Count Inventory Process Guide

Created by Hannah Harris, Modified on Mon, 28 Nov 2022 at 04:25 PM by Hannah Harris

In order to perform an inventory count in coreSTORE, go to the Inventory module (1) (which automatically brings you to the Items sub-module of the Inventory module), click the "..." drop-down menu button (2), and select Count inventory (3).

The Count inventory screen will come up, where you can either click the New inventory count button (4) to start a new count, or click the Show closed counts button (5) to view the counts you have completed).

Clicking the New inventory count button (4) will bring you to the Do inventory count screen. There are four ways that you can count the items you have in stock. The easiest ways are to use a scanner to scan in the item (A) or click on the Items Not Counted or the Items not counted & In Stock buttons (B). You can also manually input the names of the items (C), or you can use an Excel spreadsheet using (D).

If you want to print a sheet of barcodes while performing the count, click the Barcode Sheet button (E). If you want to print barcode labels while performing the count, click the Barcode Labels button (F).

If you want to export an Excel spreadsheet of the items you have counted, click the Excel Export button (G).

If you do not want serialized items to be included in the Items Not Counted/Items not counted & In Stock screens, check the Exclude Serialized Items checkbox (H).

After adding an item to the count, you can view a summary of an item's information by clicking on the name of the item (J), edit the count by clicking on the number (K) in the Count column, view the actual on hand of the item according to coreSTORE (L), add a comment by clicking on None (M), or you can delete the item from the count if there was a mistake by clicking on Delete Count Item (N).

Once you have completed the count, click the Close/Finish count and update inventory button (O) if you want to close the count and have coreSTORE update your inventory based on the count or click the Close/Finish count and do NOT update inventory button (P) if you want to close the count but you do not want coreSTORE to update your inventory based on the count, or if you need to come back and complete the count later, click the Continue count later button (R).

Switching Scanning Modes

When performing an inventory count using scanners, there are two scanning modes:

  • Scan and Set (Default): When you scan or search for an item, it will automatically ask you for a total count of that item.
  • Scan and Add: Similar to the Sales/Receiving interfaces, every time that you scan or search for an item, the count for that item will increase by 1. This is helpful if you are using the barcode scanner to count your items.

Scan and Set is selected by default. In order to switch to the Scan and Add mode, click the Scan and Set button (A), and a drop-down will appear for Scan and Add (B). Select Scan and Add (B) to switch modes.

In order to switch back to the Scan and Set mode, click the Scan and Add button (C), and a drop-down will appear for Scan and Set (D). Select Scan and Set (D) to switch modes.

Items Not Counted/& In Stock Screens

One of the easiest ways to perform an inventory count is to use the Items Not Counted (J) or Items not counted & In Stock buttons (K) to get to the Items Not Counted screen (1). Both buttons will get you to this screen, the only difference is what items are listed on the screen when you click on each button.

  • Items Not Counted (J): Click this button if you want to see a list of all the items in your inventory, whether in stock or not.
  • Items not counted & In Stock (K): Click this button if you want to see a list of items in your inventory that only includes the items that you have in stock.

No matter which button you clicked on to get to this screen, it shows you a list (A) of items that have not been added to the count, along with the Actual on hand quantity of each item (B). If you just want to use this screen as a reference for what items are left to be counted, you can return to the main Count Inventory (2) screen by clicking the Back button (C), by exporting the list of each item that still needs to be counted (D), or by printing this screen (E). You can also narrow down which category of items you want to see using the All Categories search bar and drop-down list (F).

In order to add one of the items to the count, simply click on Count (G) then input the amount of the item that you have in stock, and it will automatically add the item to the count, removing it from this list. Once you are done counting inventory, click the Back button (C) to go back to the main Count Inventory (2) screen.

Note: If you add one of the items in the list to the count, but you need to delete that item from the count, click on Delete Count Item (H), and it will be added back to the list, it will not be deleted from the Items Not Counted screen (1). This allows you to re-add the item to the count later on.

Open Counts Screen

If you were performing a count but had to save it without completing it, and now you need to continue the count, you can do so by going to the Inventory module (which automatically brings you to the Items sub-module of the Inventory module), clicking the "..." drop-down menu button, and selecting Count Inventory. The default Count Inventory screen when you select Count Inventory is the Open Counts screen.

On this screen, you will see a list of open counts that you have not yet completed. This list tells you when you started the count (A), how many items you have counted (B), and will show you the name of the user who started the count (C).

If you know that the count is completed despite it being in open status, you can click Open (D) and select Closed from the drop-down list (E) (shown below) that pops-up, and hit the Check Mark button (F) to mark the count as Closed. [Note: While this does mark the count as Closed and closes the count, if you click the Continue count button (J), you can still continue the count and add items to the count.] You can also add a comment to the count by clicking None (G), or delete the count by clicking the Delete count button (H).

If you do need to continue the count, click the Continue count button (J), and the Do inventory count screen will appear, allowing you to continue the count. If you want to start a new inventory count, click the New inventory count button (K). If you want to view closed counts instead of continue/view open counts, click the Show closed counts button (L), which will take you to the Closed Counts screen.

Closed Counts Screen

If you need to go back and view or export previous counts that you have closed, you can do so by going to the Inventory module (which automatically brings you to the Items sub-module of the Inventory module), clicking the "..." drop-down menu button, and selecting Count inventory. The default Count inventory screen when you select Count inventory is the Open Counts screen. In order to get to the Closed Counts screen, click on the Show closed counts button (A).

On this screen, you will see a list of closed counts that you have completed. This list tells you when you started the count (B) and how many items were counted (C); and will show you the name of the user who performed the count (D) and the status of the count (E). You can also add a comment to the count by clicking None (F), or delete the count by clicking the Delete count button (G).

If you need to view or export a count, click the corresponding View count button (H). If you want to start a new serial count, click the New inventory count button (J). If you want to go back to the Open Counts screen, click the Show open counts button (K).

When you click the View count button (H), that count will appear. If you need to export the count to Excel, click the Excel Export button (L), and coreSTORE will automatically download an Excel spreadsheet of the count to the computer. If you want to print a sheet of barcodes, click the Barcode Sheet button (M). If you need to print barcode labels for the items that you counted, click the Barcode Labels button (N). If you need to add items to the count after you have closed the count, the only way to do so is to click either the Items Not Counted or the Items not counted & In Stock buttons (O) to get to the Items Not Counted screen.

Barcode Labels Screen

If while performing a count or after a count is completed, you need to print barcode labels for the items that you have counted, clicking the Barcode Labels button will bring you to the Barcode Labels screen.

On this screen, you can customize the size of the barcode label and the font on the barcode label by inputting the numbers that you want in the settings fields (A) then by clicking the Submit button (E). If you want to undo the customizations and default to the original settings, click the Reset Labels button (C).

In order to use the barcode labels you can either print them by clicking on the Print button (B) or by exporting them to Excel by clicking on the Excel Export button (D). The barcode labels that show on the screen (F) correspond to the items that you have already added to the count. If you have not added an item to the count, a barcode label for that item will not show here.

Excel Import Screen

If you want to use an Excel spreadsheet to perform an inventory count, click on the Excel Import button to get to the Excel Import screen.

Using an Excel spreadsheet to perform an inventory count is a 2-step process. First, you will download an Excel template for the count (A) where you will input the Item Id, Item Number, Item Name, Variation, Description, Count, Actual on hand, and Comment for each item that you count. Once you are done filling out the spreadsheet, you will then import the spreadsheet into coreSTORE by selecting it from your files using the Choose file button (B), then by clicking Save (C). This will automatically bring you back to the main Do inventory count screen.


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