--- title: INVENTORY - Physical Count description: Use this utility to capture the difference between the expected quantities on hand and the actual counted quantities. --- [![company logo](https://cs.geminilogic.com/hs-fs/hubfs/Gemini-Logic-Logo%20(1).png?height=120&name=Gemini-Logic-Logo%20(1).png)](https://www.geminilogic.com/) [User Manual](https://cs.geminilogic.com/en/migrated/manual) - [Go to Gemini Logic](https://www.geminilogic.com/) - [New Ticket](https://cs.geminilogic.com/en/migrated/manual/kb-tickets/new) - [Go to Customer Portal](https://cs.geminilogic.com/tickets-view) Spire User Manual - Inventory - [Spire Systems - General Knowledge Base](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base) - [Tips and Tricks](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#tips-and-tricks) - [Spire Administration - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-general-ledger) - [Spire Administration - Sales](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-sales) - [Spire Administration - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-inventory) - [Analytics for Spire](https://cs.geminilogic.com/en/migrated/manual/analytics-for-spire) - [Spire User Manual - System Overview](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-system-overview) - [Spire User Manual - User Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-settings) - [Spire User Manual - Vendors](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-vendors) - [Spire User Manual - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory) - [Pricing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory#pricing) - [Spire User Manual - Price Matrix](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-price-matrix) - [Spire User Manual - Purchase Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-purchase-orders) - [Spire User Manual - Sales Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-sales-orders) - [Spire User Manual - Keyboard Shortcuts](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-keyboard-shortcuts) - [Spire User Manual - Company Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-company-settings) - [Spire User Manual - New Instal/Company Setup](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-new-instal-company-setup) - [Spire User Manual - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-general-ledger) - [Spire User Manual - Accounts Receivable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-receivable) - [Spire User Manual - Accounts Payable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-payable) - [Spire User Manual - Payroll](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-payroll) - [Spire User Manual - Production Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-production-manager) - [Spire User Manual - Service Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-service-manager) - [Spire User Manual - User Defined Fields](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-defined-fields) - [Spire User Manual - Job Costing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-job-costing) - [HubSpot](https://cs.geminilogic.com/en/migrated/manual/hubspot) - [Updates](https://cs.geminilogic.com/en/migrated/manual/hubspot#updates) - [Gemini Logic](https://cs.geminilogic.com/en/migrated/manual/gemini-logic) - [Shipping](https://cs.geminilogic.com/en/migrated/manual/shipping) - [Sales Taxes](https://cs.geminilogic.com/en/migrated/manual/sales-taxes) - [Spire User Manual](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual) - [Customers](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual#customers) [Back to home](https://cs.geminilogic.com/en/migrated/manual) 1. [User Manual](https://cs.geminilogic.com/en/migrated/manual) 2. Spire User Manual - Inventory - [Spire Systems - General Knowledge Base](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base) - [Tips and Tricks](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#tips-and-tricks) - [Spire Administration - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-general-ledger) - [Spire Administration - Sales](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-sales) - [Spire Administration - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-systems-general-knowledge-base#spire-administration-inventory) - [Analytics for Spire](https://cs.geminilogic.com/en/migrated/manual/analytics-for-spire) - [Spire User Manual - System Overview](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-system-overview) - [Spire User Manual - User Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-settings) - [Spire User Manual - Vendors](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-vendors) - [Spire User Manual - Inventory](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory) - [Pricing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-inventory#pricing) - [Spire User Manual - Price Matrix](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-price-matrix) - [Spire User Manual - Purchase Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-purchase-orders) - [Spire User Manual - Sales Orders](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-sales-orders) - [Spire User Manual - Keyboard Shortcuts](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-keyboard-shortcuts) - [Spire User Manual - Company Settings](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-company-settings) - [Spire User Manual - New Instal/Company Setup](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-new-instal-company-setup) - [Spire User Manual - General Ledger](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-general-ledger) - [Spire User Manual - Accounts Receivable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-receivable) - [Spire User Manual - Accounts Payable](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-accounts-payable) - [Spire User Manual - Payroll](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-payroll) - [Spire User Manual - Production Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-production-manager) - [Spire User Manual - Service Manager](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-service-manager) - [Spire User Manual - User Defined Fields](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-user-defined-fields) - [Spire User Manual - Job Costing](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual-job-costing) - [HubSpot](https://cs.geminilogic.com/en/migrated/manual/hubspot) - [Updates](https://cs.geminilogic.com/en/migrated/manual/hubspot#updates) - [Gemini Logic](https://cs.geminilogic.com/en/migrated/manual/gemini-logic) - [Shipping](https://cs.geminilogic.com/en/migrated/manual/shipping) - [Sales Taxes](https://cs.geminilogic.com/en/migrated/manual/sales-taxes) - [Spire User Manual](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual) - [Customers](https://cs.geminilogic.com/en/migrated/manual/spire-user-manual#customers) # INVENTORY - Physical Count ## Use this utility to capture the difference between the expected quantities on hand and the actual counted quantities. ![InventoryCountIcon-1](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountIcon-1.png?width=50&height=52&name=InventoryCountIcon-1.png)   - establish User access settings - Edit > User Settings > Inventory > Add / Edit / Delete Inventory Count, View Count Variance & View On Hand (this last one allows the User to use the ‘Match Expected Quantities function described later) - access - Inventory list (to create a new Count only)                  ![InventoryListCount](https://cs.geminilogic.com/hs-fs/hubfs/InventoryListCount.png?width=554&height=244&name=InventoryListCount.png) - - Inventory text menu (to create a new Count or access previous Counts, posted or unposted)                 ![InventoryTextMenuInventoryCounts](https://cs.geminilogic.com/hs-fs/hubfs/InventoryTextMenuInventoryCounts.png?width=151&height=227&name=InventoryTextMenuInventoryCounts.png)                                 ![InventoryCountList](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountList.png?width=576&height=149&name=InventoryCountList.png) - - - completed (Posted) counts have a **Trans No** and can be accessed but not changed - **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-48-54-33-PM.png) Refresh** to load any Inventory Counts that may have been added by other users but that may not be displaying yet on your list - ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-48-59-87-PM.png) Inventory Count list customization - Filters / Sorts / Column changes - see Inventory List Customization - **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-49-20-92-PM.png) Export Inventory Count** **List** from a filtered or unfiltered list (see [Filters](https://cs.geminilogic.com/en/manual/inventory_access-list-functionality#InventoryListFilters)) - will export all visual records in the current column layout and sort order - choose the location **File name**, and **type** it is to be saved in - **Save** - option to **Open File** right away - **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-49-59-16-PM.png) New Physical Inventory Count** - it is important to make sure you don’t count inventory that has been received after the ‘Freeze’, and make sure you do count inventory committed on Sales Orders before the 'Freeze' but not invoiced. - add Inventory items to a new Count Sheet in one of 3 ways: 1. from your Inventory List, select the items you want to Count from your Inventory list and click ![InventoryCountIcon-1](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountIcon-1.png?width=24&height=25&name=InventoryCountIcon-1.png) **Count**    2. from the Count list click **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Aug-01-2022-06-49-59-16-PM.png?width=22&height=22&name=image-png-Aug-01-2022-06-49-59-16-PM.png)** New Count 1. click ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-50-09-45-PM.png) **Freeze Inventory**![InventoryCountFreezeInventory](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountFreezeInventory.png?width=572&height=214&name=InventoryCountFreezeInventory.png) 2. select Inventory Items you want to include in this Count from a Filtered or un-Filtered list (see [Filter](https://cs.geminilogic.com/en/manual/inventory_access-list-functionality#InventoryListFilters)[s](https://cs.geminilogic.com/en/manual/inventory_access-list-functionality))![InventoryCountFreezeInventoryListWFilter](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountFreezeInventoryListWFilter.png?width=605&height=239&name=InventoryCountFreezeInventoryListWFilter.png)this gives you a chance to select by Product Code, or Warehouse Location, or any other product grouping, for cycle counts 3. click on **Freeze All** / **Freeze Selected** to load items into the Count Sheet 3. from the Inventory Count window**![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-50-44-17-PM.png) Add** or ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-50-48-67-PM.png) **Delete** items one at a time, with the option to select the Unit of Measure you wish to count (multiple UOMs may be entered into the Count Sheet for any item) ![InventoryCountLeftAddDelete](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountLeftAddDelete.png?width=450&height=312&name=InventoryCountLeftAddDelete.png) 4. **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-50-53-76-PM.png) Scan** the Part / Serial / Lot Number barcode into the Count Sheet - use \* as quantity multiplier - into the scan box, enter quantity then \*, then scan barcode - keyboard shortcut - ctrl+space - - once items are loaded into the Inventory Count Sheet click **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Feb-21-2024-03-48-58-1591-PM.png?width=22&height=20&name=image-png-Feb-21-2024-03-48-58-1591-PM.png) Print** and select** the Inventory Count Sheet - note that the on-hand quantities are not printed and even though it is not recommended, you can have this report customized to print them** **              ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Aug-01-2022-06-52-41-76-PM.png?width=350&height=192&name=image-png-Aug-01-2022-06-52-41-76-PM.png)          ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-52-53-55-PM.png)** - - **once the Inventory count sheet is filled, you can click ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-51-25-26-PM.png) Manual Count and enter your count quantities (unless you are scanning)  ![InventoryCountManualCount](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountManualCount.png?width=457&height=317&name=InventoryCountManualCount.png)** or - select **Match Expected Quantity** to fill the **Stock Qty** into the **Counted Qty** fields and change *only* counts that are wrong (user access permitting - Edit > User Settings > Inventory > **View Count Variance**) - click **OK** to load the quantities into the Inventory Count sheet - **Serial** / **Lot Numbered** items - enter quantities in one of 2 ways: 1. **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-53-23-95-PM.png) Scan** the serial number label barcode and it will load the item, count of 1 per scan 2. select the item with **Serialized** checked 1. click on ![InventoryCountCountSerialsIcon](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountCountSerialsIcon.png?width=25&height=19&name=InventoryCountCountSerialsIcon.png) **Count Serials ![InventoryCountCountSerials-2](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountCountSerials-2.png?width=475&height=339&name=InventoryCountCountSerials-2.png)** 2. from the Serial Number list popup, either Scan or enter **Counted Qty** beside Serial Numbers with **Available Qty**  **                ![InventoryCountCountSerialsSelectSerials](https://cs.geminilogic.com/hs-fs/hubfs/InventoryCountCountSerialsSelectSerials.png?width=301&height=217&name=InventoryCountCountSerialsSelectSerials.png)** - - - option to **Show Closed** to display historic (not in stock) Serial Numbers - Users can continue to add Manual counts or scanned items to this or other Inventory Count Sheets from the list, and the quantities will continue to accumulate for all items, until the Count Sheet is ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-54-19-97-PM.png) posted - in the example above, the items that have had multiple counts saved, are identified by a ![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-54-19-80-PM.png) chevron…click on this to display the multiple counts and the User that created it - quantity differences are identified by coloured circles - ![InventoryComponentsGreenCircle](https://cs.geminilogic.com/hs-fs/hubfs/InventoryComponentsGreenCircle.png?width=20&height=20&name=InventoryComponentsGreenCircle.png) Green circle - **Counted Qty** matches **Stock Qty** - **![InventoryComponentsOrangeSquare](https://cs.geminilogic.com/hs-fs/hubfs/InventoryComponentsOrangeSquare.png?width=25&height=23&name=InventoryComponentsOrangeSquare.png)** Orange square - **Counted Qty** is different from the **Stock Qty** - ![InventoryComponentsRedOctagon](https://cs.geminilogic.com/hs-fs/hubfs/InventoryComponentsRedOctagon.png?width=20&height=20&name=InventoryComponentsRedOctagon.png) Red octagon - **Counted Qty **is zero and the **Stock Qty **is not **![](https://cs.geminilogic.com/hubfs/image-png-Aug-01-2022-06-54-28-51-PM.png) Post Count** - once all counts are complete and correct, click **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Aug-01-2022-06-54-28-51-PM.png?width=25&height=22&name=image-png-Aug-01-2022-06-54-28-51-PM.png) Post** to adjust Inventory quantities, and  GL balance (if ‘Post Adjustments to GL’ is on in [Company Settings](https://cs.geminilogic.com/en/manual/company-settings-inventory)) - - select from **![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Aug-01-2022-06-54-28-51-PM.png?width=21&height=19&name=image-png-Aug-01-2022-06-54-28-51-PM.png) Post** (to accept default GL posting)  / **Post and Review GL** (or Alt+s) (to review or change the GL Accounts) - User Settings for this selection - Edit > User Settings > Inventory - **![CheckBoxCheckedBlue](https://cs.geminilogic.com/hs-fs/hubfs/CheckBoxCheckedBlue.png?width=15&height=15&name=CheckBoxCheckedBlue.png) Modify GL Transaction** offers the drop-down option - **![CheckBoxCheckedBlue](https://cs.geminilogic.com/hs-fs/hubfs/CheckBoxCheckedBlue.png?width=15&height=15&name=CheckBoxCheckedBlue.png) Modify Transactions by Default** (on) presents the button like this: ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Apr-19-2023-06-42-28-8365-PM.png?width=196&height=92&name=image-png-Apr-19-2023-06-42-28-8365-PM.png) - ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Apr-19-2023-06-42-50-6865-PM.png?width=15&height=15&name=image-png-Apr-19-2023-06-42-50-6865-PM.png) **Modify Transactions by Default** (off) presents the button like this: ![](https://cs.geminilogic.com/hs-fs/hubfs/image-png-Apr-19-2023-06-43-46-8251-PM.png?width=215&height=92&name=image-png-Apr-19-2023-06-43-46-8251-PM.png) -  \*\*\*Note...if inventory is physically removed after a count process is started but before the item is counted, inaccuracies will result [![company logo](https://cs.geminilogic.com/hs-fs/hubfs/Gemini%20Logic%20-%20Black-1.png?height=120&name=Gemini%20Logic%20-%20Black-1.png)](https://www.geminilogic.com/) Gemini Logic - [![linkedin_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/linkedin_circle_color.png)](https://www.linkedin.com/company/2460588) - [![youtube_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/youtube_circle_color.png)](https://www.youtube.com/user/GeminiLogicInc/featured) - [![twitter_social_link_icon_alt_text](https://static.hsstatic.net/TemplateAssets/static-1.329/img/hs_default_template_images/modules/Follow+Me+-+Email/twitter_circle_color.png)](https://twitter.com/gemini_logic) - [Go to Gemini Logic](https://www.geminilogic.com/) - [New Ticket](https://cs.geminilogic.com/en/migrated/manual/kb-tickets/new) - [Go to Customer Portal](https://cs.geminilogic.com/tickets-view)