Cycle Counts and Audit Day

Cycle counts & audit day

However careful you are, recorded stock drifts from reality — things get used, moved or miscounted. Cycle counting is the routine of checking on-hand quantities against what's actually on the shelf and reconciling the difference, so your numbers stay honest.

Where to find it: the Cycle count action in the Inventory More menu; the guided audit day walks multiple locations in turn.

Counting a location

A cycle count works per location: Gubbins lists what it thinks is there, you enter what's actually there, and it reconciles the difference — adjusting stock and recording the change in the activity log. Counting one area at a time (rather than the whole inventory at once) keeps it manageable and is exactly how "cycle" counting is meant to work.

Counts handle every stock style:

• Bulk — a quantity per location.
• Serialised — presence of each unit (including ones that are [[elsewhere on loan|Loans-Check-Out-and-In]]).
• Batches — per-batch quantities.

💡 Tip Cycle count a few high-value or fast-moving locations regularly rather than the whole place rarely — you catch drift sooner and it's never a big job.

Audit day

For a full stock-take, the guided audit day walks you through your locations one by one, tracking progress as you go so you can pause and resume without losing your place. It's built on the same per-location counting engine, so a single location count and a full audit feel the same.

ℹ️ Note Gubbins remembers when each location was last counted, so you can see what's overdue for a check and prioritise it. The built-in Unassigned location is the one exception — you can count the loose stock sitting there, but it doesn't carry a last-counted date of its own.

Related pages

• Locations & stock — the per-location ledger being reconciled.
• Batches & lots — per-batch counting.
• Activity log — where reconciliations are recorded.