# Inventory Count

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-69904196358588adf942c0f52045a380e417886b%2F%E1%84%8C%E1%85%A2%E1%84%80%E1%85%A9%20%E1%84%8C%E1%85%A9%E1%84%89%E1%85%A1%20(1).png?alt=media" alt=""><figcaption></figcaption></figure>

***

## 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

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-f0499f88d88df49798c22d80e59484ff5b217fc7%2Fmonthly-stock-count.png?alt=media" alt=""><figcaption></figcaption></figure>

## How to Conduct an Inventory Count

{% stepper %}
{% step %}

#### Create a New Count

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

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-1d9881b2c09bb14dfdcfd3c8c6d5e9cd0eb6f592%2Fcount-step-1.png?alt=media" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
When the inventory count is finalized, **only the quantities in the selected location** will be updated.
{% endhint %}

{% endstep %}

{% step %}

#### Assign Task Sheets

The admin creates <mark style="color:blue;">**`Task Sheets`**</mark> and assigns each sheet to an **assignee**. You can create multiple sheets in one project (e.g., by storage area or display section).

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-4d13b0183e59bf0454ceae1b846995285d136383%2Fcount-step-2.png?alt=media" alt=""><figcaption></figcaption></figure>

{% hint style="danger" %}
To total quantities, add **multiple task sheets** within the *same* inventory count. Quantities are ***not*** combined across separate inventory counts.
{% endhint %}

{% endstep %}

{% step %}

#### Start Counting

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

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-13133008eac5cf534b3d542ec7b87af120ab9e5d%2Fcount-step-3.png?alt=media" alt=""><figcaption></figcaption></figure>

You can **save a draft** to pause. The sheet status changes to <mark style="color:blue;">**`In Progress`**</mark>.

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-ec806860fd67ae4609c21684ccf2afe0f2bdeb15%2Fcount-step-4.png?alt=media" alt=""><figcaption></figcaption></figure>

**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.

{% hint style="info" %}
Even after completing a task sheet, you can still edit it **until the admin submits and submits the inventory count.**
{% endhint %}

{% endstep %}

{% step %}

#### Review & Submit

When all task sheets are complete, the project status changes to <mark style="color:blue;">**`Awaiting Review`**</mark>.

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-d4305b5498a54078bd468f763aa9fdaf7f9e470d%2Fcount-step-5.png?alt=media" alt=""><figcaption></figcaption></figure>

**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.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/ea0c746dd800a1aea1fe3e9696233355/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/ea0c746dd800a1aea1fe3e9696233355/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

The admin reviews the changes and sees a preview of the quantity updates. After confirming the details, clicking <mark style="color:blue;">**`Submit`**</mark> will apply the new quantities to current inventory levels via the **“Adjust Stock”** transaction.

{% hint style="danger" %}
Any items included in the project but **left uncounted** are treated as **out of stock** and will be set to **0**.
{% endhint %}

{% endstep %}
{% endstepper %}

***

## Mobile Inventory Counting

The [BoxHero mobile app](https://www.boxhero.io/download) lets you input inventory quantities in the same way. You can use your phone camera or an external barcode scanner for data entry.

{% embed url="<https://customer-0jrbilsa8yt3k758.cloudflarestream.com/d82b9b7e0d1c446daf339b37ffd4bc1f/iframe?autoplay=true&controls=false&letterboxColor=transparent&loop=true&muted=true&poster=https://customer-0jrbilsa8yt3k758.cloudflarestream.com/d82b9b7e0d1c446daf339b37ffd4bc1f/thumbnails/thumbnail.jpg?height=1080&preload=true>" %}

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

{% embed url="<https://www.boxhero.io/en/blog/inventory-counting-with-your-team>" %}

***

## 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?

Select the inventory count you want to edit, then click the date under the <mark style="color:blue;">**`Transactions`**</mark> section. In <mark style="color:blue;">**`Adjust Stock`**</mark> pop-up, click <mark style="color:blue;">**`More`**</mark> *>* <mark style="color:blue;">**`Edit or Delete`**</mark> to make changes.

<figure><img src="https://687823928-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FlRf1QqJGoevCQqGbfI80%2Fuploads%2Fgit-blob-453c9de3291bf1900fba8629f76ea8df7b63bfb3%2Fedit-inventorycount.png?alt=media" alt=""><figcaption></figcaption></figure>

### When should I duplicate an inventory count project?

Use this feature to copy items from a previous inventory count when you need to count the same set of items again. It’s helpful for recurring counts, such as monthly inventory checks.