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Stock & purchasing

Stock counts

Run a physical stock count in MediPOS: choose a location, count each batch on the shelf, review the differences and post them as one correction.

A stock count compares what MediPOS says is on the shelf with what is really there, batch by batch, and corrects the difference in one step. Regular physical stock counts catch theft, breakage and data-entry mistakes before they grow. This guide shows how to start a count for a whole location or part of it, enter what you find, post the result, or cancel a count you no longer need.

Before you start

  • Pick a quiet time. Before opening, a Sunday morning, or after the shutter comes down. You can keep selling while a count is open, but read the snapshot rule under Rules and tips first.
  • Decide the scope. You can count a whole location (Main Store or Quarantine) or only the products matching a word, such as all syrups or one brand.
  • Split the work. One person reads out the batch number and expiry from the pack, another types.

How to start a count

  1. Go to Inventory → Stock counts.
  2. In Start a count, check the Name. It starts as Count with today's date. Change it to something like Rack A antibiotics.
  3. Choose the Location.
  4. Optionally, fill in Only products matching (optional). MediPOS matches words at the start of the product name, generic, SKU or barcode, so syrup picks up every product with Syrup in its name, and augmentin picks up every Augmentin. Leave it empty to count everything in stock.
  5. Click Start count.

MediPOS lists every batch with stock at that location, with the system quantity at that moment. If nothing matches, you see There is no stock at this location to count.

How to enter what you find

The count sheet has these columns: Product, Batch, Expiry, System (base units), Counted (base units) and Difference. Under each product name you see the system stock in packs, for example 2 Box, 7 Strip · counted in Capsules.

  1. Count the shelf batch by batch.
  2. Type the total in the product's base unit. For Amoxil 500mg in boxes of 10 strips × 10, two full boxes and three loose strips is 230 capsules.
  3. Leave a line empty if you did not count it. It will not change.
  4. Enter 0 for a batch that is not on the shelf at all.
  5. Click Save progress as you go. If the lights go during load-shedding or you finish tomorrow, what you saved is kept.

After you save, the Difference column shows the result for each counted line: OK when it matches, a green plus for extra stock, a red minus for a shortage.

How to post the count

  1. Check the red lines. Recount anything that looks wrong, such as a whole box missing.
  2. Click Save & post and confirm Post this count? Stock will be corrected to the counted quantities.
  3. MediPOS creates one stock adjustment with the reason Count correction for every line with a difference, and posts it at once. The count page then says Differences were corrected in ADJ-…. If every counted line matched, it says No differences — the shelf matched the system.

Shortages and extra stock are valued at each batch's cost and booked to Stock count differences. That keeps counting losses apart from breakage and expiry in your books.

How to cancel a count

On an open count, click Cancel count and confirm. The count is marked Cancelled and stock does not change. Only counts that are still Counting can be cancelled. A posted count is final.

Rules and tips

  • The snapshot rule. Differences are measured against the system quantity at the moment you clicked Start count. Say the snapshot shows 120 tablets of Panadol batch PN2451. If you count that shelf first and then sell a strip, all is well. If you sell a strip first and then count 110, the count posts a shortage of 10 on top of the sale. So count each shelf before selling from it, or count before opening.
  • Only batches with stock appear on the sheet. A box on the shelf that the system does not know about must be added with a stock adjustment using the Found stock reason.
  • You need the Run stock counts permission to start, fill in, post and cancel counts. Posting corrects stock even without Adjust stock, so give this permission to people you trust. The built-in Owner, Admin, Manager, Pharmacist and Inventory manager roles have it.
  • Counts cover the locations of the branch you are working in.
  • The count is recorded in the audit log as Stock count posted, with how many lines were counted and how many had differences.
  • If Stock counts is not in your menu, your plan does not include it. The owner can see what each plan includes under Plan & billing.

Common questions

Do I have to count the whole shop at once?

No. Start smaller counts with Only products matching (optional), one rack or brand at a time, or leave lines empty that you have not reached. Empty lines are ignored when you post.

Can we keep selling during a count?

Yes, the POS keeps working. Just count a shelf before you sell from it, because the difference is worked out against the stock at the moment the count started.

Why do I have to count in tablets and not boxes?

The base unit is the only unit that never needs converting, so loose strips and single tablets are counted exactly. The pack breakdown under each product helps you check your total.

Can I undo a posted count?

No. The correction it made is a posted stock adjustment. If you counted a line wrongly, fix it with a new stock adjustment.

Last updated 25 September 2026. Still stuck? Contact us.