Physical count is a core process for ensuring the accuracy of Local balances and matching them with the actual balances in warehouses. In some cases, users prefer to rely on Excel during the counting process—whether to organize data, simplify balance entry, or perform the count offline and import it into the system later.
Physical Count Using Excel
The physical count using Excel is completed through the following steps:
First Step: Exporting the Excel File from “Edara”
Go to the “Warehouses” module.
Open the “Warehouse stocks” page.
Select the required columns to be used in the physical count, which are: Item Description and Local on-hand balance.
Click on “Generate”.
Hover over the “+” icon.
Click on “Excel”.
Select “Detailed” under the “Batch numbers & expiry dates” section.
Select the required columns to be used in the physical count, which are: Item Description, Batch Number, Expiration date, and Local on-hand balance
Click on “Generate”.
Hover over the “+” icon.
Click on “Excel”.
Note: If you want to count a specific classification or brand, apply the required Conditions in the Warehouse stocks Report before clicking on “Generate”.
Second Step: Editing Quantities in the Excel File
Rename the “Local Balance” column to “Quantity”.
Set all balances in the file to zero.
Delete the total value from the last row in the “Quantity” column.
After that, you have two working options:
First Option:
Upload the file after resetting all quantities to zero. Enter the counted quantities directly from the system interface, either by using barcode scanning or manual entry.
Note: Barcode scanning cannot be used for stock items that depend on the batch number.
Second Option:
Enter the counted quantities directly into the Excel file—either per stock item or per stock item and batch number—then upload the file to the system.
Notes:
If the number of stock items is not very large, it is recommended to select “All” stock items instead of “Non-zero balance”, to ensure that the physical count includes items with a local balance of zero, but have an actual balance
Make sure to delete the contents of the “Total” cell in the “Quantity” column before re-uploading the file, to avoid any upload issues.
Third Step: Uploading the File into the Physical Count
Click on “⇅” to upload the file and import it into the system.
If you encounter any challenges or have questions during these processes, you can contact our technical support team, who are ready to assist you at any time.