Inventory counts

Create a count

Counts can target supported number or currency fields on record-based objects, as well as the dedicated inventory quantities. Most computed fields cannot be counted. Your role must be able to see the target field.

Use Extra details to show to choose up to 12 context columns, such as SKU, brand, or expiration date. A saved view can also provide the sort order for the counting route. Choose Inventory as the object when each lot or expiration batch needs its own line.

1. Open Counts and choose New Count.
2. Give the count a useful name and add Special instructions, such as the shelves to check or how to handle opened packs.
3. Choose What are you counting? and Count which number? For physical stock, select the relevant Inventory quantity.
4. Choose Which items to count. Use All items or an existing view to narrow the work. Select a location when the chosen stock target requires one.
5. Choose an Assignee and Due date. You can leave the assignee blank while planning the work.
6. Leave Repeat as Does not repeat for a one-off check, or choose a schedule if the same check should recur. Save the count.

Complete the count

Count quantities and Notes save as you work. The sheet shows reference information such as Current on hand, Difference, Measured unit, and Entered as where applicable. Most context fields are reference data; edit the count and notes rather than treating the sheet as a general catalog editor.

1. Open the count and choose Start counting when that action is shown. Read Special instructions and check the location.
2. Enter the quantity actually observed for each row, using the displayed unit controls. Where mixed-unit entry is offered, enter packs and loose units together.
3. Use search, filters, sorting, grouping, or color rules to organize the work. Refresh item list checks for newly eligible items.
4. Leave a row blank if you did not check it. Enter 0 only when you checked and found none.
5. Review the progress and choose Submit. A partial count can be submitted once at least one row has been counted.

Review and update stock

Submitting finishes the entry step. It does not by itself change stock. A manager reviews the submitted count and uses Update stock to apply it.

For an inventory quantity, Matte compares each entered count with the current stored stock and records a count correction for the difference. This preserves a movement trail. Because the comparison is made when the count is applied, review any deliveries or shipments that happened between the physical count and the application.

The detail table can show the counted result and variance, and applied counts contribute to the Count accuracy report. Use the same location and consistent units when investigating a difference.

For a supported numeric field on an ordinary object, applying the count updates that field directly. Inventory quantities instead create ledger corrections. This makes the same count workflow useful for non-stock checks without pretending every number represents a physical inventory movement.

1. Open the submitted count and review entered rows, units, and unexpected variances.
2. If a result needs correction, reopen the submitted count and update the affected row before submitting again.
3. Choose Update stock and confirm the application.
4. Check the resulting stock quantities and any linked correction history.

Repeat a count

Save a count template when you want to reuse the scope, target, instructions, and assignment. A template can be started manually, or given a schedule.

Repeat options include weekdays, weekly, every two weeks, and monthly. Weekly options let you choose a weekday; monthly schedules use days 1 through 28. A due-date offset determines how many days after creation the work is due.

Scheduled counts opens a calendar and a list of templates. Use it to review upcoming work, edit the schedule, adjust the due-date offset, or start work from a saved definition. Scheduling uses the workspace's timezone.

Scheduled counts and reusable templates require the scheduled-counts feature, including templates used only on demand. Manual counts have a separate entitlement. A workspace can therefore support one-off counts while the reusable-template workflow is unavailable.

Matte avoids piling up unfinished scheduled work: if a template already has an open unfinished count, it keeps that count visible instead of creating another one for every missed occurrence.

See scheduled work in Calendar →

Edit or start a reusable template

Editing a template changes its saved definition; it does not rewrite the scope and instructions already copied into a previously created count.

1. Open Scheduled counts and find the saved template.
2. Choose Edit to change its name, instructions, scope, target, assignee, and context columns. Save the changes for future work.
3. Use the Repeats and Due controls in the scheduled list to adjust recurrence and the due-date offset. Choose an on-demand schedule when staff should start it as needed.
4. Choose Start now to create live work from the template. Open the resulting count and enter results there.

Keep the count list useful

The Counts list supports folders, search, filters, sorts, groups, saved views, and bulk changes such as assignee and due date. These controls help a team separate active work from review or completed work.

From a count's Options menu, Export what's shown downloads its current table as CSV. Reset table view restores the table configuration, while Refresh item list updates eligible rows. Exporting does not apply the count.

Applied or canceled counts can be archived. Applied counts stay closed so a correction remains part of the audit trail; create a new count if the physical stock needs another check. Submitted or canceled counts can be reopened by a manager. Non-applied counts can be deleted with the appropriate management permission.

The list includes views such as Ongoing, Assigned to me, Submitted, Closed, and Archived. Selecting counts exposes permitted bulk actions including cancel, archive, delete, reactivate, and export. State restrictions still apply: an applied count cannot be deleted or reopened. Completed or canceled work also moves into the archive view after 30 days.

Permissions and unfinished work

People with Counts management access create, assign, review, apply, reopen, cancel, and archive counts. People with view access can see the broader list. An assignee can read and work on their assigned count even if they do not have permission to manage all counts.

A unit confirmation warning prevents applying quantities whose unit setup is still ambiguous. Resolve the item's units, then return to the count. A hidden target field can also prevent opening or working on a count, so an administrator may need to review field access.

If new records appear during counting, check the scope and use Refresh item list. A count's eligible rows are based on its saved scope, so the list can change as records are added or updated.

A count scope currently includes at most 500 rows. Split a larger area into smaller views or separate counts so the whole inventory is checked. Due and overdue work also appears in the relevant Counts due and Needs review notification sections for eligible viewers.

Manage team roles and access →

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