User instructions

Stock verification

Verify inventory without losing your place

1. Open an inventory and choose Stock verification → New stock verification on the PC, or New stock verification in the browser. Name the exercise and choose all items or a location/department scope.
2. Start the stock verification. Its scope is a fixed list of active records at that moment. All start unchecked even when a previous stock verification covered the same equipment.
3. Work through Still to verify. Open an item and choose Found / verified, Missing or Discrepancy. Enter counted quantity when an expected quantity is recorded. Explain missing or discrepant results. Save the verification result.
4. Saved results move to Verified. Reopen the same stock verification to continue later. Use All items to compare progress. Refresh to see checks saved by other users.
5. Close completed only after every scoped record has a current check. Explain the outcome and explicitly acknowledge any recorded discrepancies. Cancel verification records an unfinished exercise without pretending it was complete.

Verified means a result was recorded, including Missing or Discrepancy—not that equipment was found or is fit for use. Results do not automatically change inventory quantities. Selecting rows for movement does not verify them.

Use Return to unverified with a reason to revisit a result; previous evidence remains in History. Closed reports keep their close-time item and check details even if equipment moves later. PDF export is available from the stock verification.

Saving a stock check needs a connection. Browser check forms can be kept locally, but are never submitted automatically. Reconnect, reopen Local forms, review and Save to hub. A changed item/version can require starting the check again against current data.

Review an earlier result

When you reopen an item already verified, its saved result, counted quantity and notes are shown as the starting values. Change only what you have reviewed and provide a reason before replacing that result. Opening the editor does not save a new verification.

Found / verified uses green. Missing uses red; Discrepancy and verification required again use amber. On a phone the outcome is also shown beneath the item name. Always read the result text: colour alone is not a decision about equipment availability.

For a restricted assignment, use Tasks rather than an ordinary stock verification. An ordinary stock verification remains shared with users who have the relevant Inventory access. Read Assign private verification tasks and Keep items inside boxes and kits.

Open the right item by QR

Choose Scan QR in the browser verification. Use Start camera on a supported browser with trusted HTTPS, read a QR photograph where supported, or paste the scanned label link or complete asset ID. On the PC, Scan / enter QR… accepts a USB/Bluetooth scanner or a pasted link. Scanning only locates the item: inspect it, enter the result and save deliberately. An earlier saved result is shown for review rather than overwritten.

A code from another project or an item outside this verification is rejected. It is not added to the original scope. Use a separate verification for additional items. Read Scan labels during stock verification for camera availability and recovery.

Keep an item where you found it

In the item’s verification form, choose Found elsewhere? Move & verify…. Select a location / area or destination box and enter a movement reason. Review the affected-item count, then save the move and verification together. This needs both Inventory view and Move items permission, as well as verification access. Without movement permission, record the different position in your notes and ask an authorised person to update it.

Moves do not change the recorded quantity to match a count. Current results and PDF reports include the saved before/after position and movement reason. Earlier movement/check evidence remains in History. Closed verifications are not changed.

In-transit assets cannot be changed or marked Found: receive them through Fleet first. Quarantine release remains a separate, explicit action.