the app expects. If someone can see that the book says 40, it is very easy to write 40 without looking well. The theft or the breakage then stays hidden for another month. Outlyz has a switch that hides those numbers for this reason.
Step by step
1. Open the count list
In the sidebar open "Inventory", then "Stock Counts". The list shows every count you have ever done. Each row has a "Date", "Location", "Status", "Counted", "Gaps" and "Value of gaps". To start or finish a count you need the same rights as the person who records stock movements.
2. Start a count
Press "Start a count" at the top right. Pick the branch or store in "Location". Then press "Start a count" again. If your business has only one place, it is filled in for you and locked. The app builds a sheet of everything the book says is sitting there.
3. Hide the book before anyone types
On the count page turn on "Hide expected numbers". The "Book says" and "Difference" columns go away. Now the counter writes down the shelf instead of copying the app. The row still turns light red when your number does not match. So you know to look again, but you never see by how much.
4. Type what is on the shelf
Work down the "Item" column. Type the real number into "Counted". Each row is one batch or one loose pile. The batch number sits in brackets after the item name. Empties and damaged units say so in small grey text under the name.
5. Say why it is different
Where the shelf and the book do not agree, type the reason in "Notes". The box asks "Why is it different?". A few words are enough. Something like broken in transit, or given as a sample. It saves an argument at the end of the month.
6. Let it save itself
There is no save button. The note at the top says "Counts save on their own as you go". It shows "Saving..." while it works. You can close the page, hand the phone to someone else, and come back the next day.
7. Show the numbers again and check the gaps
When the walk is done, turn "Hide expected numbers" off. "Book says" and "Difference" come back. Every row that does not match is light red. Extra stock shows with a plus in front of it. Fix any typing mistakes now, while the count is still open.
8. Finish the count
Press "Finish count". The app asks "Finish this count?" and tells you how many differences it will fix in the book. Press "Finish count" again to confirm. The status changes to "Completed".
9. Read the result
A strip at the top of the finished count shows "Counted", "Gaps" and "Value of gaps". All the fixes are booked as one adjustment. You can find it under "Stock Movements". Its reference starts with the word Stocktake.
Worth knowing
One open count per place
If a count is already running at that place, the app will not start a second one. It asks you to finish or cancel the first one. Look in the list for the row with the status "Counting".
Empty lines are skipped
A line you never type into is not read as zero. The book keeps its number and nothing changes on that row. That makes a half done count safe. Only type 0 when you have really looked and the shelf is bare.
"Value of gaps" uses the selling price
The money figure uses the selling price the item had when the count started. It is not what you paid for it. Read it as the sales you lost, not as the cost of the loss.
Some stock is not on the sheet
The sheet lists what the book says is sitting at that place and free. Cylinders, crates or bottles that are out with a customer or a driver are not on it. Stock held at your other branches is not on it either.
Questions
We sold two crates while the count was running. Is the fix now wrong?
No. When you press "Finish count" the app compares what you typed against what the book says at that moment. It does not use the number it printed when the count started. Those two crates are already out of the book, so they do not show as missing.
Can we stop today and finish tomorrow?
Yes. Everything typed is already saved. The count keeps the status "Counting" until someone presses "Finish count" or "Cancel count". Anyone with the right access can open it from the list and carry on.
What does "Cancel count" do to my numbers?
Nothing is fixed in the book. The warning tells you the typed counts are kept for the record only. The status becomes "Cancelled". Use it when the count was done badly and you would rather start again.
Outlyz does this
Outlyz tracks your stock, orders and deliveries, and every container you expect back. UGX 20,000 per person per month. The first month is free and no card is needed.
Or call 0780 784870 and we will set it up with you.