Automation · Operations
Warehouse stocktaking with a scanner instead of paper count sheets
You count a rack with a scanner or phone and the data goes straight into your accounting software. A person approves differences above the limit. We build it on top of the POHODA, Money S3 or ABRA you already have.
Part of Warehouse and logistics
Does this sound like your stocktaking?
Paper stocktaking always has the same weak spot: every number is written twice. Once on the count sheet, then again into the computer.
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“We count inventory all weekend and on Monday it still doesn’t match.”
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“Someone then retypes the numbers from paper count sheets into the accounting system line by line.”
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“Some things get counted twice, some not at all, and nobody knows which.”
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“In the end the differences get written off and nobody knows where they came from.”
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“Only the warehouse worker knows where things are. When they are out, stocktaking stops.”
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“The accountant wants verifiable count sheets and we have handwritten papers.”
Flow
How stocktaking with a scanner works
We automate recording and comparison. Counting and approving differences stay with people.
- 01
Preparation
A list of items and locations to count. Labels for racks and boxes that do not have a code yet.
Person: Posts pending documents and stops movements in the warehouse being counted.
- 02
Counting
Barcode scan and quantity entry on a phone or terminal. A counted location is marked so it is not counted twice.
Person: Counts. Writes nothing on paper.
- 03
Check
Comparison with the stock level in the accounting software. A list of uncounted locations and differences above the limit.
Person: Recounts only the suspicious spots while the warehouse is still closed.
- 04
Import
The counted quantity goes into the accounting software: into POHODA as a stocktaking list, into Money S3 as a stocktaking document.
Person: Does not retype anything.
- 05
Differences
An overview of shortages and surpluses by item and a count sheet for the archive.
Person: The accountant or manager approves the differences. Nothing is written off on its own.
What we set up for stocktaking
Six tasks. You do not have to take all of them. For a smaller warehouse, scanning and import are often enough.
Labels and a clean item list
We go through your stock codes: unique code, EAN with a valid check digit, alternative supplier codes. Locations and racks without a code get labels. Without a clean item list you cannot scan reliably.
Scanning with a phone or terminal
Stocktaking with a barcode scanner does not need an industrial terminal right away. We run the pilot on a phone. We add a terminal once it turns out you scan all day.
Import into your accounting software
POHODA accepts stocktaking lists via XML, Money S3 accepts stocktaking documents via the API, and ABRA Flexi accepts stock movements via the REST API. So quantities from the scanner are not retyped by hand.
Differences and approval
A report of differences above the limit by item and location. Suspicious spots are recounted while stocktaking is still running. Shortages and surpluses are posted only after approval.
Cycle counting
If you do not want to close the whole warehouse, you count it in parts during the year. We put together a plan so that every type of stock is counted at least once per accounting period.
Documentation for your accountant
A stocktaking count sheet with items, the method used to determine the stock level, start and end dates and signatures of the responsible persons. You must be able to prove the stocktaking was carried out for 5 years.
What do you run on?
What is possible for stocktaking in each system.
POHODA
XML import of stocktaking lists. Counted quantities are not retyped into POHODA by hand.
Money S3
Warehouse stocktaking: counted stock levels, evaluation and posting of differences. Stocktaking and warehouse documents can be read and written via the API.
ABRA Flexi
REST API for stock cards and stock movements.
ABRA Gen
The vendor’s mobile warehouse app on terminals, barcode support. Stocktaking in one warehouse does not hold up the other warehouses.
A phone is enough to start. We recommend a specific scanner or terminal once the pilot shows how much you scan.
When you do not need us
We do not sell WMS or ERP. When what you already have is enough, we will tell you.
- You have a few hundred items and one warehouse
- A printed list from your accounting software and careful recording are usually enough. At the audit we show you how to prepare the stocktaking.
- You already have the features in your software
- Money S3 handles counted stock levels, evaluation and posting of differences. ABRA Gen has the vendor’s mobile warehouse app. First you use what you already pay for.
- You sell through Base.com
- Base WMS is included in the subscription and handles full and partial stocktaking by hand or with a scanner. With us, you deal at most with passing the differences to accounting.
- You need a legal interpretation of stocktaking rules
- Your accountant or tax advisor will give you that. We build the technical flow according to their requirements.
How it works
- 01
Free audit
30 minutes. How many items and locations you have, how you do stocktaking today and which software you run the warehouse in.
Output: Recommended next step
- 02
Item list and labels
We go through your stock and location codes. Anything without a code gets a label.
Output: Proposed tasks and price
- 03
Test count
One rack or one warehouse on a phone. Import into the accounting software as a test first, live data only after your approval.
Output: Verified flow
- 04
Live stocktaking
Training at the rack, a report of differences and a count sheet for the accountant.
Output: Paperless stocktaking
Frequently asked questions
Can stocktaking with a scanner be connected to POHODA?
Can we do stocktaking continuously, without closing the whole warehouse?
What happens to the differences stocktaking finds?
When must stocktaking be finished?
How much does it cost and how long does it take?
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MoreWarehouse stocktaking with a scanner
Article: how to prepare and carry out stocktaking with a scanner.
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MoreEnquiry — Warehouse stocktaking
Tell us what you are dealing with. We start with a free 30-minute audit.