# Count stock and approve variances

For the person counting and the manager reviewing it. **Console: Stock → Stock
counts. Staff app: Settings → Stock → Stock count.** Confirm the location and
agree a counting time so deliveries, prep, and sales do not confuse the count.

## Start and enter a count in the Console

1. Select **New Count**. Choose **Full**, **Partial**, or **Spot**, and the
   storage areas required for this session. Select **Create Count**.
2. Search or filter the count by category or **Zone**. Use **Next uncounted** to
   find outstanding entries. **Blind count** hides the expected quantity.
3. Enter what is physically present in **Counted**, checking the unit beside
   each entry. When alternate units are available, choose the correct unit
   before entering its quantity and check the converted base quantity.
4. Use **Part / cases** for supported case-and-loose-unit entry, or the bottle
   fill control when applicable. These are quantity aids, not a substitute for
   checking the pack size.
5. Let entries save and check **All changes saved** before leaving or
   submitting. If a save fails, keep the count open and resolve the connection
   or error.

Enter **0** when an item has none on hand. A blank entry means it has not been
counted. Do not fill blanks with expected quantities just to finish the session.

## Review, submit, and approve

| Stage               | What it means                                                    |
| ------------------- | ---------------------------------------------------------------- |
| Draft / in progress | Entries can be edited; the count has not adjusted recorded stock |
| Submitted           | Counting is finished and awaits review                           |
| Approved            | The count's adjustments have been recorded                       |
| Cancelled           | This count is no longer being completed                          |

Recheck large or unexpected variances. Use **Flag for Recount** and add a reason
when a line needs another physical check; resolve the flag after checking it.
Every line needs a quantity and all recount flags must be cleared before
submission. Select **Submit**, then have an authorised reviewer select
**Approve**.

In the app's **Review count**, the approval confirmation explains the stock
consequence. Select **Keep reviewing** to return, or **Approve count** after
reviewing every variance. Review and approval need a connection and the relevant
role permissions. A successful submission alone is not an approved adjustment.

Verify **Approved**, then inspect [Stock levels](/stock/levels) and recent
activity. Investigate differences if sales or other movements happened while
counting; do not assume an earlier count overrides every later movement.

## CSV and repeat counts

The Console provides **Export CSV**, **Import CSV**, **Save as template**, and
**Templates**. For simple imports, use a header such as `Item,Counted,Notes`,
plain item names without embedded commas, and numeric quantities in the expected
units. Check the import summary for unmatched items and review every line before
submitting. Importing does not approve the count.

## If the count cannot finish

- **Count every item:** clear filters and use **Next uncounted**; enter the
  physical quantity, including zero where appropriate.
- **Resolve recount flags:** perform the check, correct the entry, then clear
  the flag. Do not dismiss a flag without investigating it.
- **Closed accounting period:** ask the authorised month-end reviewer how to
  handle the record. Do not backdate or create a duplicate to bypass the gate.
- **Already submitted or changed:** reopen the same count and inspect its status
  before repeating the action.

Escalate with location, count reference, item, displayed unit, physical result,
and the exact error. Keep guest and staff personal information out of
screenshots.