Smart Inventory Management: Using Inventory Counts (POS App)

To streamline your store's inventory management, we've integrated the Inventory Counts feature from the Smart Inventory Management app into the SHOPLINE POS system. This allows you to easily conduct physical inventory counting directly from your POS devices, improving inventory accuracy and helping you make informed decisions about stock levels.

Creating an Inventory Count Form

To create an inventory count form using your SHOPLINE POS system, follow these steps:

1. On your POS app's homepage, tap the hamburger icon in the top-left corner.
   
2. Go to Apps and tap Inventory counts.
   
3. Tap Create a count form in the top-right corner. Please note that you can only create a count form for the current location.
   
4. Fill in the required information:
   

•  
  • Basic information: Enter a unique form ID and provide a descriptive task name. 
  • Count start time: Tap to select the desired start date.
  • Range: Tap to choose the product range for the count. You have three options:
    • All products: Include all products in your store.
      
    • By category: Select specific product collections.
      
    • By product: Choose individual products.
      
  • Exclude product: Check Negative inventory to exclude products with negative stock levels.
     

5. Tap Start counting to initiate the counting task immediately or Save & exit to save the information and count later.
   

Conducting an Inventory Count

Any count forms that have been created but not completed will be listed under the In progress tab. You can start inventory counting at any time:

1. On your POS app's homepage, go to the In progress tab, locate the form you want to start or continue counting, and tap Count.
   
2. Begin counting by entering actual quantities in the Counted column. You can search by product name, SKU code, or barcode. If you have a barcode scanner, you can also use it to scan products for auto-filling.
   

During the counting process, please note the following:

•  

  • For counted products: A marker will appear to prevent duplicate counting and ensure accuracy. Additionally, counted products will be moved to the Counted tab for easy reference.

    Important: While quantities can be adjusted, counted products cannot be reverted to the uncounted status. Proceed with caution while counting.

    

  • For uncounted products. Uncounted products will be listed under the Uncounted tab. You can save the form and return to complete them later.
    

3. Inventory counting can be a lengthy task. Once you've started, you can complete it all at once or save the form and return to finish it later. Use these options as needed:

•  
  • Complete: Tap this button if you have finished counting all products. This will change the inventory form's status to Completed, and stock levels will be updated according to the counted quantities.
  • Save & exit: Tap this button if you have partially completed the count and plan to finish it later. The form will remain in the In progress tab, allowing you to continue the counting process as needed.

Viewing the Inventory Count Details

After completing an inventory count, you can review the form by following these steps:

1. On the app's homepage, go to the Completed tab, locate the form you want to review, and tap View.
   
2. Review the quantity and value of stock discrepancies to understand inventory gains and losses. The page categorizes counting results into four tabs:

•  
  • Inventory profits: Counted quantity > Original inventory quantity
  • Inventory losses: Counted quantity < Original Inventory quantity
  • Inventory balanced: Counted quantity = Original Inventory quantity 
  • Uncounted: Products in the completed count form without entered quantities

3. At the bottom of the page, you can also view a subtotal summary of the count form.
   
4. Tap Count again if you want to conduct a new count for this form.
   

Voiding a Count Form

If a form is no longer suitable for inventory counting, cancel it to avoid interference with other ongoing count forms. Follow these steps: 

1. On the app's homepage, go to the In progress tab, locate the form you want to void, and tap Void.
   
2. In the pop-up warning window, tap Confirm to proceed with cancellation.
   
3. Canceled forms can be found under the Canceled tab.