Stock count

A stock count means checking the stock balances recorded in the system against the actual stock and correcting the balances where necessary. A stock count is done warehouse by warehouse, see Warehouses.

Stock count files

As a basis for the stock count you can download the balances of all warehouses as Excel files. Open warehouses from the main menu and choose from the buttons at the top of the page:

• Ingredient stock count: every purchase batch that has a balance: ingredient, ingredient group, purchase date and quantity, purchase price, unit cost, warehouse, remaining quantity and residual value.
• Finished goods stock count: every finished goods batch that has a balance: product, package, batch description and date, purchase quantity and cost, warehouse, remaining quantity, residual value and best before date.

The files show the situation at the time of download.

Removals at the time they happen

When products leave the warehouse other than through a shipment, for example a bottle breaks, a batch spoils or products are taken for hospitality use, record the removal immediately on the warehouse's Removals tab, choosing the correct ground for it (e.g. 9H1 destruction, 10H1 disposal or 8§8mom withdrawal for own use). Write an explanation for the removal; it is saved with the entry and can be presented to the authorities in a possible inspection. Instructions and explanations of the codes: Warehouses – Removals.

Removals recorded on tax-free grounds are explained differences: they are declared as tax-free in the excise duty return. The condition is that there is a reliable explanation for the removal.

NOTE! If the products have already been handed over to the customer with a shipment, this is not a stock removal but a customer return.

Stock count correction (finished products)

If a stock balance does not match reality, correct it with a stock count correction:

1. Open the Home tab of the warehouse's finished products view and press the pencil button (correct balance) at the end of the product's row.
2. On the page Make stock count correction you see all of the product's batches in this warehouse: Opening balance (the batch's original quantity) and Remaining (the balance according to the records).
3. Count the products and enter the actual quantity in the In stock column of each batch. The Difference column shows the difference per batch, and the row All batches total for the product as a whole.
4. Check the date. It is the date of the stock count, to which any shortfall is recorded.
5. Press Record stock count.

What happens:

• Shortfall (in total less than in the records): the shortfall is recorded automatically on the Removals tab as a taxable removal 8§7mom Unexplained consumption, and it is included in the excise duty return.
• Difference only between batches (the total quantity matches): the balances are corrected for the batches, but no unexplained consumption arises.
• Surplus (in total more than in the records): the batches' balances are corrected to the quantities entered, but no tax entry is made for the surplus.
• No changes: if you save the entry without changing the figures, the balances are confirmed in the records as checked.

The correction is shown in the batches' stock records with the explanation "Inventaario" (Stock count) and in the event log.

If a shortfall found in the stock count was in fact due to an original entry error (e.g. too many products were recorded into stock), you can change the resulting 8§7mom removal to an entry error correction (KVK) within two months at most. See Warehouses – Removals.

NOTE! Try to avoid stock count corrections, because an unexplained shortfall is treated as taxable consumption: excise duty is paid on it as if the products had been released for consumption. Record losses and other removals immediately when they happen, on the correct ground, so that they do not remain as unexplained differences in the stock count.

see the Finnish Tax Administration's guidance on stock count differences and excise duties

Ingredient stock count

Ingredient balances are corrected on the Home tab of the warehouse's ingredients view:

1. Press the pencil button (correct balance) at the end of the ingredient's row.
2. Enter the Checked balance in the ingredient's unit.
3. Press update entered balances.

If the balance does not change, nothing is recorded. If the balance decreases, the difference is deducted from the oldest purchase batches as a loss. If the balance increases, the increase creates a new purchase batch, priced at the ingredient's average price (if known) and marked as an estimated price. Ingredient corrections have no excise duty effect.

Stock count with the AI assistant

Balances can also be checked and a stock count recorded through the AI assistant, if you have connected it to your BrewOS account. Note that a finished goods balance correction recorded through the assistant does not create an 8§7mom removal for a shortfall like the stock count correction described above. Therefore always make stock count corrections of finished goods on the warehouse's correct balance page.