Step by step
Count stock
Count what is on the shelf, blind if you choose. Kila compares it with the books, sends lines that are far off for a recount, and an approver posts the difference.
A stock count compares what is on the shelf with what the books say. Kila notes what the books expect the moment counting starts, “so sales during the count never show up as variances”, and nothing in stock changes until someone who approves counts posts the result.
Set up the count
Link to this section: Set up the countOpen New count
Open Stock › Inventory › Stock counts and tap New count, or tap Start a count on Stock on hand: “Choose what to count. Nothing is snapshotted until you start counting.” The branch is yours already if you work in one.
Choose Cycle or Full
- Cycle: “A few products at a time. Leave the list empty and Kila picks the twelve most valuable not counted this month.”
- Full: “Every stocked product at the branch.”
To count one kind of product, choose its Category.
Decide whether to count blind
To count blind, switch on Blind count: “Counters do not see the expected quantities until counting ends, so they count what is really there.” Leave Freeze movements while counting off to keep trading; see What if.
Add the products
Search in Add products to count and add each one, or leave the list empty for a cycle count and let Kila pick.
Tap Create count
Kila says SC-000001 created: “Start counting when the team is ready; the expected quantities are snapshotted then.”
Tap Start counting at the shelves
Kila says Counting started: “Expected quantities are snapshotted. Scan or type as you go.” In a blind count you see Expected hidden: “Blind count: expected quantities are hidden until counting ends.”
Count each product
“Scan or type a barcode or SKU. Each scan adds one; a pack barcode adds the whole pack.” Or type the quantity on each line. Progress shows how many are counted, such as 4 of 4 counted.
Tap Finish counting
Then Send for review: “Every line is counted. Lines more than 2% off are sent back for an independent recount first.”
Recount what Kila sends back
Those lines get a Recount box. Count them again, ideally someone else, and type what you find. The first count stays on the record. Tap Finish counting and Send for review again: “SC-000001 is ready for review.”
Post the result
Link to this section: Post the resultSomeone who approves stock counts, such as the owner or a branch manager.
Read the result
Open the count, which is In review. The cards show the Lines with a variance, the stock Found and Missing at cost, and the Accuracy. Each line shows the Snapshot, what Moved since, what was Expected, what was Counted and recounted, and the Variance and its Value.
Tap Post variances
The count says “Count complete. 2 lines adjusted.” with the net variance and accuracy. Stock now matches the count, and each difference is a Stock count line in the movements.
The variances are above your limit
Link to this section: The variances are above your limitThe count says Waiting for approval: “The variances are worth more than the poster’s limit. They post as soon as an approver agrees.” Someone with a higher limit decides in Approvals. If they send it back, the count returns to In review: count the lines again or cancel it.
A product cannot be sold or moved during the count
Link to this section: A product cannot be sold or moved during the countThe count freezes movements. With Freeze movements while counting on, “The till will refuse these products” from the moment counting starts. The count says Movements frozen: its products “cannot be sold, transferred, received or adjusted” at the branch until the count is posted or cancelled. An adjustment, for example, is refused:
Post the count, or cancel it, and the products move again. Keep freezing for a closed-door count.
You need to stop a count
Link to this section: You need to stop a countOn the count, tap Cancel, then Cancel count: “Counts entered so far are kept on the record; nothing is posted.” Kila says Count cancelled: “Nothing was posted.”
Needs a manager
Anyone who counts stock can set up a count, count and send it for review. Posting it, and skipping recounts, need the right to approve stock counts, which the owner, branch managers and inventory managers have. Above your limit for adjustments, posting waits for someone more senior.
- Adjust stock: for one known difference, such as a broken item, without a count.
- Check stock movements: a posted count can be reversed there if it was wrong.
- See your stock on hand: the figures a count corrects.
Next: count the next few products in a week: a cycle count left empty picks the ones not counted this month.