How to do an inventory on the Shop Floor Interface

Read time: ~5 minutes

Applies to: Shop Floor Interface · Admin Portal

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What you can do

An inventory lets you compare expected quantities against what is physically in the device, identify discrepancies, and keep your stock records accurate.

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Before you start

• You need a user account with the Perform inventory permission.
• You need access to the Shop Floor Interface on a device connected to your storage.
• Know which items or locations you want to count. You can select specific items or count everything in the device.
• If your administrator has enabled Mandatory reason code for discrepancy, you will need to provide a reason when the counted quantity differs from the expected quantity.

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Quick start

Experienced users — complete an inventory in 5 steps:

1. Tap Stock management on the main menu, then Inventory.
2. Select the items you want to count.
3. Tap Start inventory.
4. Verify each item’s quantity and tap the checkmark to confirm.
5. Tap Confirm to save the inventory results.

Need more detail? Follow the full steps below.

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Steps

Step 1 — Open inventory

1. On the SFI main menu, tap Stock management.

 

2. Tap Inventory.

 

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Step 2 — Select items to count

The item list displays every item in the device. Each tile shows the item number, description, stock location, last inventory date, and expected quantity.

1. Tap the items you want to include in this inventory count.
2. You can select multiple items. Each tap toggles the item’s selection.

Note: The same item can appear more than once if it is stored in different locations within the device. Each location is listed separately so you can verify every stock position.

3. After selecting items, tap Start inventory.

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Step 3 — Verify quantities

The count screen shows each selected item with its expected quantity, stock location, and a quantity field.

For each item:

1. Tap the item row to reveal the spinner buttons (+ / −).

3. Tap an item row to reveal the spinner (1). Use − and + to adjust the counted quantity4. Tap Confirm (2) to save.

Important: Its also possible to type a number into the quantity field using the keyboard. Unless the input is a number the confirm button remains disabled.

4. After confirming all items, tap Confirm.

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Step 4 — Review the result

The result screen shows a summary of your inventory. For each item, you can see:

• Qty expected — the quantity the system expected.
• Qty real — the quantity you counted.
• Qty deviation — the difference between expected and counted.
• Value deviation — the cost impact of any discrepancy.

5. Tap Close to finish the inventory.

Success: The inventory is complete. Stock quantities in the system are updated to match the quantities you counted.

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Continuing an unfinished inventory

If you leave the inventory before completing all items, the system saves your progress. The next time you open the inventory screen, a prompt appears asking if you want to continue from where you left off.

• Tap Yes to continue the previous inventory and return to where you stopped.
• Tap No to discard remaining items from the previous inventory and start a new one.

Tip: If you have a large number of items to count, you can split the work across multiple sessions. Start the inventory, confirm some items, then leave. The next time you return, continue from where you left off.

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Admin setting: mandatory reason code for discrepancy

An administrator can require users to provide a reason whenever the counted quantity differs from the expected quantity. This is useful for tracking why discrepancies occur (for example, damage, theft, or miscounts).

To enable this setting:

1. In the Admin Portal, go to Administration > System settings.
2. Click the Stock Daily use tab.
3. Check the box next to Mandatory reason code for discrepancy.
4. Click Save.

When this setting is enabled and a user reports a quantity that differs from the expected amount, an exclamation icon appears next to the item on the count screen.

The user must tap the icon, enter a reason in the dialog, and submit it before they can confirm the inventory.

The reason code will be shown in the raw transaction report on the AP.

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Troubleshooting

Problem	Likely cause	Fix
Start inventory button is grayed out	No items are selected	Tap at least one item in the list to select it
Confirm button is disabled after changing quantity	Quantity was typed using the keyboard instead of the spinner buttons	Tap the spinner + or − buttons to change the quantity
Prompted to continue a previous inventory you don’t remember starting	A previous inventory was not completed	Tap No to discard it and start fresh
Exclamation icon appears after changing quantity	Mandatory reason code for discrepancy is enabled in Admin Portal	Tap the exclamation icon, enter a reason, and submit
Item appears multiple times in the list	The item is stored in more than one location in the device	This is expected — count each location separately