Stock Opname

Transaction → Stock Opname is the physical count: someone walks the site scanning assets, and Fisetra compares what was found against what the register claims.

It is the only transaction that does not change assets directly. A count reports what is out of step; correcting it is done afterwards with the ordinary documents. That separation is deliberate — a count is evidence, and acting on evidence is a separate decision.

INFO

The menu entry reads Stock Opname, but the page itself is headed Audit Document and its documents are called audit documents. They are the same thing.

The lifecycle, submitting, fixing and voiding are in Document basics.

WARNING

While a Stock Opname is active, the assets in its scope are locked for other transactions. You cannot move, dispose or change an asset that is being counted. This keeps the count meaningful — the register cannot shift underneath it. Complete or void the count to release them.

The whole flow

1. Create the document and set its scope
2. Allow devices to download the asset list
3. Count in the field by scanning
4. Review the findings, grouped by what was discovered
5. Reconcile the differences
6. Submit for approval
7. Raise follow-up documents for what the count found

Create the document and set the scope

1. Open Transaction → Stock Opname and select the create button.
2. Fill in the header: the title and the Submission Date.
3. Set the scope — specific departments and locations, or all of them.
4. Save. The number is generated and the status is DRAFT.

The scope decides which assets are expected to be found, and which are locked. Counting one warehouse should scope to that location; scoping to everything locks the whole register.

Allow devices to count

Field counting is done with a device that downloads the asset list, scans, and uploads the result.

On the document, enable device download and register the devices that may take part. Each device checks in, pulls the list for the scope, and the counting session begins.

Fisetra also has a scanning screen on the document itself for counting without a separate device.

Count in the field

Each asset is scanned by its barcode. Fisetra classifies every scan as it arrives, and each asset can carry a Comment — useful for noting damage or anything odd.

When counting is finished the device checks out, and the results are uploaded.

Review the findings

This is where the value is. The document groups everything into tabs:

Tab	What it means	Typical follow-up
Assets scanned	Found exactly where the register said	None
Assets from other locations	Found, but somewhere else	Asset movement
Assets from other departments	Found, but under a different department	Asset movement
Assets not scanned	Expected but never found	Investigate, then asset disposal
Disposal assets found	Marked disposed, but physically present	Reverse disposal
Reconciliation Assets	Resolved during reconciliation	Already handled

Assets found that are not in the register at all can be added from the count with Add Asset, which captures the details on the spot.

Read Assets not scanned carefully before concluding anything is lost. An asset can be missing from a count because it was genuinely gone, because it was somewhere outside the scope, or because its label would not scan.

Reconcile

Reconciliation is how you resolve a difference and record the decision.

1. Select the assets to resolve.
2. Select Reconcile.
3. In Reconciliation Confirmation, set the New Status, add a Comment, and for anything being written off, set the Disposal Date.
4. Confirm.

Reconciled assets move to Reconciliation Assets with your decision attached, so the approver sees not just the discrepancy but what you concluded about it.

INFO

The disposal date cannot be earlier than the start of the current month. If it is rejected, that is the rule — Fisetra will not let a count backdate a write-off into a closed period.

Attachments and Carbon Copy

Attach the signed count sheet or minutes on the Attachment tab, and add anyone who should receive the outcome — finance, internal audit — on Carbon Copy.

Submit and approve

Select Document Confirmation. The document becomes PENDING and approvers are notified.

On approval the count is recorded as the official result. The asset register is not rewritten — approving a count endorses the findings, it does not move or dispose anything.

If the document is rejected it returns to you as a DRAFT; fix it and use Confirm Fix.

Act on the findings

The count tells you what is wrong. Fixing it is separate work:

Finding	Document to raise
Asset in the wrong place	Asset movement
Asset genuinely missing	Asset disposal
Disposed asset found	Reverse disposal
Asset details wrong	Asset changes
Asset never registered	Asset addition, if not added during the count

Each of these goes through its own approval, so the correction is authorised on its own merits rather than riding along with the count.

Common problems

Problem	Why	What to do
Cannot move or dispose an asset	It is inside an active Stock Opname	Complete or void the count first
A device cannot download the list	Device download is not enabled, or the device is not registered	Enable it on the document and register the device
An asset is missing from the count list	It is outside the scope	Check the header scope
A scan is rejected	The barcode does not match any asset in scope	Check the label; the asset may be unregistered — use Add Asset
A disposal date is refused	It is before the start of the current month	Use a date within the current month
Approved, but the register did not change	Approving a count endorses findings only	Raise the follow-up documents above