KIGO.CLOUD

Stocktaking – managing inventory counts

Stocktaking (inventory count) is the process of determining the actual stock level in the warehouse and comparing it with the level recorded in the Kigo system. The goal of stocktaking is to identify differences (surplus or shortage) and record them correctly.

Stocktaking is carried out via the menu: Warehouse → Stocktaking → Stocktaking Lists.

Stocktaking list overview

On the Stocktaking Lists page you see a table of all stocktaking documents with the following columns:

  • # – document number, automatically assigned.
  • Date – stocktaking creation date. You can filter by date range using the date range picker.
  • Description – brief stocktaking description (e.g. "Stock as of 15 March 2026").
  • Status – can be Open or Closed. Filtering by status is available.

Table actions:

  • View – opens stocktaking details.
  • Delete – deletes a closed stocktaking (visible only for closed entries).

Tab navigation: Home | Stocktaking Lists | New Stocktaking List.

Creating a new stocktaking

Click the New Stocktaking List tab to create one. The page displays:

  • Document number – automatically generated, cannot be changed manually.
  • Date – stocktaking date, can be changed.
  • Description – free text for stocktaking description (e.g. "Annual stocktaking 2026").
  • Warehouse – select the warehouse where stocktaking is being carried out.
Filtering stock status

Before creating the stocktaking you can review the stock status with various filters:

  • Date – shows stock as of a specific date (use the date picker).
  • Category – filter by item category (drop-down "All categories").
  • Exclude zero stock – hide items with zero stock (drop-down).
  • Reference – filter by item reference (text field).
  • Sort order – sort by reference (A-Z or Z-A) or name (A-Z or Z-A).

Click Show to apply the filters. The stock status table displays: row number, reference, barcode, name, category, RP (retail price), RPA (retail price amount) and current stock with unit of measure.

Click Save to create the stocktaking list. All items from the displayed stock status are automatically transferred to the stocktaking list.

Working with an open stocktaking – counting

After creation the stocktaking has the status Open. The detail page shows a table with the following columns:

  • Reference – item reference number.
  • Barcode – item barcode.
  • Name – item name (clicking opens item editing).
  • Category – item group/category.
  • Stock – current stock in the system (quantity recorded in Kigo).
  • Count – counted stock that you enter after physical counting. Click the field or the pencil icon to enter a new quantity. Press Enter or click the check icon to save.

Rows are visually colour-coded:

  • Red – the item has zero stock (current or counted).
  • Yellow – there is a difference between the current stock and the counted stock.
Searching for items

Use the search field at the top to quickly find items by name, reference or barcode. On mobile devices the Scan button is also available for barcode scanning.

Action buttons on an open stocktaking

While the stocktaking is open the following buttons are available:

  • Set all to 0 – sets the counted stock of all items to 0. Useful if you want to start from zero and enter only what you physically count. A confirmation dialog is shown before execution.
  • Reset Count – restores all counted quantities to original values (stock from the system). Useful if you want to undo all manual changes and start over. A confirmation dialog is shown before execution.
  • Add all items not on the list – adds to the stocktaking list all active items not currently on the list, with stock set to 0. Useful if you have new items that were not in the warehouse when the stocktaking was created.

Closing the stocktaking

When you have finished counting and entered all counted quantities, close the stocktaking:

  • At the bottom of the page click the Close button (green button, right side).
  • The stocktaking status changes from Open to Closed.
  • After closing you can no longer change counted quantities.

Additional buttons available on open and closed stocktakings:

  • Print A4 – prints the stocktaking list in A4 format (desktop only).
  • Save as Excel – exports the stocktaking list to an Excel file.

Processing differences – surplus and shortage

After closing the stocktaking, three buttons for processing differences appear at the bottom of the page:

  • Create inventory receipt – creates a goods receipt from differences. Only items where there is a difference between system stock and counted stock are transferred.
  • Create shortage – creates an inventory shortage document (type IM). Used for items of which there are fewer than the system shows. The shortage reduces warehouse stock.
  • Create surplus – creates an inventory surplus document (type IV). Used for items of which there are more than the system shows. The surplus increases warehouse stock.

Example: if the system shows 8 pcs and you counted 10 pcs, the difference of 2 pcs will be transferred to the inventory receipt (surplus). If you counted 6 pcs, the difference of 2 pcs goes to the inventory shortage.

Reopening and deleting

Additional buttons are available on a closed stocktaking:

  • Reopen – reopens a closed stocktaking for modifications. You can continue counting or correct errors.
  • Delete – permanently deletes the stocktaking. Available only for the last stocktaking (highest document number) and only on desktop.

Useful notes

  • You can have multiple open stocktakings at the same time.
  • Each stocktaking is tied to a specific warehouse.
  • Counted stock is saved automatically (AJAX) as soon as you press Enter or click outside the field.
  • Use search for faster item lookup instead of scrolling through the list.
  • You must close the stocktaking before generating receipts for surplus/shortage.
  • Export the stocktaking to Excel for additional analysis or archiving.
  • In archive mode (viewing previous years) you cannot change counted quantities or close stocktakings.

Warehouse & Registers