Manage stocktaking counts /visma-net-erp/help/inventory/manage-stocktaking-counts section 2026-02-19T17:09:06+01:00 # Manage stocktaking counts Click the links below to learn more about a topic you are interested in. Use the breadcrumb links in the upper left corner to see your location, navigate backwards or go to the starting point. About overview of stocktaking options /visma-net-erp/help/inventory/manage-stocktaking-counts/about-overview-of-stocktaking-options page Most businesses conduct a full stocktaking for each warehouse at least once a year. 2026-02-19T17:09:06+01:00 # About overview of stocktaking options Most businesses conduct a full stocktaking for each warehouse at least once a year. Most businesses conduct a full stocktaking for each warehouse at least once a year. A full stocktaking greatly improves the accuracy of availability data, but it disrupts business processes and can be very costly. An alternative to a full stocktaking is cycle counting, whereby all items are assigned to specific cycles and separate stocktaking counts are performed for each cycle's items at an appropriate frequency. Because they can be conducted more quickly, cycle counts are less disruptive to daily operations; they also can be tailored to specific business types. But over time, the accuracy of item availability data deteriorates due to material movement between locations and warehouses. ## Planning stocktaking of various types By using Visma Net, you can create as many stocktaking types or types of stocktaking counts as you need using the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. A stocktaking type may describe a stocktaking that is performed periodically, such as a full stocktaking or a stocktaking performed at a specific warehouse for particular stock items. The definition of each stocktaking type includes the following: + What method is used to generate the list of stock items for counting + Whether the stocktaking should be always performed at a particular warehouse or can be performed at any warehouse The particular list of items is generated when you prepare the stocktaking sheets for the stocktaking of the selected type using the [Prepare stocktaking (IN504000)](/visma-net-erp/help/inventory/inventory-windows/prepare-stocktaking-in504000/) window. ## Flexible stocktaking combination Using Visma Net, your company can create a stocktaking system by using a combination of full stocktaking and cycle counting that best fits its policies and goals. You can perform stocktaking counts based on different generation methods. In this article you will find a description of the following alternatives for doing this. + Counting the full stocktaking + Counting by item class + Counting by cycle and by cycle stocktaking frequency + Counting by movement class and by associated stocktaking frequency + Counting by ABC code and by code stocktaking frequency + Counting specific stock items ## Counting the full stocktaking If you select the **Full stocktaking** generation method in the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window, the resulting stocktaking document includes all stock items available in the specified warehouse, in all locations or only selected ones and lot or serial numbers. Counting all the items in the warehouse is a time-consuming procedure generally performed during a planned closing. All movements of inventory involved in counting should be stopped during counting, and no transactions are released during counting. ## Counting by item class Depending on how you have defined item classes, you may decide to perform counts by item class. For example: One item class may include your company's most valuable items, which you stock more frequently. If you select the **By item class** method in the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window, you can choose the class on the **Item class selection** tab, which appears once you select this method. You can create a type for each item class. ## Counting by cycle and by cycle stocktaking frequency You can create stocktaking cycles using the[Stocktaking cycles (IN208700)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-cycles-in208700/) window. Stocktaking cycles are used to group different stock items for counting by your chosen criteria. For each cycle, you specify the frequency of counts (by the counts-per-year value) performed for items of the cycle. Once all items are assigned to cycles, you can organise stocktaking counting by cycles. ### Variations The **By cycle** generation method has two variations, depending on whether you specify a cycle or select the **By frequency** check box on the **Stocktaking cycle selection** tab, which appears when you choose this generation method. The following table describes this: |IF|THEN| |---|---| |you specify a cycle in the Cycle ID field and clear the By frequency check box,|only the items assigned to a particular cycle will be included in the stocktaking.| |you select the By frequency check box and do not specify a cycle,|the items of all cycles for which counting is due based on the frequency associated with their cycles will be included.| ### Steps to include all items To ensure that no items will be skipped during the stocktaking counts, follow these steps: + Perform an initial full stocktaking. + Conduct counts in one of these ways: + As often as specified for each cycle in your system (by the counts-per-year value). + At a frequency defined by the largest number of counts per year among all cycles. ### By the largest number of counts - an inclusive count frequency When you create the stocktaking type, select the **By frequency** option, and when you are preparing the stocktaking document, only items that are due for counting by their cycle frequencies will be included. In this case, a stocktaking document can include items of more than one cycle, if the counts-per-year values for different cycles are factors of the largest count-per-year value. ## Counting by movement class and by associated stocktaking frequency Multiple studies show that the more often a product is received or shipped, the less accurate its availability data becomes. Thus, it may be reasonable to conduct more counts for items with higher turnover rates. In Visma Net, you define movement classes using the [Movement classes (IN208600)](/visma-net-erp/help/inventory/inventory-windows/movement-classes-in208600/) window and assign items to classes either on a permanent basis or by using their turnover rates during the specified turnover period. This is done in the Stock items window under the General information tab. ### Variations The **By movement class** generation method has two variations, depending on whether you specify a movement class or select the **By frequency** check box on the **Movement class selection** tab (which appears when you choose this generation method). The following table describes this: |IF|THEN| |---|---| |you specify a movement class in the Movement class ID box and clear the By frequency check box,|only the items assigned to a particular movement class will be included.| |you select the By frequency check box rather than specifying a movement class,|all the items of all classes, for which counting is due based on the frequency associated with the movement class, will be included.| Once items are assigned to movement classes, you can organise counting by movement classes in the following way: + Perform an initial full stocktaking count. + Conduct counts in one of these ways: + By creating a type for each movement class and performing counts of each type at the frequency defined for the movement class. + By creating a type with the **By frequency** check box selected for the **By movement class** generation method. ### By frequency based on the maximum counts per year Make sure that the counts-per-year values are factors of the largest counts-per-year value. A stocktaking document in this case can include items of several movement classes, for which counts-per-year values are factors of the largest counts-per-year value. Conduct counts at a frequency defined by the largest value of counts per year required for movement classes. ### Example Lets say you have defined three movement classes and that they have been set with the following counts per year value: Movement class 1 - 4 counts per year Movement class 2 - 2 counts per year Movement class 3 - 1 count per year During stocktaking, all movement class items are initially included. In the subsequent session, only items from movement classes 1 and 2 are included, since items in class 3 been accounted for to meet the required count (one count). This logical progression applies to all subsequent stocktakings. ## Counting by ABC code and by code stocktaking frequency If your company uses ABC codes to identify items critical to your business, select the **By ABC code** generation method to have counts performed based on the frequencies required for items with different codes assigned. ABC codes, created using the [ABC codes (IN208500)](/visma-net-erp/help/inventory/inventory-windows/abc-codes-in208500/) window, group items by their stock value in a specific warehouse in a specific period, based on period-to-date balances of appropriate inventory accounts. ABC codes divide items into groups that require different management and controls; for example, **A** code items, because of their high impact on the business, should be counted more often than items with other codes assigned. ### Variations The generation method for counting based on ABC codes has two variations, based on your specifications on the **ABC code selection** tab, which appears when you choose this generation method. The following table describes this: |IF|THEN| |---|---| |you specify a code in the ABC code field and leave the By frequency check box clear,|only the items assigned to a particular ABC code will be included in the stocktaking.| |you select the By frequency check box and don't specify an ABC code,|items with any code for which counting is due, based on the frequency associated with the ABC code, will be included in the stocktaking.| Once ABC codes are assigned to items, you can organise counting by ABC codes in the following way: + Perform an initial full stocktaking. + Conduct counts in one of these ways: + Create a type for each ABC code defined in the system (which has a specific frequency specified in the [ABC codes (IN208500)](/visma-net-erp/help/inventory/inventory-windows/abc-codes-in208500/) window). Conduct counts for items assigned to every code with the appropriate frequencies. ### By frequency based on the maximum counts per year Make sure that the counts-per-year values for different codes are factors of the largest counts-per-year value. Then, when you are preparing the stocktaking document, only items that are due for counting by their code frequency will be included. A stocktaking document in this case can include items with different codes assigned, for which counts-per-year values are factors of the largest stocktaking-per-year value. ### Example Lets say you have defined the following counts per year values for the ABC codes: A - 4 counts per year B - 2 counts per year C - 1 count per year During stocktaking, all code items are initially included. In the subsequent session, only A and B code items are included since code C items been accounted for to meet the required count (one count). This logical progression applies to all subsequent stocktakings. ### Optimal stock counting for most companies Counting by ABC codes usually works best for maintaining accurate stocktaking counts because in most businesses, a small number of items generally accounts for the largest value of stock, and this method lets you count the high-value items most frequently. ## Counting specific stock items By using the **By item** generation method, you can create stocktaking types that generate stocktaking lists for: + items with a negative book quantity, + randomly selected items, + items selected by the date of previous counts, or + particular items that you specify. Select the appropriate **Selection method** on the **Stock item selection** tab, which appears when you choose this generation method. The following table explains the specific types of counts: |Type of count|Items with negative book qty|Random items (up to)|Last count on or before|List of items| |---|---|---|---|---| |**Context**|Visma Net can allow a negative inventory balance for items of specific item classes. The stocktaking may show positive values.|By using this option, you can also check the accuracy of the full stocktaking. The system generates the list of items for random counting.|You can create a stocktaking type, for a particular warehouse or any warehouse, that would generate the joint list of items that were counted a specified number of days ago or earlier.|In some cases, you may want to perform stocktaking for only particular items.| |**Items included**|Items that have negative quantity at one or more locations.|Items selected at random up to the specified number of items.|Items counted the specified number of days ago are included in this list, regardless of what type of stocktaking the item was involved in earlier.|The specific items you list in the Items table.| |**Useful for**|Checking the actual availability of items shown on the books with negative quantities.|Evaluating the accuracy of item availability data. You can also check the accuracy of the full stocktaking.|Setting up a schedule based stocktaking, or performing stocktaking that doesn't include items that have recently been counted.|For example, you may want to stocktake the most valuable items stored at a specific location every other day.| |**Procedure**|Create a stocktaking type and specify that items should be selected for counting only if they have negative quantity at one or more locations.|Select the Random items (up to) selection method and then specify the number of items for counting.|Choose the Last stocktaking on or before selection method, and in the field that appears to the right of the option, specify the number of days.|To stocktake only particular items that you specify, select the List of items selection method and add items to the list.|

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Windows

 About stocktaking /visma-net-erp/help/inventory/manage-stocktaking-counts/about-stocktaking page The stocktaking process in a particular warehouse includes the following stages: 2026-02-19T17:09:06+01:00 # About stocktaking The stocktaking process in a particular warehouse includes the following stages: 1. Prepare stocktaking 1. Taking stock 1. Data entry 1. Adjustment generation These stages are discussed in detail in the following sections. ## Prepare stocktaking The preparation process is described in the table below.
Stage Description
1

The user:

Note: It is only possible to select a particular warehouse and locations if a warehouse is not defined by the type.

Stocktaking types are created in the Stocktaking types (IN208900) window.

  • Clicks the Generate stocktaking action in the window toolbar. Result: The list of items to be counted is shown in the Detailsarea, and the stocktaking review document will be generated.

  • Uses the Stocktaking sheets (IN620500) to print item lists for distribution to all employees involved in taking stock.
### The Stocktaking review document The document ID is auto-generated in accordance with the numbering sequence assigned to stocktakings in the[Inventory preferences (IN101000)](/visma-net-erp/help/inventory/inventory-windows/inventory-preferences-in101000/) window. Starting at the moment when the document has been generated, no operations involving items included in the list are allowed, meaning that this inventory is in a "frozen" state. The Stocktaking review document contains the list of items for stocktaking, arranged to your specifications on the **Assignment order** tab of the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. ### Document lines The line number is assigned to one or more items that + have the same item ID, + are located in the same storage location, and + if applicable, have a specific lot or serial number. For each stock item included in the stocktaking, the document may have one or more lines, depending on how many locations are used to store the item and whether the item has subitems or lot or serial numbers. For items with serial numbers assigned, a separate line is generated for each serial number. ### Count sheets for counting items Use the [Stocktaking sheets (IN620500)](/visma-net-erp/help/inventory/inventory-reports/stocktaking-sheets-in620500/) to print item lists for distribution to all employees involved in taking stock. You can use these stocktaking sheets for recording the results of actual stocktaking and, when signed, for entering the stocktaking results. ### Using tags in stocktaking Tags may or may not be used in the stocktaking process, depending on the **Use tags** check box on the Inventory preferences window. A stocktaking with tags is more complicated than a stocktaking without them; during a tag stocktaking, every item in a warehouse is counted by its location. The tag stocktaking is appropriate for a full-scale, end-of-year stocktaking. When you use tags for the first time, specify an appropriate **Last tag number** on the Inventory preferences window. This value incremented by 1 will be used as the first tag number. > [!NOTE] > We recommend that you use 1000 as the start number for the first stocktaking. If the **Use tags** option is selected, the stocktaking document includes tag numbers for each line generated. To print tags for the stocktaking in progress, use the Stocktaking sheets report and distribute tags among employees in accordance with their lists. ## Taking stock Employees involved in the stocktaking use the stocktaking sheets. No movement of goods is allowed at the time of stocktaking, and no stock transactions are released. If you are using tags, they are used for recording the stocktaking results for the line items they specify. When the stocktaking is complete, tags are used for data entry. Match all tags against the document to ensure that all tags are returned and no data is skipped. ## Data entry The Data entry process is described in the table below.
Stage Description
1

A manager responsible for stocktaking can:

  • oversee the data entry process by using theStocktaking count (IN305010) window. Note: Each line of the document has its own status, and as stocktaking data is entered, the status of the line changes from Not entered to Entered.
2

An employee:

  • enters a number in a cell in this window.
Result
the number is committed to the database and the data can be visible to other users who are using the window and to the manager.
3

The manager:

  • reviews the stocktaking data in the Stocktaking review (IN305000) window.

  • can cancel the stocktaking, or

  • complete the stocktaking when all the lines of the document have the Entered status.

  • can set the stocktaking values to zero or change the line status from Not entered to Skipped, if there is no valid data for some of the lines.
4

The system:

  • verifies the data.
5

The manager:

  • can indicate to the system that the stocktaking is completed by clicking Finish stocktaking in the window toolbar.

Result: Completing the stocktaking will unfreeze the stock items involved if the Freeze the inventory when the stocktaking is in data entry state check box is not selected for the specific warehouse in the Warehouses (IN204000) window.

If the option is selected, stock will be frozen until data entry is completed.
## Adjustment generation Once the manager overseeing the stocktaking completes it, the system changes the Stocktaking review document's status to **Completed** and generates an inventory adjustment or receipt to correct the book quantities. The reference numbers of these documents are displayed on the **Adjustment info** tab, and the status of the documents is **Balanced**. A receipt is generated for items with no records of item-associated transactions. These items are considered newly received, and a receipt is generated. An adjustment is generated for all other items with a non-zero quantity variance. The system uses the current costs of the items for calculation of the cost variance.

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Concepts

Windows

 About setting up cycle stocktaking /visma-net-erp/help/inventory/manage-stocktaking-counts/about-setting-up-cycle-stocktaking page Any resale business must periodically perform a full stocktaking. 2026-02-19T17:09:06+01:00 # About setting up cycle stocktaking Any resale business must periodically perform a full stocktaking. To minimise the planned closings of the business that are required for full stocktaking, you can use a combination of full stocktaking and cycle stocktaking. For cycle stocktaking, all items are assigned to specific cycles and separate stocktakings are performed for each cycle’s items at the appropriate frequency. Because they can be conducted more quickly, cycle stocktakings are less disruptive to daily operations; they can also be tailored to specific business types. For more information, see: [Overview of stocktaking options](/visma-net-erp/help/inventory/manage-stocktaking-counts/about-overview-of-stocktaking-options/). We recommend that you set up stocktaking by cycles during the initial configuration of the Inventory workspace. However, you can configure cycle stocktaking later as well. ## General stages The configuration of cycle stocktaking includes the following stages: 1. Creating stocktaking cycles. 1. Assigning stock items to appropriate cycles. 1. Creating stocktaking types. 1. Performing the stocktaking. These stages are discussed in the following sections. ## Creating stocktaking cycles You create stocktaking cycles by using the [Stocktaking cycles (IN208700)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-cycles-in208700/) window. You should decide how often you want to perform full stocktakes and which items you want to stocktake more frequently (and how often). For the full stocktake and for each cycle, you specify how many times in a year the items should be counted, that is the stocktaking-per-year value. We recommend that you select the stocktaking-per-year values (frequencies) for cycles as factors of the largest stocktaking-per-year value. Thus, items of all cycles will be counted during the full stocktaking, which is performed least frequently, and some of the other stocktakings will include items of more than one cycle. ## Assigning stock items to appropriate cycles If you configure cycle stocktaking during the implementation stage, you can assign stock items to stocktaking cycles when you import the stock items from your legacy system. Otherwise, you assign each item to an appropriate cycle manually. ## Creating stocktaking types You will need a type for a full stocktaking (see [Create a stocktaking type for full count](/visma-net-erp/help/inventory/manage-stocktaking-counts/create-a-stocktaking-type-for-full-count/) ) and one type for stocktaking by frequency. Optionally, you can create a stocktaking type for each cycle. You should plan the convention for the identifiers of stocktaking types and decide how to organise data on stocktaking sheets for each type of stocktaking. ## Performing the stocktaking Perform the stocktaking in the following order: 1. Conducting an initial full stocktaking by using the **Full** stocktaking type. 1. Conducting other stocktakings with the frequency determined by the largest (among all cycles) number of stocktakings per year and by using the stocktaking type that selects items by their stocktaking frequency. For each stocktaking, only items that are due for stocktaking by their cycle frequency will be included. Some stocktakings will include only the items with the largest frequency, while other stocktakings will be joint stocktakings for items from two or more cycles. > [!NOTE] > If some warehouses have items of only specific cycles, you can perform stocktakings by cycles in those warehouses. About setting up stocktaking by ABC codes /visma-net-erp/help/inventory/manage-stocktaking-counts/about-setting-up-stocktaking-by-abc-codes page If your company uses ABC codes to identify items that are critical to your business, you can set up stocktaking by the ABC codes assigned to stock items. 2026-02-19T17:09:06+01:00 # About setting up stocktaking by ABC codes If your company uses ABC codes to identify items that are critical to your business, you can set up stocktaking by the ABC codes assigned to stock items. If your company uses ABC codes to identify items that are critical to your business, you can set up stocktaking by the ABC codes assigned to stock items. Counting by ABC codes usually works best for maintaining accurate stocktaking because in most businesses, a small number of items accounts for the largest value of stock, and this method lets you stocktaking the high-value items most frequently. For more information on using ABC codes in Visma Net, see: [About inventory ranking methods](/visma-net-erp/help/inventory/manage-costs/about-inventory-ranking-methods/). If you plan to use counting by ABC codes, we recommend that you set up stocktaking by ABC codes during the initial configuration of the Inventory workspace. However, you can configure ABC counting later as well. ## General stages The configuration of stocktaking by ABC codes includes the following stages: 1. Specify frequencies for the ABC codes defined in your system. 1. Assign stock items to appropriate ABC codes. 1. Create stocktaking types. 1. Organising counting by ABC codes. These stages are discussed in the following sections. ## Specify frequencies for the ABC codes defined in your system When planning stocktaking frequencies, make sure that the stocktaking-per-year values for different codes are factors of the largest stocktaking-per-year value. ## Assign stock items to appropriate ABC codes If you configure counting by ABC codes during the implementation stage, you can assign initial ABC codes to items when you import the stock items from your legacy system. Otherwise, you assign the codes to items manually. Later, as the statistical data on sales is collected, you can update ABC codes for items automatically. ## Create stocktaking types You will need a type for a full stocktaking (see: [Create a stocktaking type for full count](/visma-net-erp/help/inventory/manage-stocktaking-counts/create-a-stocktaking-type-for-full-count/) ) and a type for counting by frequency. Then, when you are preparing the stocktaking document, the system will include only items that are due for counting by their code frequency. Also, you can create stocktaking count types for particular codes. You should plan the convention for the identifiers of stocktaking count types and decide how to organize data on stocktaking sheets for each type of stocktaking. ## Organising counting by ABC codes Organising counting by ABC codes in the following way: 1. Performing an initial full stocktaking. 1. Conducting stocktakings based on ABC codes that have the **By frequency** option selected. 1. Optionally, conducting stocktakings by particular ABC codes. Set up cycle stocktaking /visma-net-erp/help/inventory/manage-stocktaking-counts/set-up-cycle-stocktaking section Instead of conducting a full stocktaking, organisations may use cycle counting. 2026-02-19T17:09:06+01:00 # Set up cycle stocktaking Instead of conducting a full stocktaking, organisations may use cycle counting. In this approach, all items are assigned to specific cycles, and separate stocktaking counts are carried out for the items within each cycle at a suitable frequency. Cycle counts offer a quicker alternative that is less disruptive to daily operations. Additionally, they can be customised to suit various business types. The following sections describe how to set up cycle stocktaking. ## Create a stocktaking cycle For the cycles that you planned, perform the following steps: 1. Go to the [Stocktaking cycles (IN208700)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-cycles-in208700/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Cycle ID** column, type the unique identifier for the new cycle. 1. In the **Description** column, type a brief description. 1. In the **Stocktaking per year** column, enter the integer indicating how many times in a year the items of the cycle should be counted. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Assign a stock item to a stocktaking cycle 1. Go to the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window. 1. For each stock item to be assigned to a specific cycle, do the following: 1. Select the stock item by its item ID. 1. On the **General information** tab, in the **Stocktaking cycle** field, select the appropriate stocktaking cycle. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Create a stocktaking type for a stocktaking cycle For each cycle, create a stocktaking type as follows: 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type ID** field, type the unique identifier for the new stocktaking type. 1. In the **Description** field, type a brief description. 1. In the **Generation method** field, select **By cycle**. The **Stocktaking cycle selection** tab is displayed. 1. On the **Stocktaking cycle selection** tab, select an appropriate stocktaking cycle. 1. On the **Assignment order** tab, specify the assignment order to be used on the stocktaking sheets by selecting one of the following options in each of the fields: **By location**, **By item ID**, **By item description**, or **By lot/serial number**. (Some of the options appear only if the appropriate functionalities are enabled in your system.) 1. Optional: Specify how many blank lines to add to the stocktaking sheets. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Create a stocktaking type for stocktaking by frequency For stocktaking to be performed for multiple cycles at once, create a stocktaking type as follows: 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type ID** field, type the unique identifier for the new stocktaking type. 1. In the **Description** field, type a brief description. 1. In the **Generation method** field, select **By cycle**. The **Stocktaking cycle selection** tab is displayed. 1. On the **Stocktaking cycle selection** tab, make sure the **By frequency** check box is selected. 1. On the **Assignment order** tab, specify the assignment order to be used on the stocktaking sheets by selecting one of the following options in each of the fields: **By location**, **By item ID**, **By item description**, or **By lot/serial number**. (Some of the options appear only if the appropriate functionalities are enabled in your system.) 1. Optional: Specify how many blank lines to add to the stocktaking sheets. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Set up stocktaking by ABC codes /visma-net-erp/help/inventory/manage-stocktaking-counts/set-up-stocktaking-by-abc-codes section Using ABC codes for counting is typically the most effective approach for ensuring accurate stocktaking counts. 2026-02-19T17:09:06+01:00 # Set up stocktaking by ABC codes Using ABC codes for counting is typically the most effective approach for ensuring accurate stocktaking counts. This is because, in many businesses, a limited number of items usually contribute significantly to the overall stock value. This method allows for more frequent stocktaking of high-value items. The following sections describe the stages of setting up stocktaking by ABC codes. ## Specify a stocktaking frequency for an ABC code 1. Go to the [ABC codes (IN208500)](/visma-net-erp/help/inventory/inventory-windows/abc-codes-in208500/) window. 1. For each ABC code available in the system, in the **Counts per year** column, type the appropriate integer. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Assign an ABC code to a stock item 1. Go to the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window. 1. For each stock item, do the following: 1. Select the stock item by its item ID. 1. In the **ABC code** field on the **General information** tab, select the appropriate code. 1. Select the **Fixed ABC code** check box if the item should be permanently assigned to the same code. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Create a stocktaking type for an ABC code For each ABC code, create a stocktaking type as follows: 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. In the **Type ID** field, type the unique identifier for the new stocktaking type. 1. In the **Description** field, type a brief description. 1. In the **Generation method** field, select **By ABC code**. The **ABC code selection** tab is displayed. 1. On the **ABC code selection** tab, select an appropriate ABC code in the **ABC code** field. 1. On the **Assignment order** tab, specify the assignment order to be used on the stocktaking sheets by selecting one of the following options in each of the boxes: **By location**, **By item ID**, **By item description**, or **By lot/serial number**. (Some of the options appear only if the appropriate functionalities are enabled in your system.) 1. Optional: Specify how many blank lines to add to the stocktaking sheets. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). ## Create the stocktaking type for stocktaking by frequency For stocktaking to be performed for multiple cycles at once, create a PI type as follows: 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. In the **Type ID** field, type the unique identifier for the new stocktaking type. 1. In the **Description** field, type a brief description. 1. In the **Generation method** field, select **By ABC code**. The **ABC code selection** tab is displayed. 1. On the **ABC code selection** tab, make sure the **By frequency** check box is selected. 1. On the **Assignment order** tab, specify the assignment order to be used on the stocktaking sheets by selecting one of the following options in each of the boxes: **By location**, **By item ID**, **By item description**, or **By lot/serial number**. (Some of the options appear only if the appropriate functionalities are enabled in your system.) 1. Optional: Specify how many blank lines to add to the stocktaking sheets. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Concepts

Tasks

Windows

 Create a stocktaking type /visma-net-erp/help/inventory/manage-stocktaking-counts/create-a-stocktaking-type section 2026-02-19T17:09:06+01:00 # Create a stocktaking type 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type ID** field, enter a new stocktaking type. 1. Enter a **Description**. 1. In the **Generation method** field, select the method you will use to create stocktaking sheets for this stocktaking type. 1. On the **Warehouse/location selection** tab you find the **Warehouse** field. Select the warehouse where stocktaking of this type will take place. If you leave the field empty, this type will apply at all warehouses. > [!NOTE] > The **Warehouse/location selection** tab will only be displayed if the **Multiple warehouses** functionality is enabled in the Enable/disable functionalities window. 1. On the **Assignment order** tab you can select the order in which tag and line numbers are assigned to stocktaking counts of this type. > [!NOTE] > In the **Blank lines to add** field, you can define the number of blank lines that will be added at the end of the stocktaking sheets. You can use them if you find and count unregistered items. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Create a stocktaking type for full count /visma-net-erp/help/inventory/manage-stocktaking-counts/create-a-stocktaking-type-for-full-count section With Visma Net, you can organise stocktaking counts by cycles, ABC codes, movement classes, item classes, or stock items; you can even perform counts for randomly selected items. 2026-02-19T17:09:06+01:00 # Create a stocktaking type for full count With Visma Net, you can organise stocktaking counts by cycles, ABC codes, movement classes, item classes, or stock items; you can even perform counts for randomly selected items. Nevertheless, you should occasionally undertake full stock counts to maintain correct book quantities. 1. Go to the [Stocktaking types (IN208900)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-types-in208900/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Type ID** field, type a unique identifier for a new stocktaking type. 1. In the **Description** field, type a brief description indicating that this is the full count. 1. In the **Generation method** field, select **Full stocktaking**. 1. Optional: On the **Warehouse/location selection** tab, specify the warehouse where the full count should be performed. Do this only if full counts will be performed only in this warehouse. 1. On the **Assignment order** tab, specify the assignment order to be used on the count sheets by selecting one of the following options in each of the fields: **By location**, **By item ID**, **By item description**, or **By lot/serial number**. (Some of the options appear only if the appropriate functionalities are enabled in your system.) 1. Optional: Specify how many blank lines to add to the count sheets. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Perform a stocktaking count /visma-net-erp/help/inventory/manage-stocktaking-counts/perform-a-stocktaking-count section You can enter the count data into the system by using the Stocktaking count window. 2026-02-19T17:09:06+01:00 # Perform a stocktaking count You can enter the count data into the system by using the Stocktaking count window. Other employees who are participating in the count simultaneously, can enter their count data using the same window from their computers. Once you have entered any count data in this window, the service commits the data to the database. This makes the data immediately visible to all users who may simultaneously be using this window for data entry. ## How to enter count data 1. Go to the [Stocktaking count (IN305010)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-count-in305010/) window. 1. In the **Ref. no.** field, select the count you are participating in. 1. Select the warehouse where you participated in the count. 1. For each item on your count sheet, find the table row with the item. 1. When you have finished, click ![icon-save](/media/visma-net-erp/icon-save.png). ## How to enter count data for a new item 1. Go to the [Stocktaking count (IN305010)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-count-in305010/) window. 1. Click **Add** in the table toolbar. The **Add line** dialog box opens. 1. Select the item ID for the new item. 1. Specify the location of the new item. 1. In the **Qty.** field, enter the item quantity measured in the unit of measure shown. 1. If the item requires a lot or serial number, enter this number in the **Lot/Serial no** field. 1. If the item has a lot number, specify the expiration date. 1. To add only this record, click **Add and close**, which closes the dialog box. To add more than one record without closing the dialog box click **Add**. 1. When you are finished, click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Import count data from Excel /visma-net-erp/help/inventory/manage-stocktaking-counts/import-count-data-from-excel section In the Stocktaking review window, you can import count data from Excel spreadsheets (.xlsx files). 2026-02-19T17:09:06+01:00 # Import count data from Excel In the Stocktaking review window, you can import count data from Excel spreadsheets (.xlsx files). ## Preparation Review the Excel spreadsheets with the count results and correct any errors in the counted quantities. ## The import count data process 1. Go to the [Stocktaking review (IN305000)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-review-in305000/) window. 1. In the **Ref. no.** field, select the count you are participating in. It has the status **Counting in progress**. 1. On the **Stocktaking details** tab, click ![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png). 1. In the **File upload** dialog box, click **Select file**. Browse to the file with your count results and select it. 1. Click **Upload**. The **Common settings** dialog box is displayed. 1. In the **Culture** drop-down list, select the language of the file. 1. In the **Mode** drop-down list, select **Update existing**. 1. Click **OK**. The **Columns** dialog box is displayed. 1. Map each column from the file to a column in the window, as follows: + In the **Column name** column, select a column in the uploaded file. + In the **Property name** column, select a column to update from the columns available. 1. Click **OK**. 1. Review the values in the **Physical quantity** and **Variance quantity** columns. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). > [!NOTE] > The data import can take some time. A spinning wheel icon in the toolbar shows that the import is in progress. When this changes to a green check mark icon, the import is completed successfully.

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Windows

 View and correct imported count data /visma-net-erp/help/inventory/manage-stocktaking-counts/view-and-correct-imported-count-data section 2026-02-19T17:09:06+01:00 # View and correct imported count data If you see a ![icon-error](/media/visma-net-erp/icon-error.png) in the toolbar instead of the expected ![icon-confirmation](/media/visma-net-erp/icon-confirmation.png), the import process has failed. Do the following to review and correct the errors: 1. In the top right corner of the window, click **Help** and select **Trace**. 1. You can see that the errors are highlighted in the log. 1. Go to the original Excel spreadsheet and correct the errors. 1. Save the original spreadsheet. 1. Repeat the steps in the [Import count data from Excel](/visma-net-erp/help/inventory/manage-stocktaking-counts/import-count-data-from-excel/) process.

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Windows

 Complete a stocktaking count /visma-net-erp/help/inventory/manage-stocktaking-counts/complete-a-stocktaking-count section Once the count has been completed by all involved employees and all the available data have been entered, you can complete the stocktaking and generate all the required adjustments by using the Stocktaking review window. 2026-02-19T17:09:06+01:00 # Complete a stocktaking count Once the count has been completed by all involved employees and all the available data have been entered, you can complete the stocktaking and generate all the required adjustments by using the Stocktaking review window. You can also cancel the stocktaking count. 1. Go to the [Stocktaking review (IN305000)](/visma-net-erp/help/inventory/inventory-windows/stocktaking-review-in305000/) window. In the **Ref. no.** field, select the stocktaking count to be completed. 1. Select the warehouse where the count has taken place. 1. On the **Stocktaking details** tab, review the list of items that were counted and their variance quantities. Notice the past expiration dates of the items. 1. Make sure that all counted items have the status **Entered** and have their quantities specified in the **Physical quantity** column. 1. Click **Finish counting**. The system calculates the totals, including the variance total quantity and amount. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). > [!NOTE] > You cannot complete the stocktaking count if the table contains lines for which the status is set to **Not entered**. You must first set the physical quantity of these lines to zero by clicking **Set not entered to zero**, or exclude them from the stocktaking count by clicking **Set not entered to skipped**.

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Windows