M-POS Stock Take - Stock Count Logic

Purpose

This explains how stock count entry should be handled based on when sales happen relative to the stocktake count, so the final stock on hand is accurate.

Prerequisites

• Frozen quantity has been captured 1 day before stocktake

• User knows whether sales happened:

  • before counting

  • after counting

  • or both

• Sales transactions continue to update in the system as usual

• Recommended: do not perform any stock transfers 2 days before and 2 days after the stocktake

Logic Overview

Frozen Quantity (1 day before stocktake)
Example: 10 pcs

Scenario 1: Count before sales

You perform the physical count before any sales happen.

Example

• Frozen quantity: 10

• Physical count: 10

• Sales later in the day: 2

Action
Enter the counted quantity as-is.
No adjustment is required.

Count entered into system
10

System calculation
10 - 2 (sales) = Final SOH: 8

⚡ Tip: Since the count was done before sales, the system will automatically deduct the later sales correctly.

Scenario 2: Count after sales

Sales already happened before you perform the physical count.

Example

• Frozen quantity: 10

• Sales before count: 2

• Physical count seen in store: 8

Action
Add back the sales that happened before the count.

Count entered into system
8 + 2 = 10

System calculation
10 - 2 (sales) = Final SOH: 8

⚡ Tip: The physical stock is lower because the sales already happened, so those sales must be added back when entering the stocktake quantity.

Scenario 3: Count between sales

Sales happened both before and after the physical count.

Example

• Frozen quantity: 10

• Sales before count: 2

• Physical count: 8

• Sales after count: 3

Action
Add back only the sales that happened before the count.
Do not add the sales that happened after the count.

Count entered into system
8 + 2 = 10

System calculation
10 - 5 (total sales) = Final SOH: 5

⚡ Tip: Only pre-count sales are added back because the count reflects stock at the moment of counting. Post-count sales should remain as normal deductions by the system.

Notes / Tips

• Always determine when the sales happened relative to the physical count.

• Rule of thumb: Add back only sales that happened before the count.

• Do not add back sales that happened after the count.

• This ensures the stocktake quantity represents the stock position at the actual counting time.

• Recommended: avoid any stock transfers 2 days before and 2 days after the stocktake to reduce movement discrepancies.