How stocktaking works — five steps

office plans → operator counts → system compares → office decides → documents adjust stock

The unit of work is a task for ONE location. Everything else—sessions, scenarios, settings—exists only to create these tasks and settle them according to the right rules.

The most important rule

Counting does not change stock. Stock changes only when a corrective document is issued after an office decision. Until then, stocktaking is only a record of observations: you can count a shelf ten times and the inventory level will remain untouched.

Step by step

Operator: count one location

1. In WMS2 Terminal, select the Stocktaking module.
2. Scan a location code. The banner says Scan a location. If there is no task for this shelf yet, the system creates one and starts counting immediately. If automatic task creation is disabled, you will see No task for this location (automatic creation is disabled).
3. Don’t have a particular shelf? Press Take one — get the next task. If the pool is empty, the terminal responds No unassigned tasks in the pool.
4. Scan the products one by one. After each scan, the banner turns green and shows the product name and the counted/expected tally. An item the system does not expect on this shelf gets a yellow NOT ON LIST banner—it is a finding for the office, so scan it like the rest.
5. Made a mistake? Press the arrow icon (Undo last scan). The confirmation says Last scan undone. The button is visible only immediately after scanning and only when the scenario allows it.
6. Is there a large quantity? Press the pencil icon next to the item (tooltip Override quantity) → Enter the correct quantity window → Confirm. The pencil appears only after the threshold set by the office. Click it normally; there is no need to hold it down.
7. Is the shelf empty? Press Empty → Mark location as empty? window → Yes, empty. This confirmation ends the task immediately.
8. When finished, press Finish → in the “Are you sure you want to finish the task?” window, press Finish again.
9. Read the final screen: Task closed (“No discrepancies—auto-accepted, the office does not need to do anything.”) or Sent for review (“The office will review discrepancies and decide what to do.”). If the session has another task, Continue session appears.

In blind mode, you will not see step 9—the terminal returns to the list or opens the next task in the session immediately. That is intentional: a message saying the count matched would reveal the expected quantity.

Office: settle the counted task

1. Go to Warehouse and logistics → Stocktaking.
2. Set the Status filter or select Discrepancies only.
3. Click Open in the task row. The Stocktaking review screen opens.
4. Compare Expected, Counted, Difference, Difference value, and Items with discrepancies.
5. Need to correct the count? Enter the number in the Counted column. It saves automatically: Saving… → Saved.
6. If an item should not be included in the correction, clear its WMS adjustment checkbox.
7. Read Office notes. A warning is added there if someone moved goods at that location between the count and task closure.
8. Choose one: Accept and close, Reject, Skip, or Cancel task. If you do not trust the count, choose Request recount.
9. If the decision saves but closure fails, you will see Decision saved, but task closure failed—try clicking Close below and a Close task button. Documents are created only after closure.

There is no separate Adjust button. Correct quantities in step 5 and click Accept and close; the system records the decision as an office adjustment.

Task statuses

Two shortcuts that bypass the office

• No discrepancies with auto-accept enabled: the task closes automatically when the operator presses Finish.
• Discrepancy within thresholds (units, currency, percentage—all configured thresholds must be met): the task closes automatically and adjustments are issued.

Three things to keep in mind:

• Discrepancy is calculated as an absolute value for each item. “5 missing and 5 over” does not count as zero.
• Goods found that the system does not expect at that location always go to the office. No threshold bypasses this.
• The currency-value threshold is inactive until you set a price source. Until then, the system does not auto-accept; it sends the task to the office.