Stocktakes
A stocktake in Sahl does not stop sales: balances are frozen when you start, you count at your own pace, then post only the differences. These are the steps and the decisions before posting.
The idea
A stocktake compares what is on the shelves with what is in the system and corrects the difference. The usual problem is that sales continue during the count and the numbers move under your hands. Sahl solves it with freezing: the moment the count starts it takes a snapshot of system balances and average costs, and the difference is measured against that snapshot, not the changing balance. You sell and count at the same time without worry.
The steps
- Under Items, then Stocktake click New stocktake. Choose the Warehouse and the Scope: Full (all items), one Group with its children, or selected Items by name or barcode.
- Click Freeze balances and start counting. The document gets its number, system balances and average costs are copied to the lines, and the freeze time appears at the top.
- Count and enter quantities in the Counted column, clicking Save count whenever you finish a part. Entry can come from several devices and from the manager app by barcode, and saving is in batches so nothing is lost.
- Review the coloured Difference column (counted minus system balance). A large unexpected difference? Recount that item before the next step.
- Decide the fate of the Uncounted: Leave as is (the safe default; items with no counted quantity are ignored) or Treat as zero, which generates a full shortage for them. The second is for a complete count where you are sure you counted everything on hand.
- Click Post differences. The system generates an adjustment document with the differences only and posts it, so system balances match reality. Status becomes Done.
The Unit cost on a line is what an increase is valued at when posting; the default is the average cost at freeze time, and you can change it for increases whose real cost you know.
What happens in the books
The stocktake itself creates no entry. The entry comes from the adjustment document generated at posting: increases debit Inventory and credit Inventory adjustments, decreases the reverse, each with its own amount and no netting. See Stock adjustments. Because adjustments sit within cost of goods, a stocktake shortage shows directly in the month's gross profit.
Who does what
The Warehouse keeper template creates the stocktake and enters counts but does not post; Post differences needs the Post permission on stocktake documents, held by the manager in the default template. The separation is intentional: whoever counts does not approve the result. Cancel (reverse) after posting reverses the generated adjustment and needs a reason. See Roles and permissions.
Tips for a successful count
- A group count every week beats a full count once a year: dairy today, cleaning next week. Differences are small and their causes are found.
- Open the stocktake before receiving supplier goods or after posting them, not in between. Goods arriving after the freeze count in the current balance, but if you count them while they are not in the system snapshot they appear as a phantom surplus.
- Branch counts: each warehouse has its own document. See Warehouses.
- Before posting, open the item card for the large differences; usually a transfer not received or a return not posted.
Warning
"Treat as zero" with the Full scope zeroes every item you did not touch. Counting ten items out of a thousand with this option wrecks the balances of 990 items in one entry. Use it only when the count is truly complete.
Frequently asked questions
Do I stop selling during the stocktake?
No. The difference is measured against the balances frozen at the start, so sales after the freeze do not spoil the result.
What is the difference between Leave as is and Treat as zero?
The first ignores items with no entered quantity. The second treats their real balance as zero and generates a full shortage for them.
I entered a wrong quantity after posting. How do I fix it?
Either cancel (reverse) the stocktake and redo it, or make a small stock adjustment with reason Correction for the single item.