Counting and scanning

Counting keeps the numbers in Ordryx true to what's really on your shelves. This page covers Counts, Scan, alert levels (when an item shows as Low) and History, the record of every stock change.

Why count

Stock drifts: something breaks, gets used without being recorded, or is put in the wrong place. A count fixes the number and shows you where the drift happens. Ordryx asks you to count each item every so many days (30 to start; change it in Inventory settings). It spreads the work out, so you count a few items at a time, not the whole shop at once.

To count, you need Work or Manage on Inventory. The standard Staff role can count.

The Counts page

Open Inventory › Counts. The number on the tab is how many counts are due.

At the top are three numbers:

• Due now: items waiting for a count.
• Differences: counts in the last 30 days (or your number of days) that changed the stock. Count corrections report shows them by item and value.
• Counted: how many items were counted in that time.

Below is Due for a count, oldest first. With several locations, each item is counted at each location on its own, and you can pick one location to walk.

1. Go to the shelf and count the item.
2. Type the number in its Count box.
3. Press Record.

Ordryx shows ✓ Matches, or records the difference (for example Recorded −2). If stock moved while you were counting (an order shipped, say), Ordryx allows for it and says so. You don't need to stop work to count.

Items counted lately are under Show N counted recently.

You can also count one item from its page: press Count, set the number under How many are there? and press Record count.

Count by scanning

On Counts, press Count by scanning. This opens Scan ready to count: scan a label, type what you counted, press Record count, then Done and scan the next one.

Scan

Scan (in Inventory's header) finds an item from its label, so you can change its stock right there.

• On a phone, press Scan with the camera and point it at a label. Press Type a code to type instead.
• On a computer, a USB or Bluetooth barcode scanner types the code and presses Enter for you, so just scan. You can also type a code or barcode and press Find. If the computer has a camera, Use the camera appears.

Scan finds an item by its code, its barcode, or a container's code (such as SP-0042). When it finds the item, you see what's on hand and the same choices as Change stock: Add, Count, Move and Remove. If a purchase order is waiting for the item, Receive on PO-… takes you to receive it on the order. Item page opens the item. Everything you did is listed under Done this session.

For a container, Scan also shows what's left on it, with Weigh and Mark empty.

People who can only view items can look them up with Scan, but not change their stock.

Printing labels

Labels are made for a small label printer (62 mm). Each has a QR code of the item's barcode, or of its code when it has no barcode.

• One item: press Label on its page.
• Many items: tick them on Items and press Print N labels (up to 200 at a time).

Alert levels: when an item shows as Low

Each item can have an alert level (Alert at). When stock falls below it, the item shows as Low on Items and on the Overview. An item with no alert level never shows as low.

Keep on hand is a second, separate number: what to fill up to. Alert at says when to act; Keep on hand says how much to have after you do.

The Alert levels page

Open Inventory › Alert levels.

• When Purchasing is switched on, a line at the top says how many items are below their level, with a link to Purchasing › Reorder. Without Purchasing, a To buy list is here instead, with Record order… for each item.
• Suggested changes lists items whose alert level doesn't fit how fast you use them. Press Use to take a suggestion, Dismiss to keep yours, or Use all. Suggestions start once there are 14 days of stock history.
• Every alert level lists every item. Type a new level in its box. Pick Auto to let Ordryx move it as use changes, or Fixed to keep the number you typed.

Changing alert levels needs Manage on Inventory.

How Ordryx suggests a level

Ordryx looks at how much of the item you used lately. It multiplies that by the item's lead time (how long it takes to arrive or to print), and adds a safety margin of extra days. The settings are in the gear (Inventory settings › Alert levels):

• When Ordryx finds a better alert level: Suggest (waits for you), Automatic (changes Auto levels itself) or Off.
• Usual lead time: used only when Ordryx knows nothing better for an item.
• Safety margin: days of extra stock in case a delivery is slow. Each item can have its own, under Edit › Safety margin.
• Look back over: days of use. Longer is steadier; shorter follows a change faster.
• Automatic changes run: Daily or Weekly.

History: every stock change

Inventory › History lists every stock change, newest first: when, which item, what happened, the change, what was left after and who did it. Stock in Ordryx is only ever changed by adding a line here, so History is the full story of every number.

• Period: pick a time span, or a custom one.
• Kind of change: show only one reason, such as Count, Received, Shipped or Damaged.
• Item: any: find one item. All of it → on an item's page opens this filtered to that item.
• Columns ▾: choose which columns to show.
• Excel and CSV download what you see.
• ⋯ › Save as a view… keeps the filters for next time. A period like "Last 30 days" stays relative.

Press Show older at the bottom for more.

A Value column (the change at the item's cost at the time) can be turned on under Columns ▾. It's there only for people who can see costs.

Checking that the numbers add up

Ordryx can prove each item's stock matches its history. The owner (and anyone who can run diagnostics) finds this in Diagnostics, as the check Stock matches the ledger. Another check, Counts due, says how many items are due a count. See Activity and diagnostics.

To see where stock keeps drifting, open the Count corrections report. See Reports, and for a step-by-step count of your shelves, Count your stock.