A count that cannot be quietly edited afterwards.
A count is a document, not a number somebody overwrites. It moves through its own states, it can freeze inventory while it runs, and approving the difference is a separate permission from counting it — so the person who counted cannot be the person who signs off their own variance.
- Counts are numbered documents with their own states
- Inventory freezable while a count is in progress
- Approving is a separate permission from counting
How a count runs
The point is that the difference survives the count, on the record.
Start a count, freeze the shelf.
Opening a count can lock inventory, so receipts, returns and movements are refused while it is running rather than racing the person holding the clipboard.
Count what is there, not what the system says.
Scanning drives the fast path and manual search covers anything without a barcode, so the count reflects the shelf rather than a figure on screen.
Approving is a separate permission.
Counting and approving are different rights, so nobody posts their own variance — the check is a second pair of eyes enforced by the system, not by trust.
The difference is posted, and stays on record.
Once approved, the variance is posted to stock as its own documented adjustment — visible afterwards rather than folded silently into a number.
Counting that survives being audited.
Each of these exists because an editable count is not really a count.
Count documents
A count is a numbered document with a state, not a field somebody overwrites.
Inventory freeze
An open count can lock stock so nothing moves while it is being counted.
Separate approval right
Approving is its own permission, so the counter cannot sign off their own variance.
Variance on record
Posted differences stay visible as reasoned adjustments rather than silent edits.
Scan or search
Scanning drives the fast path; manual selection covers unbarcoded items.
Count states
Counts move through their own states, so everyone can see where a count has got to.
A count people can edit is a figure, not a check.
Clipboard and a calculator
- Recounted when the list goes missing
- Differences typed straight over the original
- No way to tell who counted what
- Stock quietly corrected to match the shelf
Counting inside a POS
- Stock still moving while you count
- Same person counts and approves
- Variance folded into stock with no trail
- No document to show anybody afterwards
PawFora
- Counts are numbered documents with their own states
- Inventory freezable while the count runs
- Approving separated from counting by permission
- Variance posted and visible afterwards
Common questions about stock counts
Can we keep selling while a count is running?
Who approves a stock count?
What happens to the difference?
Do we need barcodes to count?
Stock Counts is one part of Retail.
Every capability shares the same catalogue, stock, suppliers and numbers.
Products & variants
Variants are the sellable unit, so price, barcode and stock never blur between sizes.
Read more →Inventory management
Stock held per variant, with every movement traceable to a document and low stock flagged from live counts.
Read more →POS & checkout
Services, retail, coupons and loyalty on one ticket — priced server-side, with stock checked before the sale completes.
Read more →Retail reporting
What sold, what is quietly dying, and margin based on weighted landed cost rather than retail price.
Read more →Count it once, and have it hold up afterwards.
Real count documents, an inventory freeze and separated approval — alongside the till you already use. Seven days free, no credit card.
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