Cloud ERP by Business Layers

Inventory Count Guide

Site admin guide: how to count inventory, check variances against the system, and update quantities.

What the Inventory Count Screen Does

The inventory count screen shows one row for each active item at every location where it is stored. Click a row, enter the counted quantity, and add a note if needed. The screen is designed for use on a phone while walking through the warehouse.

Counting does not change inventory immediately. It is saved separately until you review the variance report and click "Apply to Inventory" — only then do the counted quantities replace the system quantities.

What You Get with Inventory Counting

  • Count from your phone — one row for each item at every location.
  • Blind count: hide the system quantity to count without bias.
  • Add a note to each row, such as "Damaged" or "Open carton".
  • Variance report: system quantity versus counted quantity, with a color for each variance.
  • The count is saved in real time — you can stop and continue later.
  • Update inventory with one click, only after review.

Counting in Three Steps

1CountEach counted row turns green. Inventory is not changed yet.
2ReviewThe variance report shows the system quantity, counted quantity, and variance for each row.
3Update"Apply to Inventory" replaces inventory quantities with the counted quantities.

Only counted rows are updated. An uncounted row keeps its system quantity.

How to Count Inventory, Step by Step

  1. Open the Count Screen

    A list of all active items appears, with one row for each item at every location. An item without a location appears as "no location".

  2. Hide the System Quantity (Optional)

    Click the eye button to hide the System column — so you can count without seeing the expected quantity.

  3. Search for an Item

    Enter part of the item name, SKU, or location in the search bar.

  4. Count a Row

    Click the row, enter the quantity in the large field, add a note if needed, and click "Save Count".

  5. Continue to the next row

    The counted row turns green and displays the quantity. You can return to it and correct it at any time.

  6. Open the Variance Report

    Click the blue button in the toolbar. For each row: system quantity (Sys), counted quantity (Cnt), and variance (Var).

  7. Check variances

    Positive variances appear in green and negative variances in red. An uncounted row is marked "not count". Notes appear below the item name.

  8. Update inventory

    Click "Apply to Inventory" and confirm. The counted quantities replace the inventory quantities.

Columns in the Count screen and Variance Report

Item / Location
Item name, location, and SKU.
System
The quantity recorded in the system. Can be hidden.
Counted
The counted quantity, or "---" if not yet counted.
Sys / Cnt / Var
In the report: system quantity, counted quantity, and the variance between them.

Related inventory counting programs

inventory.php

Inventory screen — quantities, locations, transfers, and transaction log.

item-det-step1.php

Item card — only active items appear in the count.

address.php

Location board — locations where inventory is stored.

Inventory counting tips

  • For an accurate count, hide the system quantity before you begin.
  • Add a note to every unusual row — it appears in the report and helps explain the variance.
  • Review the Variance Report before updating. A large variance warrants a recount.
  • "Apply to Inventory" updates all counted rows at once and cannot be undone. Make sure counting is complete.

Frequently asked questions about inventory counting

How do I perform an inventory count?

Open the Count screen, click each row, and enter the counted quantity. When finished, review the Variance Report and click "Apply to Inventory".

Does counting update inventory immediately?

No. The count is saved separately, and inventory is updated only when you click "Apply to Inventory".

What is a blind count?

A count performed without seeing the system quantity. Click the eye button to hide it.

How do you correct an entered count?

Click the row again, change the quantity, and click "Save Count".

What happens to items that were not counted?

They remain unchanged. In the report, they are marked "not count".

Can I count from my phone?

Yes. The screen is mobile-friendly, and on smaller screens the system column is hidden automatically.

Can I stop midway and continue later?

Yes. Each row is saved when you click "Save Count", and when you return to the counting screen, counting continues from where you left off.

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