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Inventory counts compare what is physically on the shelf with what adorabl thinks is on hand. Start a count sheet for a warehouse, record counted quantities, review the variances, and post. Posting adjusts stock on hand and books the variance to the account you choose. Use a cycle count for a slice of the warehouse on a regular rhythm, or a full physical inventory when you count everything.

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Prerequisites

  • A warehouse with stock items. If the warehouse uses bin locations, every variance line needs a bin.
  • Each counted item has a posting cost — a standard cost or a running average cost. See Costing methods.
  • A GL account to absorb variances, such as an inventory shrink or cost of goods sold account. See Segments.

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Count statuses

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Start a count

1

Open Counts

  1. In the sidebar, open Inventory.
  2. Click Counts.
Tiles at the top show Awaiting approval, Counting in progress, and Unposted variance lines. Click a tile to scope the list; click again to clear.
2

Create the sheet

Click New count and fill in the scope:When you pick Selected items or Selected bins, a selection table appears. Tick the rows to include.
3

Generate the lines

Click Save. adorabl builds one line per item (or per item and bin) and snapshots the System quantity at that moment. Counting against a frozen snapshot keeps the variance meaningful even if receipts or shipments post while you count.The count receives its COUNT- number as soon as it is created. See Next numbers.
Creating a count does not freeze stock. Receipts, shipments, and adjustments still post while the sheet is open. The sheet compares your counted quantity to the system quantity captured when the sheet was generated.

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Record counted quantities

1

Enter counts

On the count sheet, type the Counted quantity on each line. When the warehouse uses bins, pick Bin on the line first — the placeholder reads Select bin. The Variance column updates as you type — counted minus system. Leave a line blank if it was not counted; blank lines do not post.Add a Note on a line when the variance needs context.
2

Save as you go

Click Save as Draft (or the header Save icon) to store progress. The totals bar shows Lines counted, Variance lines, Net units, and Net variance value at the item’s posting cost.
3

Submit for review

When counting is finished, click Submit for review. The count moves to In review and the lines lock for the reviewer. Set the Variance account on the header now or during review — posting requires it.Use Reopen if the reviewer sends the sheet back for a recount.

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Approve and post

1

Review variances

Open a count under the Awaiting approval tile. Scan the Variance column and the totals bar. Gains and shrink are both valued at each item’s posting cost.
2

Approve & post

Click Approve & post. For every line with a non-zero variance, adorabl:
  • Posts an inventory adjustment that moves on-hand (and the bin balance) to the counted quantity.
  • Books a journal entry at the item’s posting cost — a shortage debits the variance account and credits Inventory; an overage debits Inventory and credits the variance account.
  • Updates the running average for Average (weighted) items.
The count shows its Journal reference and Posted date, and becomes read-only. Lines with zero variance and lines left blank do not post.
Posted count adjustments appear on the item’s Costing tab and in Inventory transactions as adjustments sourced from the count.

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Cancel a count

Use Cancel count from the overflow menu on a Counting or In review sheet. Cancelling discards the sheet and posts nothing. Posted counts cannot be cancelled — record a new count or an inventory adjustment to correct a posted result.

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Example: Trail Ridge Outfitters

Trail Ridge cycle-counts the A aisle at Denver DC every Friday.
  1. The ops lead creates COUNT-00012 — Cycle count, warehouse Denver DC, Selected bins A-12-1 through A-12-4, reference Fri aisle A.
  2. The counter enters quantities on a tablet. Bin A-12-3 shows System 23 × AP-3300-NV and Counted 20, a variance of -3.
  3. The sheet is submitted with variance account 5150 · Inventory Shrink.
  4. The controller opens the Awaiting approval tile, reviews the -3 line (-$111.00 at the $37.00 average), and clicks Approve & post.
  5. On-hand at A-12-3 drops to 20, and journal entry JE-000461 debits 5150 and credits 1300 · Inventory for $111.00.

Inventory transactions

One-off adjustments and transfers outside a count.

Stock on hand

Verify quantities after a count posts.

Bin locations

Bin structure for warehouses that count by location.

Items

Costing methods and the posting cost used to value variances.

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Troubleshooting

Set the Variance account on the count header before posting. Pick an active detail account; summary accounts are not accepted.
The warehouse uses bin locations, so every line with a variance must name a bin. Choose the bin on the line, or start the count with Selected bins so each line is already placed.
The item has no standard cost (or no average cost yet). Enter a cost on the item’s Details tab, then post the count again. See Items.
Record at least one counted quantity and clear any red cells on the line grid.
Expected. The sheet snapshots on-hand when it is generated. If a receipt or shipment posted after that, cancel the sheet and start a new count, or note the movement on the affected line before approving.
Posted counts are read-only. Record a new count, or post an inventory adjustment with reason Cycle count.