Create and run a stock audit

A Stock Audit is a physical inventory count you run against your system records. You (or your warehouse team) walk the floor, mark what you actually find, and Rentablez shows you exactly where reality and the system disagree — a missing tagged asset, a bulk pool that’s five units short, a machine that turned out to be damaged. When you complete the audit, those differences are applied as stock adjustments so your numbers are correct again.

Stock Audits live under Stock Audit in the main menu.

Before you start

• Viewing audits needs Assets — Read access.
• Creating an audit, saving counts, and completing, cancelling, or reversing one all need Assets — Write access. Without it, the action buttons stay hidden and you can only view.

The Stock Audit list

The list shows every audit with its status, branch, scope, audit date, and item count. Use the tools at the top to find what you need:

• Search — type an audit number to filter the list.
• Status filter — narrow to a single status.

A small refresh icon next to an audit number means it’s a recurring audit that auto-creates its next cycle on schedule. See Recurring and blind stock audits.

Click any row to open the audit and start counting.

Create a stock audit

1. Click + New Audit. The New Stock Audit drawer opens from the right.
2. Fill in the fields below.
3. Click Create Audit.

Choose what to count (scope)

By default an audit covers all of your assets. Narrow it down by combining any of these filters — leaving a field empty means “all”:

• Branch — pick which branch’s stock to count. This field only appears when your organization has more than one branch.
• Categories — limit the count to one or more asset categories.
• Specific Assets — pick individual assets (regular, bulk, or kit). A Select all shortcut sits above the picker; each option is tagged R (regular), B (bulk), or K (kit) so you can tell them apart.
• Tags — limit the count to assets carrying particular tags.

Watch the scope preview banner. As you adjust the filters, the banner at the top of the drawer recalculates and shows how much you’re about to count — for example “12 SKUs · 47 units in scope”. A SKU is a distinct asset entry (one line per tagged asset or bulk pool); a unit is total physical inventory, so a bulk pool contributes its full quantity. If it reads “No items match — adjust your filters”, loosen your scope before creating.

Set the schedule

• Audit Date — defaults to today; change it if you’re scheduling the count for another day.
• Recurrence — One-time by default. Choose Weekly, Monthly, Quarterly, or Yearly to have Rentablez auto-create the next cycle on schedule.

Counting mode and notes

• Blind count — tick this to hide the expected quantity and condition from counters while the audit is in progress. Variances only appear once you complete the audit, so the count stays honest. More on this in Recurring and blind stock audits.
• Notes — optional free text, e.g. a reason for the audit or instructions for the counter.

Run the count

Open the audit from the list. The header card shows the audit number, status, branch, date, recurrence, and — while counting — live stats: Total Audited Assets, Matched Assets, and Mismatched Assets.

Assets are split into two tables because they’re counted differently.

Individual assets (tagged)

Each tagged asset is one row. Walk the floor and, for each:

1. In the Asset Found column, click the toggle to switch between Found and Missing.
2. In Actual Condition, pick what you observed — Operational, Damaged, Needs Repair, or Decommissioned.
3. The Match Status column shows OK when it lines up, or MISSING when the asset wasn’t found.

Bulk assets (quantity-based)

Bulk pools are counted by number. For each row, the table shows the Total Stock, how much is Rented/Out, and the Expected on-hand figure. Then:

1. Type what you physically counted into the Counted field.
2. If it differs from the expected figure, add a short Reason (e.g. “2 damaged, written off”).
3. Match Status shows the variance — 0 when it matches, +N for a surplus, or a negative number when you’re short.

Save as you go. Click Save Counts at any point to store your progress without finishing the audit. You can leave and come back — your counts are waiting for you. Once you save the first count, the audit moves to In Progress.

Focus on the differences

Use the view selector above the tables to switch between All Audited Assets and Mismatched Assets. On a large count, filtering to mismatches lets you review only the rows that need a decision before you complete.

Finish up

When every item is counted, you’ll typically Complete the audit to apply the adjustments — or Cancel it if you’re abandoning the count. Completing is a deliberate, reviewable step (and can later be reversed), so it has its own page:

• Complete, cancel, or reverse a stock audit

You can also Export the checklist to Excel or print a physical count sheet with signature lines before you head to the floor — see Export and print an audit checklist.

Related Articles

• Complete, cancel, or reverse a stock audit
• Recurring and blind stock audits
• Export and print an audit checklist
• Configuring Roles & Permissions