Using Inventory Counts in SHOPLINE Admin Panel

Maintaining accurate inventory levels is crucial for the success of your POS business. The Smart Inventory Management app simplifies this task with its Inventory Counts feature. Easily create a count form and record actual quantities, and the system automatically updates records to reflect real inventory. This minimizes overselling and stagnant products, contributing to a smoother operation.

Create a Count Form

Before counting inventory, you need to create a count form to specify the products and location. Follow these steps:

1. From your SHOPLINE admin panel, go to Apps > Smart Inventory Management. Install the app if you haven’t already.
   
    
2. In the app, go to Inventory > Inventory counts. Then, click Create a count form.
   
    
3. Fill in the basic information, including stocktake sheet ID, task name, starting time, and location.
   
    
4. Select the products you want to count inventory using three methods:
   • All products: Quickly add all products in your chosen location.
     
      
   • By category: Choose from the product category list to add one or multiple categories.
     
      
   • By product: Handpick individual products for a tailored count. Two convenient methods are available:
     
     • Select products: Search for products by name or filter them by category, tag, and supplier. After choosing the desired products, click Confirm.
       
        
     • Bulk import: Download the provided Bulk import template. Fill in details such as SKUs and product names, upload the file, then click Upload and import to complete the upload.
       
        
5. Check Negative inventory to exclude products from the inventory count if needed.
   
    
6. After filling in the necessary information, click Save & exit to save the form for future use or Start counting to begin counting immediately.
   

Perform Inventory Counts

A successfully created count form enters the Pending inventory counts status. You can start inventory counting at any time:

1. In the "Smart Inventory Management" app, go to Inventory > Inventory counts > To be counted to find all pending forms.
   
    
2. Locate the desired form and click Stocktake to access the counting page.
   
    
3. Start counting by filling in actual quantities in the Count quantity tab. Alternatively, use a barcode scanner for auto-filling.
   
   Take note of the following points during the counting process:

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  • To update the actual quantity for a specific product, you can search for it by name, SKU, or barcode in the search box.
  • The system displays a marker after filling in the counted quantity, helping prevent duplicate calculations and ensure accurate records.
  • The system automatically categorizes products during counting: Counted for those with entered quantities and Not Counted for those without. Easily switch between these two categories to find uncounted products.

4. Once starting your inventory counts, you have the following two options:
   

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  • Click Complete if you have filled in quantities for all products requiring counting. This will change the status of the inventory form to Completed and the stock levels will be updated based on the counted quantities.
  • Click Save & exit if you have only filled in quantities for some products and cannot complete the counting at this time. The form will stay in the Pending inventory counts status, allowing you to continue the counting process when available. 

View Inventory Count Details

After completing inventory counting, you can review the form by following the steps below:

1. Go to Inventory > Inventory counts > Completed in the Smart Inventory Management app. Click the sheet ID of the desired count form to enter the details page.
   
    
2. Assess inventory discrepancies based on the inventory count's profit and loss quantities and amounts:
   

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  • Inventory profits: Counted quantity > Original inventory quantity
  • Inventory losses: Counted quantity < Original Inventory quantity
  • Inventory balanced: Counted quantity = Original Inventory quantity 
  • Not counted: Products in completed count form without entered quantities.

You can also view the subtotal summary of the count form in the lower left corner.

Void a Count Form

If you find a count form no longer suitable for the count needs after being created, cancel it to avoid interfering with other ongoing count forms.

1. Go to Inventory > Inventory counts > To be counted in the Smart Inventory Management app. Locate the count form you want to cancel and click Void.
   
    
2. In the pop-up window displaying the warning message, click Confirm.
   
    
3. The canceled count forms will be categorized into the Voided section.
   

Restore a Count Form

If, for any reason, you want to restore an inventory count from the Voided category, follow the steps below:

1. Go to Inventory > Inventory counts > Voided in the "Smart Inventory Management" app. Locate the form you want to restore and click the sheet ID to go to its details page.
   
    
2. Click Count again in the upper right corner, and the system will restore the form and direct you to the inventory counting page.
   

Managing Inventory Counts with SHOPLINE POS App

To simplify your on-site inventory counting process, use the SHOPLINE POS App. The integrated Inventory Count feature in the app allows you to easily initiate and complete simple inventory count tasks directly from your POS device.

For detailed instructions, please refer to the "Inventory Count Using the SHOPLINE POS App" guide.