# 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


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

 ![Draft Stock Reconciliation with counted quantities](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC85YTZiNTkzZi1mZjhkLTQ2ZTctYjVjNC01YTk4YzJhMmEzYTMvMDEtc3RvY2stcmVjb25jaWxpYXRpb24tZHJhZnQucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.eZuLW_GngRXrybUUFlkfORdq_lMLxH7ahKKm3NiV52o)

For each ordinary warehouse row, enter:


1. **Item Code**.
2. **Warehouse**, if it did not come from **Default Warehouse**.
3. **Quantity**, using the final counted quantity.
4. **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.


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

 ![Stock Reconciliation row with a Warehouse Bin and current balance](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8yMzVhYTllYi0wMWUzLTRhZjMtYmNhZi01MWNmOGJmY2IxYTEvMDMtd2FyZWhvdXNlLWJpbi1jb3VudC1yb3cucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.P-1HlY_IksPWz-FkoRsQKAlDNY8HK6_aBW9U28Va3-w)

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:


1. Use one row for each **Batch No** and **Warehouse Bin**.
2. Enter the batch detail with **Add Serial / Batch No**, or use the direct **Batch No** field when **Use Serial No / Batch Fields** is enabled.
3. 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:


1. Use one row for each **Warehouse Bin**.
2. Enter the complete set of serial numbers that you counted in that bin.
3. 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:


1. Select **Fetch Items from Warehouse**.
2. Select **Warehouse**.
3. Optionally select **Item Code** if you only need one Item.
4. Select **Ignore Empty Stock** if you only need Items with a current quantity.
5. Select **Update**.

 ![Fetch Items from Warehouse dialog](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC80YWZiNDdiOS04MjAzLTQ5YzEtYThlNC0yYzlkNmFmNTRkYjIvMDItZmV0Y2gtaXRlbXMtZGlhbG9nLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIxODAwLCJleHAiOjE3OTI3MDgyMDB9.09Nc4lrpk8G8Wu25uiQFYlA4Vw6AbV_0N2ehEmKwusk)

**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


1. Select **Save**.
2. Review the current quantities and differences again.
3. Select **Submit**.
4. Open **Stock Balance** for the same Company, Warehouse, and Item range. Confirm the warehouse quantities now agree with the count.
5. For bin-managed stock, also open **Bin Stock Balance**. Confirm each bin quantity agrees with the count.
6. 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. |

## Related documentation

* [Stock](/doc/42e81da0-a3bc-4f24-a596-63df62a260ae): stock module overview.
* [Stock Balance Report](/doc/12faf683-8554-4575-888e-f323c41f3131): check warehouse quantities before and after the count.
* [Bin Management](/doc/ca60123c-7366-4f25-affa-ffc02ebb0164): understand bin-managed stock and bin balances.
* [Move Stock Between Warehouse Bins](/doc/bee69c8c-4e1d-4738-aa85-9b1e0469509c): move stock between physical bins without changing the warehouse total.
* [Put Away Unallocated Bin Stock](/doc/d3c6f473-a9a0-440f-bc39-409fe58e1f73): assign unallocated stock to the correct bin.