How to Operate Inventory Count | POS App

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With the inventory count feature on the POS app, staff can check the actual inventory at the store, and have knowledge of the current counting process and result. This helps the warehousing staff quickly understand and adjust the book quantity and the actual inventory. 

 

In this article, you'll find:

• Full inventory count
• Partial inventory count
• Incomplete counting
• Complete counting
• Description for inventory count results
• Inventory adjustment
• Products with unlimited inventory

 

1. Full inventory count

Step 1

Go to the menu on the left of the POS app, tap Start counting, and tap the + button.

 

Password to inventory count

If you have set permissions for the inventory count feature, you will need to enter the password set in the Admin. For more information, please refer to Password Settings | POS Admin.

 

Select the employee to count the inventory, and enter the employee password.

 

Step 2

Select Full for Count Method, and set up the staff operating the counting. You can also toggle on or off "Including Unpublished Products", and leave a note to the count.

Tap Add after you complete setting up a new full inventory count list. 

Notes:

• Toggle ON "Including Unpublished Products" = A partial/full inventory of all products
• Toggle OFF "Including Unpublished Products" = Only take partial/full inventory of published products

 

You can view an entry created on the left:

• Inventory count type: Full
• Inventory count status: New

Details of the inventory count are displayed on the right. For example, created date, counting staff, the total amount of products, etc.

 

Step 3

Tap the green "Load Counting Items" button to view the complete list of products for counting.

 

Step 4

Tap Start counting to start counting.

Note: The start time is the time when the counting staff taps the Inventory Count button. 

 

Step 5

There are three ways to count inventory:

1. Scan the product barcode with the barcode scanner supported by the POS app. The product quantity under the Count field will increase by 1. If the barcode is continuously scanned for the same product, the quantity will continue to accumulate.

2. Click the "..." icon at the top right of the page and select Enter barcode. After entering the product barcode, the product quantity under the Count field will increase by 1.

3. Edit the actual inventory quantity of the product directly in the Count field.

*Tap the search icon to enter the product name, SKU, and barcode to quickly search for the product.

 

If the product barcode scanned and entered is not in the store record, it will appear as an undefined product.

 

2. Partial inventory count

Step 1

Select Partial for "Count Method". You can then select Category/Supplier or Product for the "Select product" section.

 

i. Specified category / supplier

Select Category, Supplier, Operator. You can also toggle on or off "Including Unpublished Products", and leave a note to the count.

Tap Add after you complete setting up a new partial inventory count list. 

 

You can then view an entry created on the left:

• Inventory count type: Partial
• Inventory count status: New/Unfinished
• "Category/supplier" is displayed

Details of the inventory count are displayed on the right. For example, Created Date, Operator, Product Amount, etc.

 

ii. Specified product

Tap Please select product to enter the product selecting page. You can search by product names, SKUs, or barcodes, or select a category or supplier to filter products.

 

The product selection page will list the SKU/Barcode, Price, Category/Supplier of the product, allowing you to prioritize the products for inventory count.

Tap Preview selected products to enter the preview mode. Once confirmed, you can tap OK on the upper right corner to save the products for inventory count.

*Notes:

• The display order of Price is Store-specific price > Retail store price > Sale price > Regular price
• The upper limit for product selection is 100.
• If you use a scanner for searching products, please remember to manually check the products wanted.

 

You can then view an entry created on the left:

• Inventory count type: Partial
• Inventory count status: New/Unfinished
• "Product" is displayed

Details of the inventory count are displayed on the right. For example, Created Date, Operator, Product Amount, etc.

 

Step 2

Tap the green "Load Counting Items" button to view the selected list of products for counting.

 

Step 3

Tap Start counting to start counting.

Note: The start time is the time when the counting staff taps the Inventory Count button. 

 

Step 4

There are three ways to count inventory:

1. Scan the product barcode with the barcode scanner supported by the POS app. The product quantity under the Count field will increase by 1. If the barcode is continuously scanned for the same product, the quantity will continue to accumulate.

2. Click the "..." icon at the top right of the page and select Enter barcode. After entering the product barcode, the product quantity under the Count field will increase by 1.

3. Edit the actual inventory quantity of the product directly in the Count field.

*Tap the search icon to enter the product name, SKU, and barcode to quickly search for the product.

 

If the product barcode scanned and entered is not in the store record, it will appear as an undefined product.

 

If the product barcode scanned and entered is not in the selected partial inventory count list, a reminder window will pop up

 

3. Incomplete counting 

If you need to temporarily leave the counting process, tap the "..." icon at the top right of the page to select Leave, and the system will save the current inventory count record.

 

The status of an unfinished inventory will be displayed as Counting. To resume the process, tap Start counting at the upper right of the inventory list.

 

[Coming Soon] Refresh inventory count list

Pull down the inventory list on the right side or tap the refresh button at the top to update the progress of the selected inventory count list.

 

4. Complete counting

After confirming the inventory count, tap the "..." icon at the top right of the page and select Complete. The system will pop up a window to confirm whether to complete the inventory. Tap OK to complete.

Note: After the inventory count is completed, the system will NOT update the back-end inventory quantity with the counted quantity

 

The inventory result will be displayed on the right side.

 

Click the filter button at the top left of the list to view the New, Counting, Matched, Mismatched, Adjusting, and Adjusted entries

 

5. Description of inventory count results

1. "Matched"

The inventory quantity is consistent with the system inventory quantity at the moment the inventory count is completed.

 

2. "Mismatched"

The inventory quantity is not consistent with the system inventory quantity at the moment the inventory count is completed.

In the Difference field, the difference between the expected inventory quantity and the actual counted quantity at the moment the inventory count is completed will be displayed.

• The green number means surpluses
• The red number means shortages

 

Click the filter button at the top of the inventory counting list to view Shortages, Overages, and Matched Products.

 

You can also directly enter the product name, SKU, and barcode in the search box to view the number and results of the product inventory.

 

6. Inventory count adjustment

For mismatched counting status, staff can tap Inventory Count Adjustment to update the inventory quantity to the actual counted quantity.

Note: After the inventory correction is confirmed, it cannot be restored.

 

Tap OK to re-confirm.

 

The counting staff can complete the inventory adjustment, and the status of the inventory order will be updated to Adjusting.

Note: The process takes some time.

 

The inventory count status will appear adjusted when the adjustment is completed.

*Note:

• A completed inventory count order can be adjusted once only.
• Pull down the menu list to update the inventory count status.
• Refresh inventory count list
  
  • Pull down the menu list to on the left update the inventory count status.
  • Pull down the inventory count list on the right or tap [Coming Soon] the refresh button to update the progress of the selected inventory count list.
• Once you tap Inventory Count Adjustment, the quantity difference will be deducted/ added accordingly.
  For example, the original inventory quantity of Product A is 20. The actual quantity after inventory count is 18, with 2 in shortage. After you tap Inventory Count Adjustment, an inventory update will be recorded as 20 - 2 = 18 in the "Inventory Logs" tab. 
• If a product is sold during inventory count, the quantity difference will be deducted/ added according to the final amount post-sale. 
  For example, the original inventory quantity of Product A is 20. During inventory count, 1 Product A is sold. After you tap Inventory Count Adjustment, the inventory quantity of Product A will be 19 - 2 = 17. You can also check the adjustment record in the "Inventory Logs" tab.
  
  

 

7. Products with unlimited inventory

If the product is an unlimited inventory (inventory count not applicable) item:

• After the inventory count is completed, in the inventory list, the Quantity field will appear "∞"; and the Difference field will appear "-".
• It will be classified as Matched Products.
• It will not be adjusted during the inventory count adjustment.

 

 

Read more

POS: Inventory Count Management