Count your stock — Worklog Help

How to count

Stock still on your shelves isn't a cost yet — you've paid for it, but you haven't used or sold it. If you sell or use Products or Materials, count them at the end of a month or at the end of your tax year. Your Profit & Loss then takes what is still on the shelf off what the jobs cost you, the way SARS and your accountant expect.

Open Stock count, under the "Stock & Assets" tools card (or the "Stock & Assets" group on desktop), and tap + New.
Pick the day: today, the end of last month, or the end of last tax year. A count is the stock at the END of that day, so the stock you started a tax year with is the count on the last day of February — not 1 March. The day before your books start is your opening stock, and that one is set in Opening Balances, not here.
Each line is a Product or Material from your Price List and starts at its Qty in stock today — what Worklog expects after everything that moved your stock (see What moves your stock in Manage your price list). Change only what differs, in whole numbers of the unit each item is counted in (kg, g, each…), and put 0 for anything you have none of. Cost is what you paid per one of that unit, before VAT if you're VAT registered.
Too many lines, or none on your Price List? Choose Just the total and type what everything on the shelf is worth at cost.
Check What this changes, then tap Save count. Leave Set my Price List quantities ticked if you counted today — it is offered only if you may also edit Items.

💡Your first count puts all of that stock back into profit, because you'd already counted it as a cost when you bought it. If you had stock when your books started, put that in Opening Balances (Financials) first — it shows in the list of counts as Opening stock and is changed there, not here. You can make one count per day. A saved count is never edited. Counted wrong? On the Counts tab, tap Replace: the count sheet opens on the same day, filled in as it was (an item added since starts at 0), and asks why you are replacing it. Saving removes the old count — kept with your reason — and saves the new one in its place, and both are in your Audit Log. A count can also be removed with ✕; the Profit & Loss then works from the counts either side of it. Replacing and removing need full access to Stock count. Once the annual return for a tax year is marked filed, its counts can't be added, replaced or removed — nor the count that year opens on (the last count before it starts, which can be your day-one stock in Opening Balances): unmark that return first if one really must change.

What the screen shows

Stock count has two tabs. 📋 Overview gives what was on the shelf at your last count, and — once you have two — the count before it and the change since then. 📦 Counts lists every count, newest first, with the latest marked. On Overview, the 📋 Count sheet card prints a blank sheet to take to the shelf: every product and material by name, with what Worklog expects of each and its cost, and Counted left empty to write in. Under the list on Counts, 📄 PDF and 📊 CSV / Excel print every count with its value and the change from the count before.

Who can count

You, the owner, always can. Anyone else needs the Stock count permission, set per person under Team & permissions, in the Stock & Assets category: View to see the counts, Edit to count, Full to replace or remove one. It is separate from Items, so someone can count the shelves without being able to change your prices. Setting your Price List quantities to a count still needs Edit on Items.

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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