Physical inventory in WinMentor — how to generate and record it correctly
Annual / cyclic inventory in WinMentor: inventory lists, physical counting, recording discrepancies (surplus / deficit), accounting reconciliation, official documentation.
Bogdan Minoiu — Founder Azuvio · 2026-05-23 · 7 min · ERP & Operations
What is physical inventory
Physical inventory = the actual physical counting of stock, compared against the theoretical records in WinMentor. Any discrepancies (surpluses or deficits) must be recorded in the accounts.
Legal requirements
Mandatory annual count (at least once per year, before the balance sheet) in accordance with OMFP 2861/2009 (Romanian accounting regulations). Cyclic counts (monthly / quarterly) are recommended for high-volume companies.
Steps in WinMentor
1. Generate the inventory list (book stock):
Reports → Stocks → Inventory List.
Select the warehouse + reference date (usually December 31st).
Print the list with columns: code, description, UoM, book stock, and a blank column for «physical stock».
2. Physical counting:
The team performs the physical count and fills in the «physical stock» column on the list.
For large warehouses, organize by zones / responsible persons.
Recommendation: 2 independent counts per item, then compare.
3. Recording discrepancies in WinMentor:
Inbound / Outbound → Inventory Reconciliation Document.
For each item with a discrepancy: enter the physical stock value.
WinMentor automatically calculates: discrepancy (plus / minus) and value.
4. Accounting for discrepancies:
Inventory surplus (physical > book): 371 «Goods» = 758 «Other operating income».
Inventory deficit (physical < book): 658 «Other operating expenses» = 371 «Goods».
For imputable losses: 461 «Sundry debtors» = 758 + 4427 (VAT).
Official documentation
The inventory list signed by the commission (minimum 3 people: storekeeper, accountant, manager) + minutes of the results + management decision regarding shortages.
Common errors
1. «Paper inventory» without actual counting — major tax risk during an audit by ANAF (the Romanian tax authority).
2. «Masked» surpluses (goods received without a reception note/NIR) — can hide potential fraud.
3. Repeated deficits on the same SKUs — a sign of losses or theft.
Cyclic inventory with scanners
For large warehouses, cyclic counting (daily, a few SKUs) is much more efficient than an annual inventory with a closed warehouse. Azuvio Supply Sync + scanner allows counting with wireless scanners, and discrepancies are written directly into WinMentor as a reconciliation document. This eliminates «dead days» caused by annual inventory shutdowns.
Conclusion
Physical inventory = a legal obligation + a management tool. Done correctly, it is an opportunity to clean up erroneous data; done poorly, it becomes cosmetic and hides real operational problems.