Inventory Count

Inventory counts help reconcile discrepancies between your actual inventory and the system’s recorded quantities so your records stay accurate and up to date.'

Key Highlights

  • Compatible across desktop and mobile devices

  • Supports multiple users working simultaneously

  • Integrates with barcode scanners for faster entry

  • Allows for full or partial inventory counts

How to Conduct an Inventory Count

  1. Create a Project: The team admin initiates an inventory count project.

  2. Assign Tasks: The admin creates and assigns task sheets to team members (appointees).

  3. Count Inventory: Appointees counts items and enter quantities on their task sheets.

  4. Review and Close: The admin reviews completed task sheets and finalizes the count.

Inventory Count Status Indicators

  • In Progress: Counting is underway. Task sheets are being updated by appointees.

  • Awaiting Review: Counting is complete. Task sheets have been completed by appointees and await the admin’s review.

  • Submitted: Count is finalized and approved. All task sheets have been reviewed and closed by the admin.

At the final stage of an inventory count:

  • The system updates your inventory levels to match the count, and the updated quantities are recorded as “Adjust” in your Transactions history.

  • Any items selected for counting but left uncounted are automatically marked as “out of stock” and will be set to zero “0” quantity.

Task Sheet

Task sheets are the core of the inventory count process. They allow appointees to record inventory quantities directly on BoxHero.

  • Appointees can update quantities manually or scan barcodes.

  • Task sheets can only be edited by the team admin or the assigned appointee.

  • The admin can assign the same item to multiple sheets. Quantities will automatically be summed when the project is finalized.

If you scan an item that isn’t included in the task sheet, a pop-up will display the message, “Item not found.”

Task Sheet Status Indicators

  • Not Started: Appointee has not begun counting the items in the task sheet.

  • In Progress: Appointee has started counting but has not yet completed the task sheet.

  • Complete: Appointee has finished counting all items in the task sheet and it is ready for the admin’s review.

Pro Tip: Plan your count in advance, considering your busiest and slowest periods. We recommend conducting regular partial counts in addition to full inventory counts.

Mobile Inventory Counting

The BoxHero mobile app lets you input inventory quantities in the same way. You can use your phone camera or an external barcode scanner for data entry.

For a step-by-step guide, please refer to our blog:

LogoInventory Counting with Your Team: Faster, TogetherBoxHero Blog

Frequently Asked Questions (FAQs)

Can the team admin edit task sheets assigned to other members?

Yes, even if the inventory count is "In Progress" or "Submitted," team admins can open and edit any staff member’s sheet.

Can I edit details after a count has been closed?

Yes, select the Inventory Count you want to edit, then go to Submitted Details > More > Edit / Delete to make changes.

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