Why is my parts quantity negative or different than expected after a parts stocktake?

When a parts stocktake is initiated, it takes a snapshot of the expected QOH for each part at that time. When a count is then added for a part and committed, it will adjust the quantity by the difference in QOH from when starting the stocktake and count entered. 

NOTE: Committing a stocktake will NOT adjust quantities TO a specific amount but rather make a positive or negative adjustment. For example, if an expected QOH for a part was 10 at the time of starting a stocktake then counted at 8 and committed, it will make an adjustment to the QOH and movement of -2. 

When can happen if a parts stocktake is initiated but is not completed quickly enough with having sales or receipting during that period, the adjusted amount may no longer be accurate. 

For example:

• Let's say when starting a parts stocktake the snapshot part QOH maybe set to 10.
• 6 of this parts are sold to a customer and invoiced. The actual QOH is adjusted to 4.
• Staff a finally able to complete the stocktake and count the quantity of the parts on the shelf at 4. This is entered and the stocktake committed.
• The software compares the entered count (4) and the snapshot QOH (10) to work out a difference of 6. A stock adjustment movement is created by the system, to reduce the QOH at the time (of 4) by 6 and becomes -2. Effectively accounting for the sale of the items twice.

Therefore, it is recommended to complete the stocktake as quickly as possible once started. If there's a large number of items that need to be counted, the scope of the stocktake can be limited (for example, by location or franchise). Consider doing a stocktake outside of a sales, invoicing or receipting period to minimise these issues (ie. after business hours).

Use the variance report to identify any part quantities that are different to what is expected, then check the parts history before committing. If a part has been sold during then stock period, add that to the counted quantity.