Audits (stock-takes)

What an audit does

Count what is physically on the shelf, compare it with the records, then fix the differences. Nothing in stock changes until a manager applies the review.

1. Start — pick what to count.
2. Count — scan, or count by hand. Several people can count into the same audit, on their own phones.
3. Finish counting — the count is frozen and compared with stock.
4. Review and apply — tick the fixes to make, then Apply.

What to count

• Whole site — everything in stock here.
• One location — a room, cabinet or cart (sites with locations on).
• One bin — a shelf or bin label, in one location or wherever it is.
• One product type — e.g. all sheaths.

Only stock inside the scope is expected. A unit counted here but recorded somewhere else shows as Wrong location, not as Extra.

Counting

• Scan each unit. Every scan counts one, repeats included; the toast says "same as last scan" so a double read is easy to undo.
• Count by hand for items with no usable barcode: pick the product, enter how many. Lot and expiry are optional.
• Boxes — a barcode marked as a box of N counts as N. For a box code with no size yet, tap "Box code? Set how many it holds" under the scan.
• Unknown codes are kept and sorted out in the review. Counting never stops for them.
• Undo removes one of your own scans.
• No signal — scans are saved on the phone and sync later.

Finish counting

Freezes the count and compares it with what is in stock in the scope at that moment. It waits until every scan on your phone has synced. Items used during the audit are still matched, and shown as info.

The review

• Unknown barcodes — Link each code to a product (or create one) before applying. Linking also teaches the scanner the code.
• Missing — In stock on record but not counted. Applying marks them removed, so these start unticked.
• Extra — Counted but not in stock. Applying adds them; each needs an expiry.
• Lot / expiry mismatches — Applying corrects the recorded lot or expiry to what was scanned.
• Wrong location — Counted here but recorded somewhere else. Applying moves them here.
• Fill missing data — The record has no lot; applying fills it in from the scan.
• Info — Nothing to apply.

Each fix has a tick box, ticked by default except Missing: marking stock as removed is the risky one, so tick those yourself after a recount.

Apply, reopen, cancel

• Apply makes the ticked changes in one go. Each is re-checked first; anything used, moved or edited since counting finished is skipped and listed.
• Reopen counting goes back to counting (the review is rebuilt when you finish again). Possible until applied.
• Cancel audit closes it without changing stock.
• Export — download the report as Excel or CSV.

Counting needs permission to count audits. Applying, reopening and cancelling need permission to manage both products and inventory, because linking barcodes changes the catalog.

First stock-take after a spreadsheet import

Imported products usually have no barcodes yet, and any stock the sheet counted has no lot or expiry (flagged No expiry). That's expected:

1. Start a whole-site audit and scan every unit.
2. Most codes show as Unknown barcodes. In the review, link each one to its imported product, once per barcode. The scanner remembers it from then on.
3. Scanned units fill in the lot and expiry of the imported No expiry units (Fill missing data). Units beyond the imported count become Extras, each needing an expiry: from the barcode, or type it in.
4. Apply. Imported units nobody scanned show as Missing.