Mwingi POS Back Office : Inventory – Inventory Counts

Inventory Counts

Overview

The Inventory Count feature in Mwingi POS Back Office allows users to reconcile system-expected stock levels with the actual physical inventory available at a specific store. This process ensures inventory accuracy, supports stock accountability, and provides a verifiable audit trail. The module is accessible through the Inventory menu.

Inventory Count Table View

A summary table displays all inventory count records within a selected time range. Each entry includes the following details:

  • Inventory Count Name – Unique identifier (e.g., ICxxx)
  • Store – The store where the count was performed
  • Status:
    • Draft – Count is in progress and not yet finalized
    • Completed – Count has been finalized
  • Created Date – Date the count was initiated
  • Completed Date – Date the count was finalized (if applicable)

Filter Options

To simplify record navigation, users can filter inventory counts using:

  • Date Range – Filter by creation or completion dates
  • Status – Draft or Completed
  • Store – Dropdown to select from available stores

Detailed Inventory Count View

By clicking or tapping on a specific inventory count from the table, users are taken to a detailed view containing:

  1. Inventory Count Number
  2. Status – Draft or Completed
  3. Store Name
  4. Inventory Count Date
  5. Date Created
  6. Notes
  7. Item List Table displaying:
    • Item Name
    • Expected Stock – System-recorded stock quantity
    • Counted – Actual quantity physically counted (input field in draft)
    • Difference – Calculated variance between expected and counted
    • Remarks – Comments or explanation for variances
    • Cost Difference
    • Cost Per Piece

Action Buttons

  • Complete (Receive) – Finalizes the inventory count and locks further editing
  • Options Dropdown Menu:
    • If Draft:
      • Save as PDF
      • Edit Inventory Count
      • Delete – Permanently removes the count
    • If Completed:
      • Save as PDF only

Creating a New Inventory Count

To initiate a new inventory count:

  1. Click or tap the floating “+” button at the bottom of the page.
  2. The Inventory Count Form will appear.

Form Requirements

  1. Select Store – Mandatory selection before proceeding
  2. Notes (Optional) – Optional remarks or context
  3. Items Table – Automatically populated with items from the selected store:
    • Item Name
    • Expected Stock
    • Counted – Input field for the actual quantity counted
    • Difference – Auto-calculated
    • Remarks – Input field for explanation
    • Cost Difference

Users may remove items from the list as needed.
The Create button is enabled once all required fields (including counted quantities) are completed.

Editing a Draft Inventory Count

Draft inventory counts can be modified before completion:

  1. Open the Options Menu for the selected draft record.
  2. Choose Edit Inventory Count.

In the editable form, users can:

  • Update notes
  • Modify counted values
  • Add or remove items
  • Update remarks

Click Save to apply changes and return to the main table view.