Physical inventory counts

A physical inventory count (an inventory check in the app) compares what the system says you have against what is actually in your shop. Atiéndalo makes it fast: you scan product by product and it keeps the tally.

It is done per brand, not for the whole shop at once, so one person can count a slot while the register keeps selling.

Starting a check

1. Go into the brand from Brands and open its Inventory checks tab (go straight there).
2. Press New check.
3. Review the date and, if you like, leave a note. The screen tells you how many active products and how many units you are about to count.
4. Press Start check.

At that moment Atiéndalo freezes the brand’s list of active products with their expected stock, including the ones at zero (so you can record surplus). That snapshot is never re-synced: if a piece sells while you count, the expected figure does not move — which is exactly what makes the comparison trustworthy.

Counting by scanning

With your barcode reader, scan every physical piece. Each scan adds one piece to the product’s counted number; scanning the same product again accumulates.

• The cursor lives in the Scan or type the code field, at the top and always in view even as you scroll the list. Scan and move on; you don’t have to touch anything between pieces.
• Beside it (below it on a phone), the Last scan box tells you, in large type, which product was counted and how many you have. It turns green when the scan counted and red when the code is not this brand’s. It also sounds: a short tone when it counts and a low one when it doesn’t. Sound mutes it on that device.
• Several identical pieces? Scan one and type how many in the box’s number (or use − and +).
• With no reader, type the code and press Enter or Count, or use Camera to scan with a phone.
• Only exact matches on barcode, SID or name are accepted. There is no partial search on purpose: “shi” must not count a shirt when the shelf also holds shirts and shift dresses.
• Further down is the whole brand, by SID, with tabs: To count, Counted (latest first), Differences and All. Any row’s count can be corrected; the × takes it off the count.
• A product isn’t on the shelf? Press − on its row: it is counted as 0.
• The count saves itself a few seconds after every change (the line under the title says when). You can close the tab and carry on from another device. If the connection drops, this device keeps what you counted and uploads it when it is back.

Completing the check

When you are done, press Complete check. Before closing it, Atiéndalo shows how many products and pieces you counted, how many pieces are missing and how many are extra.

If some products were never counted, you choose what that means:

• Leave them as they are (the usual): you don’t know how many there are, so they are not adjusted when the count is applied.
• They are not in the shop: they are counted as 0, and applying the count takes their stock to 0.

After completing it no more scanning is possible.

Results

Once the check is complete, Atiéndalo tells you in one sentence where it stands (how many products have a difference and what is left to do), the totals (products counted, matched, with a difference, missing and extra pieces) and one list with tabs: Differences (it opens here, biggest first), Not counted, Matched and All.

Per product you see Expected against Counted and its state, as when counting: 3 missing (sold or lost without being recorded), 2 extra (there is more than recorded), Matches or Not counted. Each row opens the product.

Checks keep a copy of the product’s data (name, price, code, SID) as of the audit, so the history stays accurate even if you change prices or names later.

Applying the count

A check does not change stock on its own: it is an audit. Once you have confirmed the differences are real:

1. On the results, press Apply count.
2. Before changing anything, Atiéndalo shows each product that gets adjusted with its stock now, the change and what it will be after, plus how many pieces go out and come in. If stock moved since the count (a sale, a receipt), the row says so: that is why after may not equal what you counted.
3. Press Adjust.

Atiéndalo creates an adjustment stock receipt with the reason Count adjustment (negative for shortages, positive for surplus) for every product with a difference, and stock ends up equal to what you counted. The View stock adjustment button takes you to that document.

Rules worth knowing:

• Products you did not count are left alone, unless you chose They are not in the shop when completing.
• A count is applied only once. Counting is for admins and whoever has Count stock; applying it also takes Receive stock; deleting the check, for admins only.
• If sales happened while you counted, that’s fine: the adjustment uses the difference between expected and counted, not current stock.

What can go wrong

• “Not in” the brand, in red. That code does not belong to this brand, or the product was created after the check started (the list is frozen). Note it aside, finish the count and record it with a stock receipt.
• Everything shows as a shortage. You counted only part of the slot. Products you never scanned end up in their own list and are not adjusted; the ones you did scan but left a box uncounted come out short. Count again before applying.
• You applied the count by mistake. It cannot be undone from the check. Fix it with a stock receipt in the opposite direction, with the reason Count adjustment, so the history explains what happened.
• The “Apply count” button isn’t there. Either the check isn’t complete, or it was already applied, or your user is neither an admin nor has both Count stock and Receive stock.
• The product you created mid-count doesn’t show up. That is correct: the snapshot is taken when the check starts. Run another check when you want to include it.
• The line under the title says “Could not save”. There is no connection. Keep counting: this device keeps what you counted and tries again by itself. Don’t complete the check on another device until it says “Saved”.
• You scanned with the cursor in a number. No harm done: when a number field receives a whole code, Atiéndalo counts it as a scan and leaves the number as it was.