--- title: "Inventories" canonical: "https://helpcenter.storesace.com/space/KBEN/7504020/Inventories" format: markdown --- **[Creating an Inventory](#t1)** [Edit the list of items in an inventory](#t2) [Adding items to an inventory](#t3) [Item Count](#t4) [Side Toolbar Options](#t5) [Closing an inventory](#t6) **[Creating a Partial Inventory Template](#t7)** **[Initial Inventory](#t8)** **[Annual Inventory](#t9)** --- An inventory in StoresAce represents a "photograph" of the quantities of items present in a warehouse at the end of a specific day. It can be dynamically entered for one or several items or loaded in Total mode, containing all items associated with the warehouse that are eligible for inventorying, including those related to purchase, purchase/sale, generics, production, and production/sale. This process allows us to have an understanding of the quantities of items present in the warehouse, as well as any unknown discrepancies, known as "break." In other words, it identifies the differences between the recorded stock based on transactions and the actual physical stock on hand. **The inventory becomes an essential tool to determine the real food cost of the business and should be frequently conducted.** --- ## Creating an Inventory > Macro (anchor) The Inventories List page allows you to create, compose, close, and view inventories. To create a new inventory, click on the "Add" button, which will take you to the creation page. ![image-20260106-094335.png](media://53ca83f0-d95e-4a63-ac4f-d4b230786ff4) > Macro (anchor) Before proceeding with inventory creation, let's understand the three **types of inventory**: **Total Inventory**: This type of inventory allows us to manually enter the physical stock collected for all eligible items in the store and warehouse on that specific day. The total inventory calculates the total theoretical quantity of items in the store and warehouse, requiring the manual input of quantities after counting. It's important to note that if an item has a physical stock of zero (0), the final value after saving the inventory will also be zero. Zero is considered a valid number, so only items with a real zero stock should be recorded as such. **Partial Inventory**: This type of inventory allows us to enter the physical stock only for a specific set of items or families that generate stock and are constant in an item template. The selection of the template is mandatory at the beginning of the inventory. The partial inventory depends on an item template specifically created for this purpose. In StoresAce settings, we can create these templates to gather one or more items that we want to inventory while excluding other items in the store and/or warehouse. The operation of a partial inventory is similar to that of a total inventory, but it provides specific results for the selected template when creating the movement. ([See how to create an item template](#t7)) **Dynamic Inventory**: If the permission to perform a dynamic inventory is active for the userthen it is allowed to perform an inventory adding the inventory items one by one to the list where the physical stock collected will be defined. After counting and entering the stock, saving and closing will generate the inventory document with the date of the inventory. It will show the quantities and the unknown break, which is the difference between the theoretical stock and the physical stock. To start the inventory, begin by filling in the fields in the inventory header. Once the header is completed, clicking on "Create" will display the list of items in the inventory. All fields marked with (*) are mandatory. ![image-20260106-094347.png](media://ca211f5a-327b-45b3-9f6f-f1708c509dd2) Exactly, if the fields referring to Total Inventory and Partial Inventory are not filled, the inventory will be created without any items in its list. In this case, you will need to manually insert the items, which will result in a **Dynamic Inventory**. The Dynamic Inventory allows you to build the list of items item by item, giving you the flexibility to include specific items in the inventory as needed. ## Edit the list of items in an inventory > Macro (anchor) Once the inventory is created, you can edit the details of the items in the loaded list. If it is a Total Inventory or Partial Inventory, the list will be populated with the existing items (all items for a Total Inventory and a specific list of items for a Partial Inventory). ![image-20260106-094432.png](media://a8ceeb29-0c16-49fb-8f38-15fdf0886801) Na lista de artigo consultamos a informação do artigo, a unidade, a sua quantidade téorica, stock físico, informação de custo do artigo e quebra. In the item list, you can view information about the item, unit, theoretical quantity, physical stock, average cost price and breaks. **Theoretical Quantity**: the theoretical quantity of the item, calculated based on all movements (deliveries, sales, waste, etc.) of these items in the warehouse up to the inventory date (from the date of the last inventory). **Physical Stock**: the real and manually counted quantity of the item's stock in the warehouse; if the "Assume Theoretical Stock" option is selected, this quantity will be loaded with values equal to the theoretical stock; if not selected, this quantity will be filled as 0 and must be manually edited to reflect the real stock. **Unit**: identifies the stock unit of the item. **Average Cost Price**: indicates the average cost price of the item based on the item's movements at the inventory date. This can be manually edited when the "Price Definition?" option is active in the inventory header. **Theoretical Cost**: valuation of the item's theoretical quantity based on the Average Cost Price. **Break Quantity**: the difference in stock units between the theoretical quantity and the physical stock. This can be negative when the physical stock is less than the theoretical quantity, and positive when the physical stock is higher than the theoretical quantity. **Break Value**: the value of the Break Quantity based on the Average Cost Price of the item. This valuation can be negative when the physical stock is less than the theoretical quantity and, therefore, the break is negative, and positive when the physical stock is higher than the theoretical quantity, and, therefore, the break is positive. ![image-20260106-094531.png](media://f90d6070-61cd-4509-affe-678a82e59e8b) The **color of the line** in the inventory list can be black or red. A red line indicates that the line has not been edited yet, and the real quantities of the item in the warehouse have not been entered. A black line indicates that the line has been edited, and the quantities have been entered. ## Adding items to an inventory** **> Macro (anchor) After creating the inventory with its basic settings without activating "Total Inventory" or "Partial Inventory," the item list will be loaded empty and without any items. At this point, you can add items to the inventory. ![image-20260106-094547.png](media://b57909e9-922d-454e-b420-e0c480bce7ba) **Add**: allows you to add items one by one to the list. **Search**: allows you to search and select multiple items to be added to the list. **Search field**: allows you to search for items by name or code to add them directly to the list. ## Item Count > Macro (anchor) When you click on the lines in the item list, you have access to the inventory item editing window. Here you can enter the counted quantity, add units to the count, and, in the case of an inventory with the "Price Definition?" option active, enter the unit price of the item. ![image-20260106-094623.png](media://b649d22b-a7a8-496d-8bbe-f47fb90b1cff) Once filled, "Save" saves the information and takes you back to the item list, "Save and Next" saves the information and advances to the editing window of the next item in the list, while "Close" closes the window without considering the filled information. ### Counting of items with different units With some items, it may happen that the same item is purchased in different units, different from the stock unit configured in its record. To make counting easier, when you click on an item line to edit its quantities, if the item has more than one configured unit, a list with the different counting units will be displayed, and you just need to enter the counted quantities. ![image-20260106-094656.png](media://1016d071-e34a-4120-ac07-d63dd6552336) The item list is updated with the stock quantity of the item, taking into account the entered units. It is also possible to view the quantities and units of the item in the same window by clicking on the "+" icon. ![image-20260106-094734.png](media://ac73b600-fc4a-4211-b5d2-905b6d257ab7) ## Side Toolbar Options > Macro (anchor) ## Closing an inventory > Macro (anchor) Once the inventory is created and saved for processing, to conclude the process, you must use the buttons available in the upper right corner of the page. ![image-20260106-094836.png](media://65768c63-810e-4ea5-91d9-bd5d8e300951) **Save**: Saves the inventory progress, keeps the inventory in the "Open" state, and does not affect stock. **Close**: Allows you to close the inventory, from this moment, the document is considered a movement affecting stocks and will affect the stock of each of the items included in it. --- ## Partial Inventory Templates Reduced inventories (for counting a smaller quantity of items in the store) depend on the existence of a model that allows containing and loading these items into the inventory. ## Creating a Partial Inventory Template > Macro (anchor) Partial inventories (for counting a smaller quantity of items in the store) are subject to the existence of a template that can contain and load these items into the inventory. Partial inventory templates can be created under Configuration > Items > Templates. ![image-20260106-095005.png](media://e655cd6f-6e85-4a43-9997-f7d4683b9a6f) The Templates menu allows you to create and edit templates. To create a new partial inventory template, the "Add" button takes you to the creation page. All fields marked with (*) are mandatory. ![image-20260106-095022.png](media://692af484-8d6a-4749-bf11-c2a9fae054d6) **Period**: Defines the start and end date for using the template. A template can be used as a default set of items for different movements. **Purchases **Indicates the purchase movements in which it can be used. **Stock** Indicates the stock movements in which it can be used. **Others **Indicates if it can be used in inventories. In this case, as it's a reduced inventory template, the "Inventories" option should be activated. Once the template is defined and creation is initiated, a list appears for adding the items that should be loaded into the partial/reduced inventories. ![image-20260106-095752.png](media://003c50a3-041c-46ca-ba99-b5c3fa0fe57b) To use the template in an inventory, it must be selected in the designated area before creating the inventory. ![image-20260106-100012.png](media://832e0fe5-a69a-44db-b7cf-71c7bea08dda) --- ## Initial Inventory > Macro (anchor) The initial inventory is essential when creating a warehouse. It's the inventory that will define the stock of physically contained items in StoresAce, and that's why it's important for it to be a total inventory type. When the inventory is created, since the items haven't been moved yet, they won't appear in the inventory. You can add all inventory items assigned to the warehouse you are taking inventory of through the side options bar, using the "Import from Warehouse" option. ![image-20260106-100319.png](media://2f414d80-432a-4734-a6a5-61475c41e457) --- ## Annual Inventory > Macro (anchor) The concept of an annual inventory is not specifically defined by StoresAce. In practice, it's a Total Inventory that addresses the legal requirement of annually reporting a Total Inventory to the Tax Authority. This should be conducted per warehouse and can be exported from StoresAce for submission to the Tax Authority. Once closed, it can be exported in one of two ways: - From within the inventory, through the side options bar. ![image-20260106-100501.png](media://808134eb-5212-481c-979d-bbd31d054606) - On the Inventory List page, through the options sidebar, after selecting the inventories that you want to export. Ideal method to export in one document the inventories of several warehouses. ![image-20260106-100430.png](media://b8346e1e-885d-46f2-8005-b92fb512418c)