The Inventory Count feature helps you maintain accurate stock levels by comparing physical inventory against system records. Perfect for periodic stock audits and identifying discrepancies.

To enable: Go to Settings → Enable "Inventory Count" checkbox → A new button will appear on your home screen

Getting Started
Who Can Use This Feature
  • Admins: Create count sessions, assign counters, review results, approve adjustments
  • Assigned Users: Count physical inventory at assigned locations
Key Concepts
  • Count Session: A scheduled inventory count for a specific warehouse
  • System Quantity: What your system shows in stock
  • Counted Quantity: What you physically find
  • Variance: The difference between system and counted quantities
Creating a Count Session (Admins)
  1. Tap Inventory Count on the home screen
  2. Tap the + button
  3. Fill in the session details:
    • Session Name: e.g., "January 2025 Count"
    • Warehouse: Select the location to count
    • Assign To: Choose who will do the counting
    • Notes: Optional instructions
  4. Tap Create Session

Important: You must select a valid warehouse. Each count session is location-specific and only shows stock for that location.

Counting Inventory (Users)
Starting Your Count
  1. Open Inventory Count from the home screen
  2. Tap on your assigned count session
  3. You'll see all products for that warehouse with their system quantities
Three Ways to Count
Option 1: Barcode Scanning (Fastest)
  1. Tap TAP TO SCAN BARCODE
  2. Scan the product barcode
  3. The app jumps to that item
  4. Enter the quantity you found
  5. Tap SAVE
Option 2: Search
  1. Use the search bar at the top
  2. Type product name or SKU
  3. Enter the quantity found
  4. Tap SAVE
Option 3: Manual Scrolling
  1. Scroll through the product list
  2. Enter quantities as you count
  3. Tap SAVE for each item
Status Indicators
  • Gray "Pending": Not yet counted
  • Green "Counted": Count saved successfully
  • Orange "Recount": Admin requested a recount
  • Purple "Under Investigation": Admin is investigating variance
  • Locked: Approved and adjusted - cannot be changed

Progress Tracking: The top-right corner shows your progress (e.g., 13/40 items)

Reviewing Results (Admins)
Accessing the Review Dashboard
  1. From the count sessions list, swipe left on any session
  2. Tap Results
Understanding the Dashboard

The review dashboard shows four key metrics:

  • Total Items: Products in this count
  • Counted: Items that have been counted
  • Variances: Items with differences
  • Adjustment: Total quantity impact
Taking Action on Variances

For each item with a variance, you have three options:

Example: System shows 10 chairs, counter found 8 (variance: -2)
  • Adjust: Accept the count and update stock to 8
  • Recount: Flag for recounting if unsure
  • Investigate: Add notes and research the discrepancy
Bulk Approval

To approve all counted items at once:

  1. Review all variances
  2. Tap Approve All Counted
  3. Confirm the action

Caution: Once items are approved and adjusted, they become locked and cannot be modified. Review carefully before approving.

Best Practices
  • Count systematically: Start from one end of the warehouse and work methodically
  • Use barcode scanning: Faster and reduces errors
  • Count when quiet: Schedule counts during low-activity periods
  • Investigate large variances: Don't auto-adjust significant discrepancies
  • Document investigations: Add detailed notes for future reference
  • Complete counts promptly: Don't leave sessions partially complete for long periods
Quick Reference
Workflow Summary:
  1. Admin creates count session for a warehouse
  2. Assigned user counts physical inventory
  3. System calculates variances automatically
  4. Admin reviews and takes action on discrepancies
  5. Approved adjustments update stock levels