The Inventory Count process is used to leverage on-hand stock against RepairQ stock levels, and reconcile variances. Regular inventory counts can help you better manage your inventory, identify loss or theft, and assist with tracking assets for tax purposes.
The count process in RepairQ can be separated into three major steps: Assigning Counts, Performing Counts, and Reconciling Counts.
A manager can assign counts to other employees by navigating to Inventory Summary. Apply filters to find the desired item(s) that you would like to assign for a count. For this example, the list is filtered for Item Type: Tablet, Inventory Focus: Instock, Search Key: iPad.
To assign a count for all of the filtered results, click the Options button and select "Assign All Counts."
To assign counts for specific items from the search results, mark the selection box(es) to the left the item(s) you want to assign, click Options, and select "Assign Counts."
Changing the page or applying new filter criteria will remove selections. Be sure to "Assign Counts" before continuing.
Next, fill out the pop-up "Assign Count" dialogue box:
- Location: The store location where the count will be performed
- Manager: The assigned manager who will reconcile the counts when completed
- Assignee: The staff member the count is assigned to
- Due Date: Date and time the count needs to be completed by
- Conflicts: select the appropriate conflict resolution for multiple assignees counting items
- Re-assign any pending counts to this staff member: if any of these items are already assigned to another staff member, it will re-assign these items to the the current staff member.
- Skip items already assigned to another staff member: if any of these items are already assigned to another staff member, it will leave them assigned to the original staff member. This will help reduce duplicate item counts being assigned to multiple people.
- Allow both staff members to count the same item: new counts will be assigned to the new staff member while keeping the previous count assigned to any other staff member already assigned to count them. This may cause you to have duplicate "Counted" status items in your inventory count from different assignees.
Click "Assign Counts" to confirm.
There are two ways to count inventory: Counting individually assigned items or performing a batch count of all assigned items.
Counting individual items
Once you have assigned some counts, the assignee can navigate to Inventory -> Inventory Counts to view their assignments.
Items have three steps of progression: Counting, Counted, and Reconciled.
Counting- The item does not have a submitted quantity count. This is considered a blind count because the instock quantity is hidden, so the assignee has no expectations of how many items to find.
Counted- This item has a submitted quantity count, and will compare In Stock and Counted totals, showing any variance. Counted items can be overwritten with new quantities before being reconciled.
Reconciled- This is the reconciled total of a count. This shows a reconciled variance, if any, and the quantity adjusted in/out to correct inventory totals.
A manager can mass-delete all counts in Counting status using the "Cancel All" button under Options. This will permanently delete uncounted assignments from the system.
To begin counting each individually assigned item, individually, select "Count" from the Options drop-down next to the item.
Scan the SKU barcode of any non-serialized item or the S/N barcode of any serialized item. If you are manually inputting the quantity, increase the count to the number your have found. Serialized items require you to fill out the "Serials" box, one serial number per line.
Click "Save Count" to finish the count process. The status of the count will change to "Counted" and leverage the counted quantity against the current amount in stock amount to find a variance. If you need to re-count an item, you can initiate a fresh count by selecting "Count" from the Options drop-down, on the same line item. The amounts and S/N you enter will overwrite your current totals.
Performing a Batch Count
A batch count is for counting a larger group of assigned inventory items, all together. To start a batch count, click the "Count" button at the top right of the Inventory Counts page.
Click "Load Assignments" on the upper right part of the page to list all counts that are assigned to you.
There are two ways to enter inventory into the count: Scan Mode or Lookup Mode.
Use Scan Mode to scan SKU/UPC/Serial Number barcodes.
Use Lookup Mode to manually search for non-inventoried items; similar to looking items up on a ticket.
Click the button next to the input field to switch the count method from Scan Mode to Lookup Mode.
As counts are performed, a log is kept below the scan/search field of your count activity including scan entries, successful counts, warning and error messages, etc.
Warning messages are highlighted in yellow, and error messages are highlighted in red.
The last item counted will appear in the "Current Item" section.
Non-serialized items can have their count manually adjusted using the "Count" field. Serialized items cannot have their counts manually adjusted and you must enter a serial number into the scan field for each individual item to increment the count.
Items are automatically added to the count list as you count different items. Clicking the "Save Count" button is not required to submit a count, it is simply there for other functions like editing a count from the count list. The list of counted items will appear in the "Counted Items" section.
Click "Save for Later" to save this count and continue it later.
NOTE: Counts saved for later will only be saved on the device the count was performed on for the staff member who performed the count and the location where the count was performed. This means that to finish a count sheet, you must login to the same location, with the same user, at the same device to finish your count sheet.
Click "Save & Submit" to finish the count and submit each item count to a manger for reconciliation.
Tip: A manager can quickly reconcile all zero variance counts that are currently filtered for by clicking the "Reconcile All" button under More Options. This will advance the count to "Reconciled" status, and it will no longer be editable.
Count: Clicking Count will begin a count for an item, or will allow you to redo your count, if any items were counted in error.
Edit: Clicking this button will allow you to edit the count assignment again.
Finish or Reconcile & Finish: Clicking this button will begin the process of confirming, reconciling, and finishing the count. If there is a variance, complete the necessary procedures. Click "Save and Mark as Reconciled" to complete the count.
Delete: Clicking on this button will permanently delete the count from the system.