Dentolize · Stock Counts Walkthrough
On this pageTeaching orderCommon trainee mistakes to watch forRole-specific notes

For Training

Teaching order

Stock Counts has a natural lifecycle — teach it in this order, ideally on a real (or sandbox) storage with real stock in it so trainees see populated lines, not an empty count.

1. Open a count

Inventory → Stock Counts → New Stock Count.

  • Pick one storage to count just that room/cabinet/branch store — the normal case.
  • Leave the storage field empty to count the whole clinic at once. Make sure trainees read (and understand) the warning before doing this: it blocks every inventory movement in the clinic until the count is finished. Don't demo this on a live/production clinic during business hours.
  • Add a details note (e.g. "Q3 cycle count") — it's optional but helps anyone reviewing count history later.
  • Save. You land directly on the new count, numbered #1, #2, etc.

2. Count it — pick the right method for the trainee's role

Show all of these, but let trainees know they can mix and match per count:

  • Guided counting (recommended default): click Start Count. It hands you the next uncounted line automatically — type the amount, hit Save (or Enter), it advances. Point out the item/box toggle (only enabled when the item has more than one unit per box) and the search box for jumping to a specific item out of order.
  • Table editing: scroll the count's table and click directly into the "Counted" cell for any line. Saves on blur or Enter — no separate save button. Good for someone working from a printed list at a desk rather than walking shelves.
  • Mobile app: same count, same lines — open it on the phone, tap a line to count it, or tap the camera icon to scan a barcode and jump straight to that item's line.
  • Excel upload: for counts done on paper first. Click Upload Count Sheet, drag in a .xlsx/.xls/.csv file. Rows are matched by a Code column (or SKU + Storage name as a fallback) — emphasize that the sheet's headers matter for a clean match.

Have trainees notice the progress bar and "X of Y counted" figure update live as lines are counted — that's the signal a count is nearing completion.

3. Close it

Three ways out, worth demonstrating the difference between clearly:

  • Confirm Count — the normal ending. Shows the variance summary and a warning if anything was left uncounted, then offers two distinct buttons: Confirm without changing stock (just record it) and Confirm and update stock (also fix live inventory to match). Make sure trainees understand these are different outcomes, not a checkbox — walk through both at least once in training.
  • Cancel Count — abandon the count with no stock effect. Asks for confirmation first. Use this for practice/mistake counts during training rather than confirming them.
  • Delete (trash icon) — only available while still open; removes the count entirely. Point out that once confirmed, a count can never be deleted — it's a permanent record.

4. What happens after "Confirm and update stock"

If any lines came out different from expected, an Adjustment inventory order appears — linked directly from the count's detail page. Show trainees where to find it: it's a normal order like any purchase or transfer, so anything they already know about reading inventory orders applies here too.

Common trainee mistakes to watch for

  • Opening an all-storages count without reading the warning, then being confused why purchases/sales stop working elsewhere in the clinic. Fix: cancel or confirm the count.
  • Assuming Confirm Count always changes stock — walk through both buttons explicitly so this isn't assumed.
  • Forgetting that a count only includes items that had stock at the moment it opened — items added afterward won't show up until a new count.
  • Not realizing a line can be re-counted any number of times while the count stays open — there's no "locked in" state per-line, only per-count.

Role-specific notes

  • Counters (staff doing the physical walk) mainly need Start Count / table editing / mobile scanning — they may not need to see Confirm/Cancel/Delete at all if the clinic scopes their permission group accordingly (see Permissions & Visibility).
  • Managers/owners need the full lifecycle, especially the confirm decision (update stock or not) and reading variance before deciding.