Stock Counts

What are Stock Counts?

Stock Counts let you physically verify your inventory quantities in Sortly. With this feature, you can:

• Create a new Stock Count and assign it to specific team members
• Count and track quantities in real time across web and mobile
• Compare expected and actual quantities and resolve discrepancies
• Move a Stock Count through its stages: Draft, Ready to Count, In Progress, In Review, and Complete (or Voided)
• Export detailed Stock Count reports for audits or offline use

Stock Counts keep inventory verification traceable and collaborative, all within Sortly.

How to access Stock Counts

Find Stock Counts under Workflows in the left menu on the web app, or in the Sortly mobile app.

How to create a Stock Count

1

Go to Workflows, then Stock Counts.

2

Select New Stock Count.

3

Enter a name for the Stock Count. Sortly fills in a number such as SC-000001, and you can change it.

4

Under Assign To, choose a specific user or Everyone. You can also set a Due Date.

5

Select Save to save your draft. Once it is created, you can start adding items.

How to add and manage items

1

In Search and add items, type at least 3 characters and select the items to add. You can also scan items to add them, using the barcode icon in the search box.

2

Select Save and your Stock Count will be in the Ready to Count status.

Add multiple items at once

Need to add many items in one go? You can use Bulk Add Items, add them from a folder, or add them from Advanced Search.

Bulk Add Items

1

On the Stock Count page, select Bulk Add Items.

2

Select the items you want to add, then select Add to Stock Count.

Via Advanced Search

Prefer to find items with filters first? Advanced Search lets you narrow down your inventory, then add the results.

1

Go to Search and apply any filters you need to narrow down your items.

2

Select the items you want to add.

3

In the bulk-edit bar, select the three-dot menu, then Add to.

4

In Bulk Add to Stock Count, check the quantity listed for each item, then select Next.

5

Choose an existing Stock Count from the list, or select Create New to start a new one.

6

Confirm your choice. Sortly shows a message that the items were added.

Via a folder

Want to count everything in one place? Open the folder and add its items.

1

Go to the folder in your inventory.

2

Select the items and follow the same steps as in Advanced Search above.

How to perform a Stock Count

1

Open the Stock Count you created.

2

With the count in Ready to Count status, select Start Counting.

3

Enter the actual quantity for each item.

4

Sortly compares the expected quantities with your counts. You can save your progress at any time. Counts sync in real time across web and mobile, and several people can count together when the count is assigned to more than one person.

5

The count now shows In Progress. To pick up where you left off, select Resume Count.

6

When every item is counted, select Submit for Review. This locks your entries and marks the Stock Count as ready for review.

How to review discrepancies

When the count status changes to In Review, Sortly calculates and shows all discrepancies.

• Net discrepancy shows the overall variance (for example, +5 and -3 equals +2)
• Absolute discrepancy adds up all variances (for example, 5 + 3 equals 8 units off)

Only Owners, Admins, or Creators can resolve discrepancies or update final quantities. Once reviewed, you can mark the Stock Count as Complete or Voided.

If your Stock Count has discrepancies, resolve them before you complete the count. Items with unresolved discrepancies do not have their quantities updated.

To resolve discrepancies

1

Select Update Qty next to the item with the discrepancy.

2

Review the changes in Update Quantity. The Transaction Reason is Inventory Count Adjustment, and you can add a Transaction Note. Then select Update Quantity.

3

Once the discrepancy is resolved, Resolved appears next to the item on the Stock Count.

4

When all discrepancies are resolved, select Complete Count.

How to complete or reuse a Stock Count

When a Stock Count is marked Complete, it is locked for edits. From there, you can:

• Export the Stock Count as a PDF at any stage (Draft, In Progress, or Complete)
• Clone a Stock Count to reuse it for recurring counts
• View or share completed counts for audit purposes

Roles and permissions

This table shows who can do what with Stock Counts.

Depends means the action is available to Custom Role users only if their role allows it. If assigned means a Team Member can do the action only on counts they are assigned to.

Stock Counts on mobile

Prefer to count while you walk the shelves? You can create and complete a Stock Count from the Sortly mobile app.

How to create a new Stock Count

1

In the mobile app, tap Workflows, then Stock Counts. Tap New Stock Count.

2

Enter a name for your Stock Count. Tap Next.

How to add and manage items

1

Tap Add Items.

2

Search for items, scan them, or tap Add to Stock Count on an item. When you finish adding items, tap Done.

3

To add or remove items later, go to Manage Items. This works while the count is in Draft, Ready to Count, or In Progress status. Items that are already counted or locked in review cannot be removed.

Scan to Count

With Scan to Count, you scan an item's linked QR code or barcode and confirm its count right away, without going through the list by hand.

To enable Scan to Count

1

Open your Stock Count.

2

Tap the red barcode icon at the bottom right of the screen.

3

Tap the gear icon at the top left of the scanner.

4

Under Scanner Settings, select Scan to Count and tap Save.

Once Scan to Count is on, you can scan the same item repeatedly to increase its count.

Start counting items

1

In the mobile app, tap Workflows, then Stock Counts.

2

Select the Stock Count you are ready to count.

3

Open a count in the Ready to Count status.

4

Tap the red barcode icon at the bottom right of the screen.

5

Scan the barcode of the item you want to count.

6

The item appears at the bottom of the screen. Enter the quantity yourself, or keep scanning to raise the count automatically.

7

When you finish scanning an item, tap Confirm & Count.

8

Repeat until all items are counted.

9

When every item is counted, tap Complete.

Manually count items

1

From the Stock Count screen, tap Ready to Count. Assign the count to a team member (or Everyone) and, if you like, set a due date. Tap Ready to Count again to begin.

2

Once all items are counted, tap Submit for Review. This locks your entries and moves the count into review.

How to resolve discrepancies

1

If you see a discrepancy, tap the item, then tap Recount or Update Qty.

2

If you are sure the counted quantity is correct but it does not match the system, update the quantity using the reason Inventory Count Adjustment. You can add Transaction Notes to explain the change.

3

If the counted quantity matches the system quantity, the item shows Count Matched.

How to complete the Stock Count

Once all discrepancies are resolved, tap Complete and confirm to mark the Stock Count as complete.

Frequently Asked Questions

Who can create a Stock Count?

Stock Counts are available on Ultra, Premium, and Enterprise plans. All users can create a Stock Count, except those with Limited Access permissions (Enterprise only).

Can I assign a Stock Count to multiple users?

Yes. You can assign a count to Everyone or to a specific user.

Can I perform counts on mobile?

Yes. Stock Counts work across web and mobile.

Can Limited Access users take part in Stock Counts?

Limited Access users (Enterprise only) cannot view, create, or take part in Stock Counts.

Can I add items from multiple folders?

Yes. Bulk add supports items across multiple folders.

Is there a limit to how many items I can count?

Yes. Each Stock Count can include up to 250 line items.

Can I remove an item once it is added?

Yes, if it has not been counted and the Stock Count is not yet complete.

Will I be notified when the status of a Stock Count changes?

Yes. You get an email notification when the status changes, if you are assigned to the Stock Count or you are an Owner on the account.

When do discrepancies appear?

During the In Review stage only, so that all data syncs properly. When the Stock Count is In Review, only Owners, Admins, or Creators can update the count.

Who can resolve discrepancies?

Owners, Admins, or Creators.

Do I have to update quantities to complete a count?

No, but doing so keeps your records accurate and ready for an audit.

Can I clone or reuse a Stock Count?

Yes. Cloning lets you repeat counts for the same area or items.

Can I export my Stock Count?

Yes. You can export it as a PDF at any stage.

What happens after I complete a Stock Count?

The count is locked from edits but stays viewable and exportable.