---
title: Inventory Stocktaking Method
description: "**Purpose of this procedure:**To adjust the product quantity in the system to match the actual quantity in the warehouse, whether it is an **increase**or a **decrease**. --- ## Scenario 1: System quantity exceeds actual inventory. **(Example: The system shows 4…"
url: "https://bill.sa/en/help/inventory-stocktaking-method/"
updated: "2026-09-28"
category: General Settings
---

# Inventory Stocktaking Method

**Purpose of this procedure:**To adjust the product quantity in the system to match the actual quantity in the warehouse, whether it is an **increase**or a **decrease**.

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## Scenario 1: System quantity exceeds actual inventory.

**(Example: The system shows 4 units more than what is actually in the warehouse)**

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**❶ From the main interface**

- Go to the **"Damaged Inventory"**list.

![](https://bill.sa/wp-content/uploads/2026/07/‫أضف-تالف-شركة-تجربة-Google-Chrome‬-7_30_2026-01_57_41-م-1024x540.png)

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**❷ Adding Damaged Inventory**

- Click on **"Add Damaged Inventory"**.

![](https://bill.sa/wp-content/uploads/2026/07/‫الرئيسية-شركة-تجربة-Google-Chrome‬-7_30_2026-01_33_33-م-1024x540.png)

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**❸ Selecting the product and quantity**

- Select the desired product.
- In the quantity field, enter 4 (or the number you wish to deduct).

![](https://bill.sa/wp-content/uploads/2026/07/‫أضف-تالف-شركة-تجربة-Google-Chrome‬-7_30_2026-01_50_57-م-1024x540.png)

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**❹ retention**

- Click **"Save"**.

**Result:**✅ 4 units will be deducted from the system so that the figure matches the actual inventory.

![](https://bill.sa/wp-content/uploads/2026/07/‫أضف-تالف-شركة-تجربة-Google-Chrome‬-7_30_2026-01_51_20-م-1024x540.png)

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## Second scenario: System shortage relative to actual inventory.

**(Example: The system shows 4 units fewer than what is actually in the warehouse)**

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❶ From the main interface

- Go to the **"Products"** menu.

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**❷ Product List**

- Select **"Product List"**.

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**❸ Product Selection**

- Find the desired product, then click the **Options icon** ⋮ next to it.

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**❹ Add or edit opening stock**

- From the drop-down menu, select **"Add or Edit Opening Stock."**

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**❺ Adjusting the quantity (depending on product status):**

**Case 1: An existing "Opening Balance" record.**

- A screen will appear containing the **"Remaining Quantity"** field.
- **Edit this field** directly and enter the exact balance amount you want.
- Example: If the current balance is 10 and you want it to become 14, enter 14 directly.
- The system will recalculate everything to match the new figure.

**Second scenario: There is no existing "opening balance" record.**

- (Example: A product such as "Osca 200ml," where the previous stock balance originated from regular purchases rather than an opening balance.)
- A **blank**or new screen will appear (without any previous numbers).
- **Any amount you enter** in this case will be **considered a new payment** added to the existing balance.
- There is no "previous total" on this screen to be changed or replaced.

![](https://bill.sa/wp-content/uploads/2026/07/‫المنتجات-شركة-تجربة-Google-Chrome‬-7_30_2026-02_03_13-م-1024x540.png)

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**❻ Preservation**

- After entering the required number, click **"Save"**.

**Result:**✅ The quantity will be added to the product balance, making it match the actual stock.

![](https://bill.sa/wp-content/uploads/2026/07/‫المنتجات-شركة-تجربة-Google-Chrome‬-7_30_2026-02_08_34-م-1024x540.png)

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## ⚠️ Important Notices:

- **Ensure the correct scenario:**use the first scenario (damaged stock) if the system quantity exceeds the actual stock, and the second scenario (opening stock) if the system quantity is less than the actual stock.
- **Precise Quantity Specification:** Ensure the correct number is entered, as any error will directly affect inventory levels.
- **The difference between the two cases in the second scenario:** Pay attention to whether or not the product has a prior opening balance, as the adjustment method differs, as explained above.
- **Reviewing Inventory After Adjustment:**After saving, check the product quantity in the product list to verify the update.

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## 💡 Additional tips:

**📌 Documenting Changes**

- Maintain a log of all inventory adjustments for review and audit purposes.

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**📌 Review before saving**

- Verify the actual quantity in the warehouse before making any adjustments in the system.

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**📌 Using periodic inventory**

- It is preferable to conduct a periodic inventory count and make adjustments in a single batch, rather than adjusting each product individually.