Before you start: full or cycle count?
There are two common ways to count. A full physical inventory counts everything at once, usually with the store or warehouse closed. A cycle count counts one part at a time, for example one area per week, without stopping operations. The plan below works for both; what changes is the size of each round.
1. Clean up your product list
Half of all counting errors start in the product list, not in the scanning. Before you count:
- Check that each product has one barcode and that no two products share the same code.
- Separate items sold by weight or length (kilo, meter, liter). They are not counted “one by one” and need a quantity with decimals.
- List the items without a barcode and decide how to count them (internal label, manual code or hand count).
2. Split the count into areas
Counting “the whole stock” on a single list is a recipe for confusion. Split it by area, aisle or shelf, name each area and count one at a time. Mark each area as done (with tape, a sign or a sheet) so nobody counts it twice.
3. Control stock movement
If someone sells or restocks while you count, the numbers never add up. Pick one of these options:
- Freeze movement in the area while it is being counted; or
- Record what comes in and goes out during the count so you can adjust the result afterwards.
4. Choose how to scan
| Phone camera | Bluetooth/USB scanner | |
|---|---|---|
| Cost | Nothing beyond the phone | You need to buy the scanner |
| Speed | Good for small and medium volumes | Better for large volumes |
| Damaged labels | More sensitive to glare and damaged labels | Usually reads better |
| Ergonomics | One hand holds the phone | Hands free to handle products |
5. Count “blind”
The person counting should not see what the system says is on hand. With the balance in front of them, people tend to accept the number instead of really counting. Good practice is to count first and compare later.
6. Handle the special cases
- Weighed items: always ask for the quantity; don’t count “1”.
- Unknown product: don’t skip it. Note the code, count it and fix the product list later.
- Double scans: use a time lock so the same code is not read twice by accident.
7. Recount only what differs
After the first count, compare it with the system balance and list only the items with a difference. Recount just those items, ideally with a different person. That saves hours compared with recounting everything.
8. Export in your system’s layout
The last step is often the most annoying: getting the result into your back-office system. Each system asks for its own layout. Check before exporting:
- Separator (semicolon, comma, pipe, tab) or fixed width;
- Order and size of each column, padded with zeros or spaces;
- Decimals and the decimal separator (point or comma);
- File encoding (UTF-8 or Latin-1) and whether there is a header row.
Quick checklist
- Product list reviewed, no duplicate codes
- Areas defined and named
- Movement frozen or recorded
- Blind count
- Recount only the differences
- File in your system’s layout
A helping hand on your phone
We built ECOStock for exactly this: counting with the camera or a Bluetooth scanner, groups by area, automatic or manual mode, weighed items and CSV or TXT export in your system’s layout, all working offline. It is now on Google Play: get the app and count for free; exporting needs a subscription, with a 7-day free trial for new subscribers.