Complete a Stocktake with Stock Reconciliation

Use this guide when you have counted physical stock and need NexWave to correct the quantity in a warehouse. You can count ordinary warehouse stock or count stock in each Warehouse Bin.

The main rule is important: Quantity is the final counted quantity that must remain after the stocktake. It is not the increase or decrease amount.

Before you start

Check that:

Receiving, picking, packing, and despatch activity is stopped during the count.
You know the stocktake cut-off date and time.
Your count file includes Item Code, Warehouse, and Quantity.
For a bin count, your file also includes Warehouse Bin.
For a bin count, Use Bins is selected on the Item and Enable Bin Management is selected on the Warehouse. The counted bins must be enabled Storage or Picking bins.
The count includes the required batch numbers or serial numbers.
Any new or zero-current-stock Item has a suitable Valuation Rate agreed with your finance team.
You have permission to create and submit Stock Reconciliation records.

Do not use Stock Reconciliation to move stock between warehouses. Use Material Transfer.

Do not use Stock Reconciliation to move stock between bins when the total warehouse quantity is correct. Use Bin Transfer or the applicable Putaway action. Do not use Stock Reconciliation to correct a missing receipt, delivery, or invoice. Enter the missing source document so the audit trail stays correct.

Prepare the count file

Prepare the file at the same level as the physical count.

Column	What to enter
Item Code	The exact Item code in NexWave.
Warehouse	The Warehouse where the Item was counted.
Warehouse Bin	The enabled Storage or Picking bin where the Item was counted. Use this column only for bin-managed stock.
Batch No or serial details	The physical batch or serial identity, when applicable.
Quantity	The final counted quantity at the selected warehouse or bin.
Valuation Rate	The stock value per unit. Usually keep the current rate unless finance tells you to change it.

For ordinary warehouse stock, prepare one row for each Item and Warehouse.

For bin-managed stock, prepare one row for each Item, Warehouse, and Warehouse Bin. If the Item is batch-controlled, prepare one row for each batch in each Warehouse Bin. Do not mix warehouse-only rows and bin rows for the same Item and Warehouse.

Use Stock Balance to prepare and check warehouse totals. Use Bin Stock Balance or Bin Management to prepare and check bin quantities.

Create the Stock Reconciliation

Search for Stock Reconciliation.
Select Add Stock Reconciliation.
Set Company.
Set Purpose to Stock Reconciliation.
Select Edit Posting Date and Time.
Set Posting Date and Posting Time to the stocktake cut-off.
If all rows use one Warehouse, set Default Warehouse.
Add rows in Items, or use the grid Upload option for a prepared file.

Draft Stock Reconciliation with counted quantities

For each ordinary warehouse row, enter:

Item Code.
Warehouse, if it did not come from Default Warehouse.
Quantity, using the final counted quantity.
Valuation Rate, if the current rate is not suitable.

Count stock by Warehouse Bin

Use a bin row only when bin tracking is enabled for the Item and Warehouse.

In Items, open the row editor.
Set Item Code and Warehouse.
Expand Inventory Dimension.
Select Warehouse Bin. NexWave offers enabled Storage and Picking bins from the selected Warehouse.
Wait for Current Qty and Current Valuation Rate to load for the selected bin.
Enter the final counted Quantity for that bin. Enter 0 when the bin is physically empty.
Confirm Quantity Difference and Amount Difference.
Add a separate row for each counted bin.

Stock Reconciliation row with a Warehouse Bin and current balance

A location-only correction has no change to the total warehouse quantity. Stock Reconciliation rejects this type of correction. Use Bin Transfer or Putaway so NexWave records the physical bin movement.

Enter batch and serial-controlled stock

For an ordinary warehouse row, review the batch or serial details for the whole Warehouse before submission. The detail quantity must equal the row Quantity.

For a bin-managed, batch-controlled Item:

Use one row for each Batch No and Warehouse Bin.
Enter the batch detail with Add Serial / Batch No, or use the direct Batch No field when Use Serial No / Batch Fields is enabled.
Make the total batch quantity equal the row Quantity.

One counted bin row cannot contain more than one batch. Add another row for the next batch.

For a bin-managed, serial-controlled Item:

Use one row for each Warehouse Bin.
Enter the complete set of serial numbers that you counted in that bin.
Make the number of serials equal the row Quantity.

Do not select Reconcile All Serial Nos / Batches for a bin count. An Item that uses serial and batch control together is not supported for a bin count. Ask your NexWave administrator for an approved alternative.

Fetch current warehouse stock

Use this option when you want NexWave to add the current warehouse rows:

Select Fetch Items from Warehouse.
Select Warehouse.
Optionally select Item Code if you only need one Item.
Select Ignore Empty Stock if you only need Items with a current quantity.
Select Update.

Fetch Items from Warehouse dialog

Fetch Items from Warehouse prepares warehouse-level rows. It does not divide an Item into Warehouse Bin rows. For bin-managed stock, use your bin count file or Bin Stock Balance to add one row for each bin.

After NexWave adds the rows, change Quantity to the physical count. Keep rows with no change only when you need them for review. NexWave removes unchanged rows during validation, so the submitted document records actual quantity or value differences.

Review before submission

Before you select Submit, check each draft row.

Area	What to check
Posting Date and Posting Time	The values agree with the stocktake cut-off.
Difference Account	This is the correct account for the stock adjustment.
Difference Amount	This document total agrees with the expected accounting effect.
Warehouse	The row points to the counted Warehouse.
Warehouse Bin	The row points to the counted bin, when bin tracking applies.
Quantity	This is the final counted quantity, not the difference.
Current Qty	This agrees with the NexWave quantity at the cut-off.
Quantity Difference	This agrees with the required stock adjustment.
Valuation Rate	Check new, zero-current-stock, or unusual-value rows.
Amount Difference	This agrees with the expected accounting effect.
Batch or serial detail	The identity and detail quantity agree with the physical count and the row Quantity.

If a row Amount Difference or the document Difference Amount is unexpectedly large, stop and review the rows. Common causes are an incorrect final quantity, an incorrect Warehouse or Warehouse Bin, or an incorrect valuation rate.

Save, submit, and check the result

Select Save.
Review the current quantities and differences again.
Select Submit.
Open Stock Balance for the same Company, Warehouse, and Item range. Confirm the warehouse quantities now agree with the count.
For bin-managed stock, also open Bin Stock Balance. Confirm each bin quantity agrees with the count.
Attach the count sheet to the Stock Reconciliation record, or keep it in your approved finance file location.

If stock changes after you save the draft, NexWave can reject the old values. Reload the document and review the current quantities before you submit it. An open Pick List allocation or reserved stock can also block a bin count. Complete or release the allocation or reservation, then try again.

Troubleshooting

Problem	What to check
Quantity changes back to the current amount	After you select Warehouse Bin, wait for Current Qty to load. Then enter the final count. For an empty bin, enter `0` after the balance loads.
The adjustment is twice the expected amount	Confirm that Quantity is the final count, not the movement amount.
A Warehouse Bin is not available	Confirm that bin tracking is enabled for the Item and Warehouse. The bin must belong to the Warehouse and must be an enabled Storage or Picking bin.
A location-only correction is rejected	Use Bin Transfer or the applicable Putaway action. These workflows change the bin without changing the warehouse total.
The batch or bundle quantity does not agree	Edit the batch detail. The detail total must equal the row Quantity, and a bin row can contain only one batch.
A serial number is rejected	Confirm that the serial number belongs to the Item and selected Warehouse Bin, and enter it only once.
The draft is out of date	Reload the document. Another stock transaction changed the balance after the draft was saved.
An open allocation blocks the count	Complete or release the applicable Pick List allocation before you submit the count.
Reserved stock blocks the count	Complete or release the applicable stock reservation before you submit the count.
A backdated count or cancellation is blocked	Check for later stock activity. Reverse later movements in the correct sequence before you cancel or correct the count.
The Item uses serial and batch control together	This configuration is not supported for a bin count. Ask your NexWave administrator for an approved alternative.
Another Inventory Dimension is required	A bin count cannot also use another active Inventory Dimension. Ask your NexWave administrator for an approved alternative.