Stock Counts
Stock counts help you compare the stock that Mathership expects with the quantity that is actually available in a storage unit. Use stock counts when you want to check your inventory, correct differences, or prepare a full inventory count.Count physical stock
Enter counted quantities for ingredients in a selected storage unit.
Review variances
Compare counted stock with book stock before posting adjustments.
Adjust automatically
Let Mathership create inventory adjustments when posted counts differ from book stock.
What a stock count does
During a stock count, you select a storage unit and enter the counted quantity for one or more ingredients. When the stock count is posted, Mathership compares the counted quantity with the current book stock. Difference = Counted quantity − Book stock If there is a difference, Mathership creates an inventory adjustment.| Situation | Result |
|---|---|
| Counted quantity is higher than book stock | Positive adjustment |
| Counted quantity is lower than book stock | Negative adjustment |
| Counted quantity equals book stock | No adjustment |
Example
| Ingredient | Book stock | Counted stock | Difference | Result |
|---|---|---|---|---|
| Flour | 10 kg | 12 kg | +2 kg | Positive adjustment |
| Butter | 5 kg | 3 kg | −2 kg | Negative adjustment |
| Sugar | 8 kg | 8 kg | 0 kg | No adjustment |
How to open a stock count
Stock counts are started from a storage unit’s detail page. A storage unit can be, for example:- Main storage
- Bar storage
- Kitchen storage
- Dry storage
- Freezer
Session behavior
When you open the stock count sheet, Mathership automatically starts a count session for the selected storage unit. If there is already an open count for that storage unit, Mathership opens the existing session instead of creating a new one. Any lines you previously added are loaded back. This prevents duplicate open counts for the same storage unit. The sheet header shows the storage unit name and when the session was started.Stock count statuses
| Status | Meaning |
|---|---|
OPEN | The count is still being edited |
POSTED | The count has been posted and stock adjustments were created |
Adding ingredients to the count
The bottom of the stock count sheet has a form for adding new lines. For each ingredient:| Field | Example |
|---|---|
| Ingredient | Flour |
| Base unit | kg |
| Counted quantity | 12 in kg, or 1 box if 1 box = 12 kg |
Entering quantities in packaging units
If an ingredient has packaging levels configured, you can enter the counted quantity in those units instead of the base unit. Example for flour with packaging levels:- 1 Box = 10 kg
- 1 Bag = 1 kg
| You enter | Unit | System converts to |
|---|---|---|
| 2 | Box | 20 kg |
| 5 | Bag | 5 kg |
| 12 | kg | 12 kg |
Count lines table
Once lines are added, they appear in the table at the top of the sheet. Each row shows:| Column | Description |
|---|---|
| Ingredient | Ingredient name with the current system on-hand quantity shown below |
| Counted | The counted quantity in packaging breakdown format |
| Variance | Real-time comparison of counted vs book stock |
| Actions | Edit and Delete buttons |
Variance badge
The variance badge updates in real time as you type.| Badge | Meaning |
|---|---|
| Match, grey | Counted quantity equals book stock — no adjustment will be created |
| +X unit, green | Counted is higher than book stock — positive adjustment |
| −X unit, red | Counted is lower than book stock — negative adjustment |
Editing a count line
Click the pencil icon on any line to edit its quantity inline. The row switches to edit mode showing:- A quantity input field
- A unit dropdown, using the base unit or packaging levels
- A numpad toggle button
Updating counted quantities
If you add the same ingredient again, Mathership updates the existing counted quantity instead of creating a duplicate line.| Action | Result |
|---|---|
| Add Flour with 10 kg | Flour is added to the count |
| Add Flour again with 12 kg | Flour is updated to 12 kg |
Removing an ingredient from the count
Click the trash icon on any line to remove it from the count. This only removes the line from the current count session. It does not delete the ingredient itself and does not change stock. Stock is only changed when the count is posted.Posting the stock count
When all quantities are entered and reviewed, click Post count in the footer. The Post count button is disabled if there are no lines in the count. When you post a stock count, Mathership:- Calculates the difference for each counted ingredient
- Creates adjustment ledger entries for non-zero differences
- Updates the stock balance through the inventory ledger
- Marks the stock count session as
POSTED - Saves the posting date and time
Adjustment logic
When an adjustment is created, Mathership uses the following formula: Difference = Counted quantity − Current book stock| Counted quantity | Book stock | Adjustment |
|---|---|---|
| 12 kg | 10 kg | +2 kg |
| 3 kg | 5 kg | −2 kg |
| 8 kg | 8 kg | No adjustment |
Cost value of adjustments
When an adjustment is created, Mathership uses the weighted average cost of the ingredient. The weighted average cost is calculated from previous receipt entries. If no receipt cost exists yet, the cost value may be0.
Example posting result
Before posting:| Ingredient | Book stock | Counted stock |
|---|---|---|
| Flour | 10 kg | 12 kg |
| Butter | 5 kg | 3 kg |
| Ingredient | Adjustment | New book stock |
|---|---|---|
| Flour | +2 kg | 12 kg |
| Butter | −2 kg | 3 kg |
Partial counts
You can use stock counts for full inventory or for partial checks.| Use case | Description |
|---|---|
| Full inventory | Count all ingredients in a storage unit |
| Spot check | Count only selected ingredients |
| High-value check | Count expensive ingredients more often |
| Problem check | Count ingredients where stock seems incorrect |
Stock count workflow
The typical workflow is:What happens after posting
After posting, Mathership:- Calculates the difference for each counted ingredient
- Creates
ADJUSTledger entries for non-zero differences - Updates the stock balance through the inventory ledger
- Marks the stock count session as
POSTED - Saves the posting date and time
ADJUST and can be reviewed there.
Best practices
Use clear storage units
Set up clear storage units before starting stock counts so counted stock matches the physical location.
Count in packaging units
If your team counts in boxes, bags, or crates, use packaging units to reduce errors.
Review variance before posting
The live variance helps you spot obvious mistakes before adjustments are posted.
Post only after review
Once posted, the stock movement becomes part of the inventory ledger.
Use partial counts regularly
Smaller spot checks keep stock values more accurate during daily operations.
Use the numpad on touchscreens
The calculator icon in the quantity input toggles a numpad for easier tablet entry.
Related pages
Storage Units
Learn how storage units are used to separate stock by location.
Ingredients
Learn how ingredients, base units, and stock quantities work.
Receiving Orders
Learn how received vendor orders increase inventory stock.
Waste
Learn how waste postings reduce inventory stock.