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

  • Supports multiple users working simultaneously

  • Integrates with barcode scanners for faster entry

  • Allows for full or partial inventory counts

  • Compatible across desktop and mobile devices

How to Conduct an Inventory Count

1

Create a New Count

The team admin initiates a new inventory count project. Choose the location and select the items to include.

When the inventory count is finalized, only the quantities in the selected location will be updated.

2

Assign Task Sheets

The admin creates Task Sheets and assigns each sheet to an assignee.

You can create multiple sheets in one project (e.g., by storage area or display section).

Note: When the inventory count project is finalized, the quantities from all task sheets will be automatically summed and reflected in the final results.

3

Start Counting

Assignees select their assigned task sheet and count items by searching for them or scanning barcodes.

You can save a draft to pause. The sheet status changes to In Progress.

Task Sheet Status

  • Not Started: The assignee has not begun counting the items in the sheet.

  • In Progress: Counting has started but is not finished.

  • Complete: All items in the sheet have been counted and it is ready for the admin’s review.

Even after completing a task sheet, you can still edit it until the admin submits and submits the inventory count.

4

Review & Submit

When all task sheets are complete, the project status changes to Awaiting Review.

Inventory Count Status

  • In Progress: Assignees are counting and updating task sheets.

  • Awaiting Review: All task sheets are complete and waiting for the admin to review.

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

The admin reviews the changes and sees a preview of the quantity updates. After confirming the details, clicking Submit will apply the new quantities to current inventory levels via the “Adjust Stock” transaction.

Any items included in the project but left uncounted are treated as out of stock and will be set to 0.

To learn more:

LogoInventory Counting with Your Team: Faster, TogetherBoxHero Blog

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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