AWRA Help Center

Stock counting lives at Inventory → Inventory Counts. A count is a session: a defined scope of stock, a set of counters, a list of lines with a counted quantity against a system quantity, and a review step. Sessions can be one-off (a full stocktake) or generated from a repeating plan (cycle counting).

Count Plans

A plan describes what to count and how often, so you are not rebuilding the same scope every month. You can scope a plan by warehouse, location, category, ABC class, velocity class, risk level, or a stock-value band, then set a frequency (for example monthly) and how many days a session stays due. Two switches matter:

• Blind count (on by default) hides the system quantity from the counter, so the count is evidence rather than confirmation.
• Freeze stock holds movement on the counted scope while the session is open, which removes the "it moved while we were counting" argument.

A plan also carries a next due date and an assignee. Every morning the system opens a session from each active plan whose due date has arrived, using the plan's scope, blind and freeze settings and due window, and tells the assignee in the app (or the person who created the plan, if nobody is assigned). The next due date then moves on by one period. If the plan's previous count is still open, that day is skipped and the date moves on. Opening a count from a plan by hand also moves the date on, and a plan set to on demand is never opened automatically.

How A Session Moves

1. Open. The session is created from a plan or built ad hoc, and lines are generated for the scope.
2. Counting. Counters — assigned people, on the web or on a scanner — submit a counted quantity per line.
3. Review. A reviewer approves each submitted line, or sends it back with a recount request and a reason. An approved line cannot be quietly re-typed; changing it means asking for a recount.
4. Adjustment pending. When the variances are approved, the session raises the stock movements and waits.
5. Adjusted. Stock changes when those adjustments are adjusted, and the session closes.

You cannot skip step 3. If lines are still submitted or awaiting a recount, applying the count is refused and nothing is changed.

Variances Become Adjustments, Not Direct Edits

This is the part most people expect to work differently. Applying a count does not write stock balances directly. It raises stock adjustments, which is the same path every other movement in AWRA takes — so the correction carries a reference number, an approval gate, a line in the adjustments register, and the accounting entries behind it.

• Gains and losses travel separately. An adjustment moves in one direction, so a session that is short on some lines and over on others raises two documents. That is also the right shape for review: approving found stock and approving a write-off are different decisions.
• It raises the difference, not the counted figure. The adjustment is plus or minus the variance. If stock legitimately moves between the count and the correction, a delta still lands on the right number, where "set it to what we counted" would erase that movement.
• While the movements are awaiting approval, the session sits in adjustment pending — counted and reviewed, but not yet reflected in stock.

Variance Rules

Rules decide which variances a person must look at. A rule can be scoped to a warehouse or category and set a tolerance by absolute quantity, percentage, or variance value. Within tolerance, a rule can be set to auto-adjust; outside it, the line requires approval. Start strict — everything reviewed — and loosen the tolerances once you trust the counting discipline.

Signatures & Audit Trail

A session can take two distinct marks: a count signature and an approval signature, each only while the session is in a status where that mark still means something. Every step — submission, recount request, approval, cancellation, application — is written to the session's audit tab with who did it and when. See Signature Capture.

If The Numbers Look Wrong

A count that shows a variance you cannot explain is usually a missed movement rather than a miscount — an unposted receipt, a transfer still in transit, or stock on a quality hold. Check Stock Mismatch and Stock Status & Quality Holds before adjusting.