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Count the stock and correct the differences

Penahak has no separate count screen. A count is done on paper from the Stock summary, and each difference is entered as a Stock adjustment dated the day of the count, with the reason Stock-take in or Stock-take out.

  • Accounting Stock movements
  • 4 min read
  • Updated October 20, 2026

For Store keeper Accountant Owner or manager

On this page

The steps

  1. Choose the day and the warehouse
    Who
    Store keeper
    What changes
    Count one warehouse at a time on a day when little moves. Note the date: the adjustments will carry it.
  2. Print what the books say
    Who
    Store keeper
    Where
    Stock summary, Report type "With out value (summary)", Report group by Store, your Warehouse, the date
    What changes
    A sheet of products with the Balance QTY as at the date (Stock summary). Add a column for the counted quantity.
  3. Count and write the counted quantity
    Who
    Store keeper
    What changes
    Count what is on the shelf, by product (and by batch or serial number where tracked).
  4. Enter the differences
    Who
    Store keeper or accountant
    Where
    Stock adjustment > Add (Adjust stock: counts, damage, expiry and write-offs)
    What changes
    A line for each product that differs. Counted more than the books: reason Stock-take in (Qty increased) with the difference as QTY. Counted less: Stock-take out (Qty Decreased). Give the Warehouse, and keep the Rate the line proposes (the average cost of what that warehouse holds).
    Needs
    Date the adjustment the day of the count. A quantity out cannot be more than the books hold.
  5. Check the result
    Who
    Accountant
    Where
    Stock summary for the same date, and Stock adjustment summary
    What changes
    The balances now equal the count, and the summary shows the value written up or down (Stock adjustment, stock transfer and expiry/breakage summaries).

Choosing the reason

DifferenceReason
Counted moreStock-take in (Qty increased)
Counted less, cause unknownStock-take out (Qty Decreased)
Counted less, you know whyDamage, Breakage, Expiry, Stolen, Donation or Inventory issue(Goods consumption)

A specific reason helps later: the Stock adjustment summary can be grouped by reason and shows how much was lost to each.

Month end and year end

Common questions

Can I import the counted quantities?

The Stock adjustment screen imports lines from a spreadsheet (Template, Import, Upload), but the lines are the differences, not the counted totals: Penahak does not subtract the books for you. Work out the difference first.

The adjustment says negative stock is not allowed.

You are taking out more than the books hold at that date. Check the date and the warehouse.

We counted in a different unit.

Enter the quantity in the product's own unit, or the alt unit if the screen offers it (Units and alternative units).

The adjustment for the count is refused because of its date.

A new adjustment cannot be dated before an adjustment already saved in the branch. Enter the count with the date of the count before entering later adjustments, or ask your administrator.

Does the count change the profit?

Yes, through closing stock: a shortage lowers the closing stock and the profit, an excess raises them (Closing stock in the profit and loss, the balance sheet and the year end).

Related guides

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