Stocktaking is essential for tracking inventory accuracy, preventing losses, and preparing for financial reports. But in fast-paced businesses like pharmacies, retail stores, and warehouses, shutting down operations just to count stock is disruptive and costly.
The good news? With Odoo, you can perform monthly inventory counts without halting operations — as long as you follow the right steps.
In this article, you’ll learn exactly how to conduct monthly cycle counts in Odoo without closing your store, stopping sales, or losing control of your data.
📌 Why Stocktaking Matters (Even Monthly)
- Catches discrepancies between system and physical stock.
- Reduces theft, shrinkage, and expired stock.
- Improves reorder accuracy and inventory valuation.
- Helps reconcile purchases vs. consumption.
- Boosts audit and tax readiness.
Doing this monthly (instead of quarterly or annually) keeps your data fresh and operations efficient.
✅ Odoo Features That Support Live Stocktaking
- Inventory Adjustment Module
- Cycle Count Options
- Lot/Serial Tracking (if enabled)
- Mobile Scanner Integration (optional)
- Multi-location inventory support
These allow you to isolate inventory sections and count in batches — so your business keeps running.
🔧 Step-by-Step: Monthly Stocktaking Without Shutdown
🗂️ Step 1: Organize Your Inventory by Location or Category
Break down your inventory into manageable sections, such as:
- Shelves (A1, A2…)
- Product categories (e.g., antibiotics, supplements)
- Warehouse zones (receiving, backstore, shop floor)
This way, you can count one section per day or per shift without disrupting operations.
📋 Step 2: Create a Stock Adjustment Record
Go to:
Inventory > Operations > Inventory Adjustments
Click Create and enter:
- Inventory Reference (e.g., “Monthly Count – May – A1 Shelf”)
- Inventory Location – Choose the shelf, zone, or warehouse.
- Product – Leave blank to include all items in that location, or specify if you're counting only select items.
- Check “Include Exhausted Products” if you want to count zero-stock items too.
Click Start Inventory.
🖊️ Step 3: Enter the Counted Quantities
You can now begin counting the physical stock in that zone while business continues.
On the inventory adjustment screen:
- Odoo will show the “Theoretical Quantity” (what Odoo thinks you should have).
- Enter the “Counted Quantity” manually or via import.
You can also assign the count to a specific employee or team using the Responsible field.
⚠️ Important: Do not validate yet.
🛑 Step 4: Freeze the Count for Accuracy
To avoid discrepancies caused by new stock movements during the count:
- Click Set Quantities > Zero (optional, to count from scratch)
- OR rely on Odoo’s snapshot of the inventory at the time of starting the adjustment.
If using barcode scanners or batch upload, continue until you're done counting.
✅ Step 5: Validate the Inventory Adjustment
Once the count is complete:
- Review discrepancies.
- Click Validate to update the stock records.
Odoo will create stock adjustment entries and automatically update quantities across inventory reports.
🔁 Step 6: Repeat for the Next Zone or Category
Follow the same process for different zones, categories, or product types.
👉 Pro tip: You can rotate which sections are counted each week, so the full store is covered monthly without ever closing.
📦 Optional: Use Cycle Counting Instead of Full Inventory Count
Cycle counting means counting only a portion of your stock each time — which makes it ideal for ongoing businesses.
In Odoo:
- Set up rules for cycle counts by location or product category.
- Assign counts to employees during slow hours.
- Automate reminders using scheduled activities or projects.
📊 Step 7: Analyze Discrepancies
After validation, go to:
Inventory > Reporting > Inventory Valuation
Look for:
- Frequent shortfalls on specific products
- Patterns in loss or miscounts
- Items that are regularly overstocked
This helps improve purchasing and storage decisions.
🧠 Tips for Success
- Always assign a stock count supervisor for accountability.
- Train staff on how to count properly and record data.
- Encourage honesty over perfection — accuracy helps more than blame.
- Use barcode scanners or mobile apps for speed and precision.
- Avoid performing counts during delivery or restocking hours.
🛠 Tools That Can Help
- Inventory > Schedulers – Create a recurring task or reminder.
- Projects or Tasks App – Assign each team a section per week.
- Barcode App – If available, speeds up data entry and improves accuracy.
- Studio App (optional) – Customize your stocktake form.
🚀 Final Thoughts
Monthly stocktaking doesn’t have to mean closing your shop or losing sales hours. With Odoo’s flexible inventory adjustment tools, you can manage stock counts quietly in the background — one zone at a time — and keep operations running smoothly.
This simple process, when done consistently, leads to smarter purchasing, less waste, and stronger financial controls. And best of all, it fits seamlessly into your workflow.