Working with an Inventory Count

After an inventory count is recorded, you must complete these steps:

Start the count to begin the process of recording count data.
Edit the count record to enter count numbers for items.
Complete the count to record the final number counted for each item on the count.
Approve or reject the final count.

To start an inventory count:

Go to Transactions > Inventory > Enter Inventory Count > List.
Click View next to the count you want to start.
Click Start Count.

When you click Start on an Open status inventory count, NetSuite takes a snapshot of the on-hand count of the items to be counted by bin and serial number. This data is recorded on the count.

An inventory count with a status of Started can be reviewed and edited by the warehouse manager. Data in quantity fields can be edited, but items cannot be added to or deleted from the count.

To edit the count record:

Go to Transactions > Inventory > Enter Inventory Count > List.
Click Edit next to the count you want to work with.
Based on the physical count numbers taken in your warehouse, record the number actually counted in the Count Quantity field. Repeat this for each item you count.

Note:
When the inventory count transaction status is set to Started, a snapshot of the inventory on hand quantity is taken from the system for comparison. If you continue to process inventory changes while the counting activities are occurring, record the changes and include them when you enter the Count Quantity into the inventory count transaction.
After entering data on a started count, click Save to come back and complete the count later.

To complete an inventory count:

Go to Transactions > Inventory > Enter Inventory Count > List.
Click View next to the count you want to complete.
Click Complete Count.

Until an inventory count is completed, you cannot start a new inventory count for that item.

Two inventory adjustment transactions are created for the count:

One positive inventory adjustment (more on hand)
One negative adjustment (less on hand)

When you return to the item record of an item you have completed a count for, the Inventory subtab shows the following:

Last Count Date – Date when the last count occurred
Next Count Date – System calculated next date to enter an item count
Count Interval – Preset count interval

After a count transitions to the Complete/Pending Approval status, a supervisor can approve or reject it.

If you process transactions during counts, they may increase or decrease on-hand quantities and result to variances with counted quantities. You can set the Recalculate Snapshot preference to consider updates to on-hand quantities. When you reject a count, NetSuite takes a new inventory snapshot and updates the adjustment quantity and variance accordingly. These automatic updates enable you to approve the rejected count. Otherwise, you may manually update the count based on the transaction updates before you can approve it. To set the Recalculate Snapshot preference, see Setting Up Inventory Count.

To approve or reject an inventory count:

Go to Transactions > Inventory > Enter Inventory Count > List.
Click View next to the count you want to complete.
Do one of the following:
- Click Reject – The count status returns to Started and the warehouse manager must conduct another count.
- Click Approve – The count is final and the status becomes Approved.

Inventory Count History

After Approval, the Inventory Count record shows a History subtab that includes an Inventory Adjustments subtab which shows all adjustments related to this count.