Physical inventory count

The path of a physical inventory in CoreX ERP: the count is opened and its scope is frozen, the counter enters what is found on the shelf, the count is completed, the approver reviews the difference and posts it with a second signature; the difference is written to the stock ledger as an adjustment movement and the freeze is lifted.

Scenario

In the demo company's HAMMADDE (raw materials) warehouse, a monthly count is performed on 02.11.2026 for the Sarf Malzemeleri (Consumables) category (SARF-0001 … SARF-0007, 7 items) in the RAF-B storage location. The warehouse clerk counts and completes the count; the Stok Yöneticisi (Inventory Manager) posts the difference. The count reveals three differences:

Product	Ledger	Counted	Difference
SARF-0003 TAŞLAMA DİSKİ 115 MM	70 ADET	66 ADET	−4
SARF-0004 KESME DİSKİ 115 MM	120 ADET	125 ADET	+5
SARF-0007 KABLO BAĞI 200 MM	2,200 ADET	2,150 ADET	−50

The other four items match the ledger. Document: SAY-2026-000001.

Flow

New Count ──► Counting ─────────────► Count Completed ──► Post Difference ──► Posted
 (scope)      (scope frozen,           │   (count ends)       (second signature)  (adjustment movements,
              quantities entered)      │                                          freeze lifted)
                    ▲                  │
                    └── Send for Recount
 Counting / Count Completed ──► Cancel Count ──► Cancelled (not written to the ledger, freeze lifted)

1. Open the count

Stok Yönetimi › Fiziksel Envanter › Stok Sayımları › Yeni Sayım (Inventory › Physical Inventory › Physical Inventories › New Count)

New stock count dialog

1. 1Warehouse — required
2. 2Location — all locations if empty
3. 3Category — includes subcategories
4. 4ABC class — class stored on the item
5. 5Summary of the scope to freeze
6. 6Start Count

Select Depo (Warehouse) HAMMADDE, Lokasyon (Storage Location) RAF-B, Kategori (Category) Sarf Malzemeleri, Açıklama (Description) "Kasım ayı sarf malzemesi sayımı" (November consumables count), and click Sayımı Başlat (Start Count). The summary at the bottom of the dialog shows the scope that will be frozen.

• Document status: SAY-2026-000001 · Sayımda (Counting).
• Stock effect: None; but the scope is frozen — until the count is posted or cancelled, no delivery, goods receipt, production or adjustment can be posted to the stock of these 7 items in the HAMMADDE warehouse. If a movement is attempted on a frozen item: "'SARF-0003' kartı 'HAMMADDE' deposunda sayımda (SAY-2026-000001) — sayım kaydedilene ya da iptal edilene kadar stok hareketi yazılamaz." (Item 'SARF-0003' is being counted in warehouse 'HAMMADDE' (SAY-2026-000001) — no stock movement can be posted until the count is posted or cancelled.)

Step by step: Open a physical inventory count.

2. Enter the counted quantities

Stok Sayımları › SAY-2026-000001 (Physical Inventories › SAY-2026-000001)

Counting — entering counted quantities

1. 1Scope frozen — no movements for these items
2. 2Counted — empty = not counted, 0 = none on shelf
3. 3Book and Difference — approvers only
4. 4Found Item — goods not on the list
5. 5Save Entries
6. 6Complete Count — when every line is counted

In the Sayılan (Counted) cell of each line, the counter enters the quantity found on the shelf in the base unit (60, 4, 66, 125, 18, 5000, 2150) and clicks Girişleri Kaydet (Save Entries). An empty cell means "not counted"; 0 means "not on the shelf". Goods found on the shelf but not on the list are added with Bulunan Ürün (Found Item); on a serial-tracked line, serial numbers are entered with Seri Gir (Enter Serials).

A counter without approval permission does not see the Defter (Ledger) and Fark (Difference) columns (blind count). The image above shows another, partially counted demo count (SAY-2026-000002, MERKEZ · Yedek Parçalar — spare parts; 2 of 4 lines counted).

• Document status: Sayımda (Counting) ("7 / 7 sayıldı" — 7 / 7 counted).
• Stock effect: None.

Step by step: Enter a physical inventory count.

3. Complete the count

When all lines have been counted, click Sayımı Tamamla (Complete Count). The button is disabled while there are uncounted lines; the server also responds with "{n} satır sayılmadı. Sayılmayan satır "yok" demek değildir — rafta yoksa sıfır girin." ({n} lines were not counted. An uncounted line does not mean "none" — if it is not on the shelf, enter zero.)

• Document status: Sayım Tamamlandı (Count Completed) — "Sayım tamamlandı. Farkı, bu sayımda miktar girmemiş bir yetkili kaydeder." (The count is completed. The difference is posted by an authorized user who did not enter quantities in this count.)
• Stock effect: None; the scope is still frozen.

4. Review the difference

Count completed — awaiting difference posting

1. 1Second signature — another approver posts
2. 2Difference summary
3. 3Book · Counted · Difference
4. 4Send Back for Recount
5. 5Post Difference — writes stock adjustments

The Inventory Manager opens the count. With approval permission, the Defter (Ledger), Sayılan (Counted) and Fark (Difference) columns are visible; the summary shows "Fazla 1 · eksik 2 · farksız 4 satır" (1 surplus · 2 shortage · 4 lines without difference). The Farklılar (Differences only) switch shows only lines with a difference. If a difference is suspicious, Yeniden Saymaya Gönder (Send for Recount) returns the count to Sayımda (Counting) and the lines are counted again.

5. Post the difference (second signature)

The difference is posted by an approver who is different from the user who entered and completed the count — in the demo environment, Demo Onaylayıcı (Demo Approver). The approver opens the count and clicks Farkı Kaydet (Post Difference):

Post difference — second signature

1. 1Increase and decrease lines to post
2. 2Post Difference — writes the adjustments

The Farkı Kaydet — SAY-2026-000001 (Post Difference) dialog ("Fark bugünün tarihiyle deftere yazılır ve dondurma kalkar. Belge bundan sonra değişmez." — The difference is written to the ledger with today's date and the freeze is lifted. The document cannot change after this.): "1 satır stok artırma, 2 satır stok azaltma olarak yazılacak; 4 satır farksız." (1 line will be posted as a stock increase, 2 lines as a stock decrease; 4 lines without difference.) Once confirmed:

• Document status: Kaydedildi (Posted) — the document never changes again; the Farkı Kaydeden (Difference Posted By) field is filled.
• Stock effect (with today's date, source document "Stok Sayımı" (Physical Inventory), description SAY-2026-000001):

Product	Movement	Quantity
SARF-0003	Stok Eksiği Düzeltmesi (Stock Shortage Adjustment — issue)	−4 ADET
SARF-0004	Stok Fazlası Düzeltmesi (Stock Surplus Adjustment — receipt)	+5 ADET
SARF-0007	Stok Eksiği Düzeltmesi (Stock Shortage Adjustment — issue)	−50 ADET

Lines without a difference do not create movements. The freeze is lifted; the items are open to movements again. The top of the document shows "Fark deftere yazıldı. Belge artık değişmez." (The difference was written to the ledger. The document can no longer change.)

Count posted — difference written to the ledger

1. 1Status — document is final
2. 2Freeze lifted
3. 3Second signature — who posted and when
4. 4Difference — turned into adjustments

The movements can be seen in Stok Hareketleri (Stock Movements) with the Kaynak Belge = Stok Sayımı (Source Document = Physical Inventory) filter (Source "Stok Sayımı #1"; in the movement details, Description SAY-2026-000001).

Stock Movements — count difference adjustments

1. 1Source document = Stock Count
2. 2Surplus — receipt
3. 3Shortage — issue
4. 4Source — the count document

The counter cannot post the difference

A user who entered quantities in this count or completed it cannot post the difference. In the demo document, when the user who entered the count tried Farkı Kaydet (Post Difference), the server rejected it: "Sayımı tamamlayan kişi farkı kaydedemez — ikinci imza başka bir kullanıcıdan gelmeli." (The person who completed the count cannot post the difference — the second signature must come from another user.) The difference was therefore posted by the second user (Demo Onaylayıcı); the stock effect above is the result of that posting.

Step by step: Post a physical inventory difference.

Cycle counting

For regular counts, define an interval (days) per warehouse, category and ABC class in Stok Yönetimi › Fiziksel Envanter › Dönemsel Sayım › Sayım Döngüleri (Inventory › Physical Inventory › Cycle Counting › Count Cycles). Scopes that are due appear on the Sayımı Gelenler (Due for Count) tab, and Sayım Aç (Open Count) opens the dialog of step 1 of this process pre-filled. The ABC class is written to the item by ABC Analizi › Karta Yaz (ABC Analysis › Write to Item).

FAQ / Troubleshooting

Situation	Cause and solution
"Bu kapsamla çakışan açık bir sayım var: {no}. Aynı rafı iki sayım birden donduramaz — önce onu kaydedin ya da iptal edin." (There is an open count overlapping this scope: {no}. Two counts cannot freeze the same shelf at once — post or cancel that one first.)	There is an open count in the same warehouse/storage location/category. Finish it first, or narrow the scope.
A shipment, goods receipt or production is rejected with "… sayımda ({no}) — sayım kaydedilene ya da iptal edilene kadar stok hareketi yazılamaz." (… is being counted ({no}) — no stock movement can be posted until the count is posted or cancelled.)	The item is in the scope of an open count. Post the count, or cancel it with a reason.
"{X} sınıfında ürün yok — önce ABC Analizi'nden sınıfları karta yazın." (There are no items in class {X} — first write the classes to the items from ABC Analysis.)	For a count by ABC class, first run ABC Analizi › Karta Yaz (ABC Analysis › Write to Item).
Sayımı Tamamla (Complete Count) is disabled	There are uncounted lines. Find them with the Sayılmayanlar (Uncounted) switch; if an item is not on the shelf, enter 0.
"Satır {n} defterden geldi — silinemez. Rafta yoksa sıfır sayın." (Line {n} came from the ledger — it cannot be deleted. If it is not on the shelf, count zero.)	A ledger line cannot be deleted; enter 0.
"Sayımı tamamlayan kişi farkı kaydedemez — …" / "Bu sayımda miktar giren kişi farkı kaydedemez — …" (The person who completed the count / entered quantities in this count cannot post the difference — …)	Second signature: the difference is posted by another approver.
"Sayım açıldıktan sonra şu satırların defter miktarı değişti: … . Sayımı iptal edip yeniden açın." (The ledger quantity of the following lines changed after the count was opened: … . Cancel the count and open it again.)	A document that was being processed while the count was opened changed the ledger. Cancel the count and open it again.
A shortage line is not posted; allocation warning	The missing stock is allocated to a document. Release the allocation with a reason in Stok Tahsisleri (Stock Allocations).
"İptal gerekçesi zorunludur." (A cancellation reason is required.)	Enter a reason in Sayımı İptal Et (Cancel Count).

Step-by-step tasks

1. Open a physical inventory countScope selection and freezing.2–3. Enter a physical inventory countCounted quantity, found item, serial numbers, completion.4–5. Post a physical inventory differenceReview, recount, posting with a second signature, cancellation.Physical inventories screenStatuses, fields, all rejection messages, cycle counting.