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.

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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).

To total quantities, add multiple task sheets within the same inventory count. Quantities are not combined across separate inventory counts.

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. All task sheets have been reviewed and closed by the admin.

Clicking Preview opens the "Transaction Preview" screen, where the admin can compare starting quantities against counted quantities for each item, along with the difference. The results can be reviewed directly on screen or downloaded via Export to Excel.

After reviewing the counted results, the admin clicks Submit to apply the counted quantities to current inventory levels. Once submitted, the new quantities are immediately reflected in inventory via an Adjust Stock transaction, and the count status changes to "Submitted" with a completion timestamp.

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

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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.

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Frequently Asked Questions

Looking for more info? Check out our FAQ on inventory counting.

Inventory counts