Taking a Physical Inventory Snapshot¶

Purpose¶

It records what was actually counted, and freezes it so it can be compared against what the system believes.

Who does this¶

Office and warehouse staff who count what is physically on the racks and record it as the official figure for a period.

Before you start¶

You have the right account (see Permissions and Access).
The record and date you are working on are correct.
Words you do not know are in the Glossary.

Access¶

Report > Inventory, then the Physical tab

What you see¶

The lines shown come from one of two places:

A saved snapshot for that exact company, period and commodity selection — someone has already recorded it.
A draft worked out from the loads themselves, if nobody has saved one for that period.

Check which one you are looking at before you change anything. The list looks the same either way.

Loads that are spare, cancelled or collected are left out. Loads that were unloaded, and loads still in transit where the movement happened after your end date, are included.

Doing it¶

Confirm the company, the from and to dates, and which commodities you are counting.
Open the Physical tab and see whether you have a saved figure or a worked-out draft.
Enter or review the physical lines and totals — what you counted with your own eyes.
Save as a draft if you expect to review it more.
Finalize only when you are sure. Then reopen it and confirm it says finalized.

Saving replaces everything in that scope. The figures that were there for that company, period and commodity are set aside and replaced by what you just entered. Check your selection before you save.

Anything you type into the lines before saving is not kept. Until you save, it is only on your screen.

Once it is finalized¶

A finalized snapshot cannot be changed. Not corrected, not adjusted, not overwritten through this screen.

So finalize only when the period is settled. If you finalize and then find a mistake, that is a matter for the inventory owner, not something to fix here.

Registering a previous month¶

If the month before has no finalized figure, the Previous panel offers to register the opening balance for that month.

This records a balance you have already reported. It does not send a report anywhere and does not resubmit anything. When you finalize it, you go back to the period you started with, and the new figure appears as Previous.

If something goes wrong¶

Situation	What you do
It timed out or looked like it failed	Do not assume it failed. Reload that exact company and period and look before trying again.
It says finalized when I reopened	It was already finalized. Stop — it cannot be changed here.
My typing disappeared	Expected before saving. Save it.
The figures look wrong for the period	Check that you selected the right company, dates and commodities.
It will not let me change a finalized period	That is intended. Take it to the inventory owner.
I need last month's opening figure	Use the register option in the Previous panel.
The screen is not loading at all	Nothing has been saved elsewhere. Retry rather than looking for it in another place.

Who owns the next step¶

Warehouse and office own the count. Differences against the system belong to inventory adjustment — see Adjusting Bale Stock and Reading the Warehouse Map.