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Stock Counting

Count your entire warehouse – or selected items – quickly, accurately and without paper. With Lagersystem's stock counting, you scan your way through the warehouse with a handheld terminal, see discrepancies immediately, and transfer the result directly to your stock adjustment.

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Full control over stock status – without shutting down

Stock counting is the systematic way to make your physical warehouse match the figures in the system. Instead of paper lists and manual entry in Excel, you manage the entire count in Lagersystem: you decide which items to count, staff scan the items with a handheld terminal, and the system calculates the difference itself and prepares the result for stock adjustment. Because you can count selected parts of the warehouse at a time, you don't need to shut down to do a year-end stocktake. You can spread the count across the year – bay by bay, supplier by supplier – keeping the warehouse accurate at all times.

How a stock count works

Each count follows a fixed, transparent process:

  • Create the count and choose which items to include.
  • Release it, so it's ready to be counted.
  • Count the items with a handheld terminal or manually from the screen – status automatically changes to "In progress" on the first scan.
  • Complete the count once everything has been counted.
  • Transfer to stock adjustment, where only the differences are posted.
Not released
Ready
In progress
Completed
Transferred

The status of the count (Not released, Ready, In progress, Completed, Transferred) is always visible, so you and your colleagues know exactly how far along you are – even if several people are working on the same warehouse.

Build the count to match the task

You’re not locked into counting the entire warehouse at once. Lagersystem gives you several ways to put together a count:

  • Full stocktake – add all items in the warehouse to a single count, e.g. for a year-end stocktake.
  • By supplier – count only the items from a specific supplier.
  • By location series – count a contiguous area of the warehouse, e.g. a whole row of racking.
  • By date – automatically include all items that haven't been counted since a chosen date. Perfect for cyclical counting.
  • Custom (Excel/CSV) – upload your own list of item numbers. The system matches the columns automatically and tells you if an item can't be found.
  • Single item – create a quick count of one specific item, without disturbing the other figures.
  • By location – scan a location, and let the system create a count of everything stored there.

You can always add individual items to an existing count along the way.

Cyclical counting makes year-end stocktakes redundant

By combining counting by date or location, you can introduce cyclical counting: you divide the warehouse into sections and count continuously throughout the year. The work is spread evenly, the warehouse is always up to date, and you avoid the big, costly shutdown for a year-end stocktake.

Count with a handheld terminal

The count itself is done with a scanner, so your staff have their hands free and avoid keying errors:

  • Scan anything – barcode, item number, additional barcodes, serial number or batch number. The system finds the item itself.
  • Guided flow – if a batch number, serial number or location is missing, the terminal automatically asks and shows the possible choices.
  • Frozen expected stock – the moment an item is counted for the first time, the system "freezes" the expected quantity and the time. That way the figure can't drift during the count, even if there's movement in the warehouse.
  • No double counting – a serial number that has already been scanned can't be counted again.
  • Easy undo – a mis-scan can be cancelled without ruining the rest of the count.

Several employees can count on the same stocktake at the same time, and you can always resume a count in progress where you left off.

Or count manually from the screen

Don’t have a scanner to hand? You can enter the quantity or serial number directly in Lagersystem. The field is even pre-filled with the missing difference, so you can quickly correct a single figure.

Or count manually from the screen

Don’t have a scanner to hand? You can enter the quantity or serial number directly in Lagersystem. The field is even pre-filled with the missing difference, so you can quickly correct a single figure.

See discrepancies immediately

You don’t have to wait until the count is finished to see if something’s off:

Counted more than expected

Exact

Counted less than expected

  • Colour-coded overview – lines are shown in green (counted more than expected), yellow (exact) or red (counted less than expected).
  • Difference per line – expected stock, quantity counted and the difference are shown side by side, with +/-.
  • Smart filters – show only lines with a difference, or only items not yet counted, so you quickly find what's missing.
  • Items outside the list – if someone scans an item that wasn't on the list, it's caught in its own overview, which you can choose to add to the count.

You can always add individual items to an existing count along the way.

Batches, serial numbers and locations

Stock counting also handles the more demanding warehouses:

  • Batch numbers – batch-tracked items are counted per batch, with the correct expected quantity.
  • Serial numbers – scan and register each serial number; the system reconciles precisely which ones need to be added or removed.
  • Location management (FLT) – count per physical location and see expected versus counted quantity for each spot, including a summary entry for items at an unknown location.

Transfer the result to stock adjustment and Uniconta

Once the count is completed, you transfer it to the stock adjustment with a single click. Lagersystem only posts the differences – not the entire stock – keeping the adjustment clean and easy to follow. From here you reconcile with your back-end system, and the count can be posted in your own Uniconta stock-count journal.

Large counts of over 1,000 lines are transferred automatically in the background, so you can keep working in the meantime, and the system ensures the same count is never posted twice.

Reports, export and archive

  • Export the count to CSV with item number, title, expected stock, quantity counted and difference – with batch, serial numbers and location as needed.
  • Download all scan transactions with timestamp and scanner name, so you have full traceability of who counted what and when.
  • Archive – all completed and transferred counts are saved and can be searched again by item number, title or description.

Count from a handheld terminal or phone

Stock counting works both on dedicated handheld terminals and directly in the phone’s browser. You choose a location, press “Start count”, scan the items and finish – the same flow, whatever equipment your staff have with them out in the warehouse.

Benefits of stock counting in Lagersystem

An accurate warehouse without manual Excel lists and keying errors.

Count continuously and avoid shutting down for a year-end stocktake.

Faster counting with a scanner and guided flow.

Fewer errors thanks to frozen expected stock and double-count blocking.

Full real-time overview of discrepancies.

Only the differences are posted – clean, easy-to-follow stock adjustments.

A direct route to Uniconta.

Full traceability via scan transactions and archive.

FAQ

Can I count part of the warehouse without shutting down?

Yes. You can create counts by supplier, location series or date, and count continuously. Cyclical counting makes the big year-end stocktake redundant.

No, but it’s recommended. You can count with a handheld terminal or phone, or enter the quantity manually directly in Lagersystem.

When you complete the count, you transfer the discrepancies to the stock adjustment. Only the differences are posted, and they can be reconciled and posted onward in Uniconta.

Yes. Batch items are counted per batch, and serial numbers are scanned and reconciled individually, so your stock is always accurate.

Yes. Several employees can count on the same stocktake, and counts in progress can always be resumed later.