Inventory Counts

The Inventory Count process is used to leverage "Instock" quantities between what is tracked in RepairQ and what exists on-hand and reconcile any variances. Regular inventory counts can help you better manage your inventory, identify loss or theft, and assist with tracking assets for tax purposes. RepairQ utilizes a "blind count" system for all items, meaning that current inventory stock levels will not be shown during the count, so the user will only record the items they find. The inventory process divides the item-counting procedure into three phases:

  • Counting Status- after loading an item list from an assigned count
  • Counted Status- after saving & submitting a count 
  • Reconciled Status- after management Reconciles any variances

Users have the ability to initiate counts immediately or designate counts to staff members as an assignment. Inventory items are counted in a three-phase process: Counting, Counted, and Reconciled.

Use the links below to jump to a section:

 

Cycle Counts (No Assignment Required)

Cycle counts are focused on a particular item or set of inventory. Users with the Technician role or higher can initiate a blind cycle count of an item without an assignment. This is the quickest way to take inventory of a single or handful of item types. Once the counts have been submitted, an Inventory Manager or higher can view counted items and reconcile, making any necessary adjustments before final submission.

 

1. On the RepairQ Navigation Bar, go to Inventory -> Inventory Counts.

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2. On Inventory Count Summary Page, click the Count button on the right side of the page to access the Inventory Count Sheet.

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3. On the Count Sheet, there are two ways to begin adding items to your Counted Items list: Scan Mode or Lookup Mode. You can toggle between modes by clicking the Search Type icon next to the search field.

  • Use Scan Mode to scan SKU/UPC/Serial Number barcodes. When a barcode is scanned or entered, it is automatically added to the Counted Items list.

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  • Use Lookup Mode to search for items to count by their keyword, SKU, or serial number to add to the Counted Items list.

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4. As items are added to the Count Sheet, a Log is kept of your count activity, the Current Item you are counting, and a Counted Item list of the items that have been tallied so far.

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  • Count Log- This shows a log including scan entries, successful counts, warnings, error messages, etc. Warnings are highlighted in yellow, and errors are highlighted in red.
  • Current Item- This shows the most recent counted item and allows you to adjust the count total or view counted serial numbers.
    • If the Current Item is non-serialized, you can update the count total to match the found amount and "Save Count" to update the total for the Counted Items list or "Cancel" to remove the current item count.
    • If the Current Item is serialized, you can view a list of all counted serial numbers so far. Once you have finished entering serial numbers for this item from the search field, click "Save Count" to update the Counted Items list or "Cancel" to remove the current item count.
  • Counted Items- This shows a list of counted items, their current count total, and available actions.
    • View Serials - View a list of serial numbers that have been counted for this item.
    • Edit - Updates the Current Item field to allow editing options for the selected item.
    • Remove - Removes the item from the Counted Items list.
    • Save for Later/Save & Submit - Save your current progress to submit later, or submit the current count of items from the Counted Item list. Submitting the list will move these items into "Counted" status, to be adjusted and/or reconciled by a Manager.

5. Continue counting your inventory by scanning or adding items to the list. During your count, you may need to pause your activity to finish later, or if you are finished counting all items, you can save & submit items to Counted status.

 

Pausing Counts

If you need to save your current progress and continue later, click "Save for Later" at the bottom of your Counted Items list. Counts saved for later will only save for the staff member who performed the count, the location where the count was performed, and on the computer/device the count was performed.

 

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To find your saved Count List, navigate to Inventory -> Inventory Counts, and click the "Count" button. This will take you back to your Count Sheet, where your Counted Items list will be visible.

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To finish the count sheet, the same user must log in to the location where the count was performed, on the device where the initial count was saved.

 

Submitting Counts

If you are ready to finish and submit your count for Management to reconcile, click "Save & Submit." This will move the Counted Items to "Counted" status. Counted totals are only visible by an Inventory Manager role or higher.

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Assigned Inventory Counts

Assigned counts allow managers to appoint inventory count assignment lists, focusing on divisions of your store's inventory. Managers can assign these counts to a staff member(s), select a due date, and manage any conflicting counts already in progress. Assigned Counts are ideal for monthly inventory management procedures. Once the counts have been assigned, counted, and submitted, an Inventory Manager or higher can view counted items and reconcile, making any necessary adjustments before final submission.

 

Assigning Counts   

1. On the RepairQ Navigation Bar, go to Inventory -> Inventory Summary.

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2. On the Inventory Summary screen, apply filters to find the desired item(s) that you would like to assign for a count. We recommend that counts are assigned based on scoped inventory results, to make the count more manageable for the assignees. You can filter results based on item types, manufacturer, serialized items, etc.

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3. To assign the count for all filtered results (including multiple pages of results) click the Options button on the right side of the page to expand available options, and select "Assign All Counts."

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4. Alternatively, you can also assign counts for specific items from the search results. After filtering your results, click the selection box(es) to the left of the item(s) you want to assign. Then click "Options" to expand the available options, and select "Assign Counts." 

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5. On the "Assign Count" pop-up, fill out the fields to assign the count to the corresponding staff member. Once you have made your selections, click "Assign Counts."

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  • 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 the same items:
    • Re-assign any pending counts to this staff member - if any of these items are already assigned to another staff member, they will be re-assigned to the current staff member selected.
    • 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 person and skip an assignment. 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 created and assigned to the new staff member while keeping any previous count assignment for this item. This may cause you to have duplicate item assignments in your Inventory Count Summary. We recommend this option only if you plan to compare Counted totals between staff members and delete the count that is inaccurate.

 

Performing Assigned Counts

There are two ways to count Assigned Inventory counts:

Assigned 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 in-stock 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 is adjusted in/out by a manager to correct inventory totals.

 

Counting Individual Item Assignments

1. From the RepairQ Navigation Bar, go to Inventory -> Inventory Counts to view your assignment.

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2. On the Inventory Counts summary page, you will see a list of any current counts that are assigned to you. Items that have not yet been counted will be in "Counting" status.

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3. Find the item that you would like to begin counting from the list. Under the "Actions" column, click the Options button to expand additional options. Click "Count" to begin the count for this item.

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4. A pop-up will appear with the name of the item you are currently counting. If you are utilizing a scanner, you can scan the item's barcode, or increase the Count quantity for non-serialized items, and click "Save Count" to submit your total.

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If you are counting serialized items, it is required to scan or list the serial numbers found for the item. Multiple serial numbers can be entered by listing each number on separate lines in the "Serials" field. Click "Save Count" to submit your total.

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5. Once you have saved the count, the item will be listed in Counted status on the Summary page. Under the Counted column, you will see the total that you have submitted against the current amount in stock amount to find a variance.

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6. If you need to update any count totals, use the Count button again to change the count/serial numbers. The amounts and S/N you enter will overwrite your current totals. Once an item is Counted, it is ready for a Manager to reconcile the count.

 

Performing a Batch Count

A batch count is used for counting a larger group of assigned inventory items, all together.

1. From the RepairQ Navigation Bar, go to Inventory -> Inventory Counts.

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2. To start a batch count, click the "Count" button at the top right of the Inventory Counts Summary page.

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3. Click "Load Assignments" on the upper right part of the page to list all counts that are assigned to you. Your assignment will populate in the "Counted Items" list of the Count Sheet.

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4. Begin the counting process by searching or scanning products. Remember, you can toggle between modes by clicking the Search Type icon next to the search field.

  • Use Scan Mode to scan SKU/UPC/Serial Number barcodes. When a barcode is scanned or entered, it is automatically added to the Current Item count.

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  • Use Lookup Mode to search for items to count by their keyword, SKU, or serial number to add to the Counted Items list.

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5. Counts will update according to the Current Item listed on the Count Sheet. Non-serialized item counts will increase as the item is submitted. Make sure to click "Save Count" to update your current total before counting a different type of item.

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6. If you need to enter a serial number for an item that is not currently in your inventory, you will need to make sure the serialized device is listed as your current item first before submitting a serial. You can click the "Edit" button next to the item in the "Counted Item" list to update the Current Item, then scan/type the serial number to add it to the count. You will see the Log Entry reflect that a new serial number has been added.

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7. As items are added to the Count Sheet, a Log is kept of your count activity, the Current Item you are counting, and a Counted Item list of the items that have been tallied so far.

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  • Count Log- This shows a log including scan entries, successful counts, warnings, error messages, etc. Warnings are highlighted in yellow, and errors are highlighted in red.
  • Current Item- This shows the most recent counted item and allows you to adjust the count total or view counted serial numbers.
    • If the Current Item is non-serialized, you can update the count total to match the found amount and "Save Count" to update the total for the Counted Items list or "Cancel" to remove the current item count.
    • If the Current Item is serialized, you can view a list of all counted serial numbers so far. Once you have finished entering serial numbers for this item from the search field, click "Save Count" to update the Counted Items list or "Cancel" to remove the current item count.
  • Counted Items- This shows a list of counted items, their current count total, and available actions.
    • View Serials - View a list of serial numbers that have been counted for this item.
    • Edit - Updates the Current Item field to allow editing options for the selected item.
    • Remove - Removes the item from the Counted Items list.
    • Save for Later/Save & Submit - Save your current progress to submit later, or submit the current count of items from the Counted Item list. Submitting the list will move these items into "Counted" status, to be adjusted and/or reconciled by a Manager.

8. Continue counting your inventory by scanning or adding items to the list. During your count, you may need to pause your activity to finish later, or if you are finished counting all items, you can save & submit items to Counted status.

 

Pausing Counts

If you need to save your current progress and continue later, click "Save for Later" at the bottom of your Counted Items list. Counts saved for later will only save for the staff member who performed the count, the location where the count was performed, and on the computer/device the count was performed.

i.e. To finish the count sheet, the same user must log in to the location where the count was performed, on the device where the initial count was saved.

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If you are ready to finish and submit your count for Management to reconcile, click "Save & Submit." This will move the Counted Items to "Counted" status. Counted totals are only visible by an Inventory Manager role or higher.

 

Reconciling Inventory Counts

Once a count has been saved and submitted by a staff member, it will show as "Counted" status on the Inventory Counts summary screen. A manager can navigate to Inventory -> Inventory Counts to view a summary of all pending inventory counts. By default, items that are in "Counting" and "Counted" status will show in the summary. Any variances between the counted totals and the Instock quantities in RepairQ will also be visible. Screenshot_2022-05-26_165826.png

 

A manager can quickly reconcile all zero variance counts in the Counts Summary by clicking the Options button and selecting "Reconcile All".  This will advance counted items with no variance to "Reconciled" status, which finalizes the count for that item. Reconciled items can be viewed by filtering for "Status - Reconciled."

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Counts with variances are reconciled at the line-item level since there will be inventory adjustments involved. Under the Actions column, clicking the Options button will expand additional actions for the counted item.

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  • Count - This will begin a count for an item or will allow you to re-count if any items were counted in error.
  • Edit - This will allow you to edit the assignment.
  • Finish/Reconcile & Finish - This will begin the process of confirming a count, reconciling inventory, and finalizing the count. You will be able make final adjustments before submission.
  • Delete - This will delete the count from the Count Summary.

Reconcile & Finish - Non-Serialized Items

Negative variance reconciliation prompts the user to select which inventory status to place the item(s) along with any additional notes. Our related article, Inventory Status, offers additional information on selecting the appropriate status for these items.

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Positive variance reconciliation prompts the user to assign additional information to the found items before placing them in "Instock" status along with any additional notes.

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Reconcile & Finish - Serialized Items

Negative variance reconciliation includes a "Missing Serials" section and lists any serial numbers that were listed in inventory but were not counted. You will need to assign an inventory status to place the item(s) along with any additional notes. Corrections can be made to either add the item to inventory (e.g. Instock status) or remove the item from inventory (e.g. Shrinkage status) before reconciling the count. Our related article, Inventory Status, offers additional information on selecting the appropriate status for these items. All items will need a resolution before you can "Save and Mark Reconciled."

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Positive variance reconciliation includes an "Invalid Serials" section, where you can choose which action to take for conflicting serial numbers: Add or Ignore. All serial numbers on this list will need a resolution before you can "Save and Mark Reconciled." 

  • Add - Assign additional information for the item before placing the item "Instock".
  • Ignore - This will strike through the item and exclude it from reconciliation.

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Deleting Counts

A manager can mass-delete all counts in "Counting" status by clicking the Options button on the right side of the Inventory Counts Summary page.

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After clicking the Options button, click "Cancel All"

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A manager can delete an individual count by navigating to the Inventory Count Summary page. Find the item that you would like to edit. Under the "Actions" column, click the Options button next to the line item to expand additional options. Then click "Delete".

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Redo/Reassigning Inventory Counts

If you need to redo/reassign a count to a different employee, a Manager can edit the count.

1. On the Inventory Count Summary page, find the item that you would like to edit. Under the "Actions" column, click the Options button next to the line item to expand additional options.

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Click "Edit" to update the assignee and due date, along with any conflict management and click "Edit Count" to finalize changes.

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