Physical Count (Auditoría)

The physical count module enables systematic inventory audits by comparing system records with actual warehouse counts, identifying discrepancies, and generating detailed reports.

Overview

Physical counts help verify inventory accuracy by having staff count actual items on shelves and comparing those counts with system quantities. The system tracks three separate quantities to account for loose parts and work-in-progress.

System Comparison

Compare database vs physical count

Track Discrepancies

Identify and document differences

Export Reports

Generate Excel for follow-up

Count Structure

Count Registration

Each count session is a registro_conteo:

interface RegistroConteo {
  id_registro: string;
  id_localizacion: string;
  fecha_conteo: string;
  id_usuario_contador: string;      // Who performed the count
  tipo_conteo: 'total' | 'parcial'; // Full or partial inventory
  total_items_contados: number;
  total_diferencias: number;         // Items with discrepancies
  total_items_pq: number;           // Items with "pequeños quedan"
  observaciones: string | null;
  estado: 'en_proceso' | 'finalizado' | 'cancelado';
}

Count Details

Each item counted is a detalle_conteo:

interface CountItem {
  id_repuesto: string;
  ref_excel: string;              // Reference for Excel export
  nombre: string;
  cantidad_sistema?: number;      // What the system says
  real?: number;                  // Cantidad en Sede Auditada (CSA)
  pq?: number;                    // Pequeños Quedan (loose/in-process)
  diferencia?: number;            // Calculated discrepancy
}

Three-Quantity System

The count tracks three separate quantities:

1. Cantidad Sistema

What the inventory system shows as current stock. This is the baseline for comparison.

2. Cantidad en Sede Auditada (CSA / “Real”)

The actual physical count of complete, ready-to-use parts found on shelves.

3. Pequeños Quedan (PQ)

Loose parts, partial units, or items in work-in-progress that exist but aren’t ready for use. Common examples:

Parts removed from packaging but not yet installed
Items in technician work areas
Damaged units awaiting warranty processing
Returns being inspected

Difference Calculation

Diferencia = (Cantidad_Sistema + PQ) - CSA

Interpretation:

Positive difference: System has more than physically found (potential loss/theft)
Negative difference: More found than system shows (unrecorded additions)
Zero: Perfect match

Example: Understanding the Three Quantities

Brake Pad Set (Ref: BP-2001)

Sistema: 10 sets
CSA (Real): 8 sets on shelf
PQ: 2 sets (1 in tech’s toolbox, 1 opened for inspection)
Diferencia: (10 + 2) - 8 = 4 units difference

This suggests 4 sets are unaccounted for and need investigation.

Cable Set (Ref: CB-3050)

Sistema: 5 sets
CSA (Real): 5 sets on shelf
PQ: 0
Diferencia: (5 + 0) - 5 = 0 - Perfect match!

Battery (Ref: BAT-100)

Sistema: 3 units
CSA (Real): 5 units on shelf
PQ: 0
Diferencia: (3 + 0) - 5 = -2 units

Negative difference indicates 2 batteries were added without recording. Need to find receiving paperwork.

Conducting a Count

Full Count (Total)

Audit all items in a location:

Initiate Count

Start new count session, marking as ‘total’

Freeze Movements

Pause normal operations during count

Count Systematically

Go section by section through warehouse

Record Each Item

Enter CSA and PQ for every item

Note Discrepancies

Add observations for major differences

Finalize Count

Mark as ‘finalizado’ and generate report

Partial Count (Parcial)

Audit specific items or sections:

Select Items

Choose which items to count (high-value, problem items, etc.)

Upload List

Import from Excel or select from inventory

Count Selected Items

Record CSA and PQ for chosen items only

Review Results

Focus on discrepancies in counted items

Complete Count

Save and export results

Partial counts are useful for:

High-value items requiring frequent verification
Problem items with history of discrepancies
Random spot checks
Quick verification after inventory adjustments

interface PartialCountModalProps {
  isOpen: boolean;
  onOpenChange: (isOpen: boolean) => void;
}

The partial count modal provides an interface for:

Import Excel: Upload list of items to count
Select Items: Choose from current inventory
Enter Counts: Input CSA and PQ values
Auto-Calculate: System computes differences
Flag Issues: Highlight items with discrepancies
Export Results: Download for further analysis

Excel Integration

Import Format

Import count lists from Excel with columns:

Referencia | Nombre | Cantidad_Sistema

Example:

BP-2001,Brake Pad Set,10
CB-3050,Cable Set Type 3,5
BAT-100,Battery 48V 20Ah,3

Export Format

Export count results with all details:

Referencia | Nombre | Sistema | Real (CSA) | PQ | Diferencia | Observaciones

Example:

BP-2001,Brake Pad Set,10,8,2,4,"Review technician checkouts"
CB-3050,Cable Set Type 3,5,5,0,0,"Match - OK"
BAT-100,Battery 48V 20Ah,3,5,0,-2,"Find receiving paperwork"

Excel Export Features

Exported spreadsheet includes:

Header: Location, date, counter name
Summary: Total items, total differences, items with PQ
Detail rows: Every counted item with all quantities
Conditional formatting: Differences highlighted
Formulas: Difference calculations preserved
Notes column: Observations from counter

Use exported data to:

Present to management
Track trends over time
Identify problematic items
Justify inventory adjustments

Count Summary

At the end of each count, generate summary metrics:

interface CountSummary {
  total_items_contados: number;     // Total items counted
  total_diferencias: number;        // Items with non-zero difference
  total_items_pq: number;           // Items with PQ > 0
  diferencia_total_unidades: number; // Sum of all differences
  porcentaje_exactitud: number;     // % of items with zero difference
  items_criticos: number;           // Items with difference > threshold
}

Accuracy Metrics

Accuracy Rate:

(Items with zero difference / Total items counted) × 100

Example: 47 perfect matches out of 50 items = 94% accuracy Critical Discrepancies: Items where abs(diferencia) > threshold (e.g., 3 units or 10% of quantity)

Post-Count Actions

Investigating Discrepancies

Review Audit Logs

Check recent inventory movements for the item

Check Movements

Look for undischarged technician loads

Verify Requests

Confirm all dispatched requests were received

Physical Recount

Double-check items with large differences

Document Findings

Record the cause of discrepancy

Adjusting Inventory

After resolving discrepancies:

Approve Adjustments

Management reviews and approves changes

Create Adjustment Record

Document reason for each adjustment

Update System

Set inventory quantity to match physical count

Reference count session ID

Notify Stakeholders

Alert relevant users of changes

Never adjust inventory without investigating first. Unexplained discrepancies may indicate theft, data entry errors, or process problems that need addressing.

Count Frequency

Recommended counting schedules:

Full Inventory

Quarterly or semi-annually

High-Value Items

Monthly

Fast-Moving Parts

Monthly

Problem Items

After every transaction

Cycle Counting

Instead of counting everything at once, count different sections on a rotating schedule:

Week 1: Aisle A (electrical)
Week 2: Aisle B (brakes)
Week 3: Aisle C (batteries)
Week 4: High-value items

This spreads the workload and provides continuous verification.

Count History

Track the veces_contado field on each inventory item:

veces_contado: number  // Incremented with each count

Use this to:

Identify items never verified
Ensure all items counted regularly
Prioritize items with low count frequency
Track auditor diligence

Permissions

Action	Required Permission
Start count	`create_count`
Enter counts	`enter_count_data`
Finalize count	`finalize_count`
Export results	`export_count`
Adjust inventory	`adjust_inventory`
Delete count	`delete_count`

Best Practices

Schedule Strategically

Count during slow periods or when inventory is most stable

Freeze Transactions

Minimize movements during counting to avoid confusion

Use Two Counters

Have a second person verify high-value or discrepancy items

Count by Position

Go shelf by shelf systematically to avoid missing items

Document Everything

Add observations for any unusual findings

Follow Up Promptly

Investigate discrepancies immediately while details are fresh

Common Issues

Large Positive Difference

Problem: System shows 20 units, physical count finds 12Possible causes:

Technician took parts but load wasn’t discharged
Request dispatched but not recorded
Theft or loss
Parts moved to another location

Actions:

Check undischarged movements
Verify recent requests
Ask staff if they know where parts went
Review security footage if theft suspected

Large Negative Difference

Problem: System shows 5 units, physical count finds 12Possible causes:

Parts received but not entered
Returns not recorded
Items borrowed from another location
Data entry error

Actions:

Look for recent deliveries
Check for returns from technicians
Verify receiving paperwork
Review recent transactions

High PQ Numbers

Problem: Many items have significant PQ quantitiesPossible causes:

Poor warehouse organization
Technicians hoarding parts
Returns not processed
Warranty items awaiting processing

Actions:

Improve return processes
Clear technician work areas
Process pending warranties
Enforce warehouse organization rules

Reporting

Generate insights from count data:

Accuracy Trends: Improving or declining over time?
Problem Areas: Which sections have most discrepancies?
Problem Items: Which parts consistently don’t match?
Counter Performance: Which staff do most accurate counts?
Adjustment Value: Total value of inventory adjustments

Inventory Management - System quantities
Technician Movements - Common source of discrepancies
Request Workflow - Inter-location transfers

Get Started

Core Features

Architecture

Guides

Deployment

​Overview

System Comparison

Track Discrepancies

Export Reports

​Count Structure

​Count Registration

​Count Details

​Three-Quantity System

​1. Cantidad Sistema

​2. Cantidad en Sede Auditada (CSA / “Real”)

​3. Pequeños Quedan (PQ)

​Difference Calculation

​Conducting a Count

​Full Count (Total)

​Partial Count (Parcial)

​Using the Count Modal

​Excel Integration

​Import Format

​Export Format

​Count Summary

​Accuracy Metrics

​Post-Count Actions

​Investigating Discrepancies

​Adjusting Inventory

​Count Frequency

Full Inventory

High-Value Items

Fast-Moving Parts

Problem Items

​Cycle Counting

​Count History

​Permissions

​Best Practices

​Common Issues

​Reporting

​Related Features

Build docs developers (and LLMs) love

Overview

Count Structure

Count Registration

Count Details

Three-Quantity System

1. Cantidad Sistema

2. Cantidad en Sede Auditada (CSA / “Real”)

3. Pequeños Quedan (PQ)

Difference Calculation

Conducting a Count

Full Count (Total)

Partial Count (Parcial)

Using the Count Modal

Excel Integration

Import Format

Export Format

Count Summary

Accuracy Metrics

Post-Count Actions

Investigating Discrepancies

Adjusting Inventory

Count Frequency

Cycle Counting

Count History

Permissions

Best Practices

Common Issues

Reporting

Related Features