Count your stock

Counting checks that what Ordryx says you have is what is really on the shelf. Count a few items each day or the whole shop at once: each count you record puts the stock right straight away and leaves a note in the item's history.

Why count, and how Ordryx helps

Stock drifts. A part is dropped, a sale is missed, a delivery is booked twice. Ordryx only knows what people tell it, so a count is how you put it back in line with the shelf.

You don't need to close the shop or count everything in one day. Ordryx asks you to count each item every so often (every 30 days, unless your shop changed it). Inventory › Counts shows what is due now, oldest first. Count a few each day and the whole shop stays checked.

There is no count to "start" or "finish". Each item you count is recorded on its own, the moment you press Record. So a partial count is just as good as a full one: count what you have time for, and the rest stays on the list.

To count, you need Count stock in your role. The standard Work and Manage levels for Inventory include it (see People and roles).

Count from the Counts screen

This is the easiest way at a computer or a tablet, walking along the shelves.

1. Open Inventory › Counts.
2. Look at the list under Due for a count. Each row is one item at one location, with Last counted and what Ordryx says you have.
3. If you keep stock in more than one place, pick a location at the top of the list (or leave Every location). Count one place at a time.
4. Count the item on the shelf. Type the number in its You count box.
5. Press Record.

The row changes at once. ✓ Matches means the shelf agreed with Ordryx. Recorded +2 or Recorded −3 means Ordryx changed the stock by that much to match what you counted.

At the top, three numbers keep score: Due now (what is left to count), Differences (how many counts changed stock lately) and Counted (how many items were counted lately, out of all of them). When nothing is due, the list says so. Press Show … counted recently to see the items you already counted.

Count with a phone or a scanner

If your items have labels, scanning is quicker: you don't have to find the row on a list.

1. On Inventory › Counts, press Count by scanning.
2. On a phone, press Scan with the camera and point it at a label. On a computer, scan with a USB or Bluetooth scanner, or type the code and press Find.
3. The item opens with Count already picked. Under How many are there?, set the number you counted.
4. If the item is kept in more than one place, pick Where you counted.
5. Press Record count. Ordryx says Matches — nothing changed. or how far the stock went up or down.
6. Press Done and scan the next label.

What you counted is listed under Done this session, so you can see how far you got.

You can also count one item from its own page: open the item in Inventory › Items and press Count. It is the same form.

Look at the differences

A count that changes stock is a count correction. One or two are normal. The same item corrected again and again tells you something: a missed step when it is used, a wrong recipe, or theft.

• On Inventory › Counts, press Count corrections report under Differences. It lists what counts changed, by item, location, month or who counted, in units and (for people who see costs) in money.
• An item's history shows each count, for example Count · down 2. The note says what you counted and what Ordryx showed.

See Reports for how to change the period and download the report.

What a count changes

• Stock on hand at that location is set to what you counted. Ordryx records the difference as a stock change with the reason "count", with your name and the time.
• A count that matches changes no stock. It still counts: the item is marked as counted today, and the activity log keeps who counted it.
• Last counted is set to today, so the item leaves the list until it is due again.
• Goods shipped while Ordryx showed none are cleared by a count. The count is what is really there, so nothing is taken from it later for those.
• A count can't be undone with Undo. If you typed a wrong number, count the item again: the new count sets it right.

Change how often items come due

The owner, or anyone who can edit items, sets this in Inventory › Settings, under Counting: Count each item every so many days (1 to 365). Fewer days means more items come due each day, and your numbers stay fresher. More days means less counting.

For more on the Counts screen, see Stock counts. For stock in general, see Inventory.