Inventory Audit

Inventory Audit is a dedicated workspace for a physical stock count — open a count, record what's actually on the shelf, and let YSUITE work out the difference against the system quantity.

Requires the MoneyPro module. Open it from Apps → Inventory Audit.

Starting an audit

1. Open Apps → Inventory Audit.
2. Click + New Audit to start a count.
3. Trading is frozen for the organisation while an audit is open — this keeps stock from moving underneath the count while it's in progress.

Counting sessions

A single audit can span multiple sessions, so a large warehouse can be counted over several shifts or by several people without keeping the whole business frozen for longer than necessary:

• Create a new session within the audit.
• Close a session once its portion of the count is done.
• Reopen a closed session if something needs re-checking.
• Delete a session that was started in error.

Recording counts

• Record a counted quantity for each item as you go.
• Uncounted items — see, at any point, which items in scope haven't been counted yet.
• Record zero counts — mark a batch of items as counted-zero in bulk, for locations you know are empty.
• Mark all counted — close out the remaining items in one action once you're confident the count is complete.
• Individual items can also be marked or unmarked as counted one at a time.

Reviewing variance

The Review screen compares counted quantity against system quantity, item by item. Set a cost basis for the audit to value each variance consistently.

• Tallies summarise the count's totals and outstanding variance.
• Export the full count sheet at any stage, for sign-off or for sharing with whoever is counting on the floor.

Finishing an audit

• Reconcile — post the approved variances as stock adjustments, updating system quantity to match the physical count.
• Complete without adjustment — close the audit having only confirmed the picture, without changing any stock quantities.

Cancelling an audit

An audit can be cancelled at any time — this is the way out if a count needs to be abandoned. Cancel remains available even if your subscription changes mid-count, specifically so an open audit can never leave your organisation stuck unable to trade and unable to close it.

Tips

• Set the cost basis before reviewing variances — changing it after review starts will change the values you've already looked at.
• Use "record zero counts" for whole sections you know hold no stock, rather than confirming each item individually.