How to Count Stocktakes with Stock Mobile

About
Creating or Resuming a Stocktake
Entering Item Counts
Viewing and Edited Counted Item
Processing the Completed Stocktake
Viewing Historical Stocktakes
Points to Notes

About

Within Stock Mobile, available with Sysnet Cloud, the Count Stocktakes function provides a streamlined method to create, count, and process stocktakes, all from the convenience of your mobile device.

This guide will walk you through:

Creating or Resuming a Stocktake
Entering Item Counts
Viewing and Editing Counted Items
Processing the Completed Stocktake
Viewing Historical Stocktakes

This guide also highlights differences between the Stock Mobile and on-premise Stock.exe experience.

For further assistance with stocktaking, Stock Mobile, or Sysnet Cloud, please contact our H&L support team. You can log a support ticket in the client portal.

Creating or Resuming a Stocktake

To create a new stocktake with Stock Mobile:

From the Stock Mobile home screen, tap the Count Stocktakes icon
From the Count Stocktake screen tap the Create New button
Select a location of the stocktake
1. Only one in-progress (unprocessed) stocktake is allowed per location and stock groups.
2. If you attempt to create a second stocktake for the same location and stock groups, you will be prompted to overwrite the existing stocktake or abort.
Tap the Proceed button
Select one or more stock groups to include in the stocktake
Note: To select or deselect all stock groups in Stock Mobile tap the checkbox in the header row.
Tap the Prepare Stocktake button
Note: The print sheets step is skipped in Stock Mobile.
1. The stocktake will be created and prepared at this point. A snapshot of the current stock quantity is created during preparation, which will be compared to your entered counts.
2. A progress indicator will indicate the stocktake is being prepared
3. During this process, stock level consistency between the on-premise and cloud databases is verified.

If verification fails:

Tap Retry on the pop-up notification to re-prepare the stocktake.
If verification fails again, you cannot proceed. Contact the H&L Support Team for assistance.

⚠️ Important: Change from On-Premise
Current shift sales are not excluded in the prepared snapshot because they areupdated at End of Shift (EoS). The on-premise“subtract current” options are not available when preparing stocktakes in Stock Mobile. To avoid variances caused by current shift sales, follow one of these recommended approaches:

Before trade beings for the day
(After running EoS manually or after the automatic overnight EoS has run and before trade begins)

Prepare the stocktake.
Count Items and enter them using Stock Mobile.
Process the stocktake .

After trade ends for the day
(After trade ends and any outstanding sales, invoices, wastage, or transfers have been processed)

Prepare the stocktake.
Count items and enter them using Stock Mobile
Do not process the stocktake immediately after counting.
Wait until the next morning (for automatic EoS) or after manually running EoS.
Re-prepare the stocktake.
Process the Stocktake.

To resume an existing in-progress stocktake:

From the Stock Mobile home screen tap the Count Stocktakes icon
From the Count Stocktake screen in progress stocktakes will be listed. Select the desired stocktake to resume it.

Note: You can also view the selected stock groups, re-prepare, process or delete an in progress stocktake from this screen.

Entering Item Counts

From the Stocktake Entry screen, you can:

Scan a barcode with Camera
1. Tap the Camera button.
2. Align the device’s camera with the barcode.
3. Hold the device steady or adjust the angle until the camera recognises the barcode.
  Note: You can switch between cameras from the dropdown list.
Enter the barcode manually
1. Tap the scan barcode field.
2. Enter the barcode using the on-screen keyboard.

Scan a barcode with laser scanner

Tap the scan barcode field.
Align the device’s scanner with the barcode.
Use the scan button(s) on the device. (On a Honeywell EDA52, these buttons are located on each side.)

Note: If the scanned or manually entered barcode has not been linked before, you will be prompted to link it to an item and factor.

Search for an item
1. Tap the magnifying glass button.
2. Scroll through the listed items or use the search field to narrow the list.
3. Highlight the desired item and tap the Select button
4. Tap the Factor field and select the factor being counted.

Once the item has been selected:

In the Factors Counted field, enter your count for this item.

Tap the Add to Stock Count button or press the Return key on your mobile device’s keyboard.

Note: iOS devices will need to press the Add to Stock Button. Android devices can skip this by using the Return key.

Repeat the above steps for all other items you intend to count in the stocktake.

Viewing and Edited Counted Item

You can view a summary of all items in the current stocktake from the Stocktake (List) tab. There following navigation and filtering options available on this page:

Column Sorting: Tap the column headers to sort in ascending or descending order alphanumerically.

Column Chooser: Show or hide columns for inventory code, item description, inner unit, quantity counted, and whether the item has been counted.

Refresh button: Tap to update the counts displayed. This is useful if the stocktake is being counted across multiple devices.

Reset Grid button: Tap to reset the grid to its default settings, undoing any column changes or filters applied.

Search field: Use the field to narrow the listed items based on the item description containing the searched term.

Items Per Page button: Tap to adjust how many items are displayed per page.

Page button: Tap to switch between item pages for the current stocktake.

To add additional counts to an already counted stocktake item:

Follow the process above for entering item counts. Each new count will be added to the total for the item.

To remove or lower a counted items quantity counted:

Scan or enter the barcode, or manually search for the item to adjust.
Tap the # Counts Entered heading to view all counts for the item in the current stocktake.
In the Qty column, tap the Reset Counts (blue arrow) button to reverse this count.
If needed, add a new count for this item with the correct value.

Processing the Completed Stocktake

When the count is complete and you have reviewed the counted items using the Stocktake (List) tab, you’re ready to process the stocktake. Only after processing will the system update the stock on hand totals to reflect any variances between your counted totals and the prepared totals.

Note: Processing a stocktake is non-reversible. If there are counting mistakes discovered after processing, correct them with a discrepancy or create a new stocktake.

To process the stocktake:

From the Stocktake Count or Stocktake List screens, tap the (←) Back button to return to the main Count Stocktake Screen.
Identify the in-progress stocktake you have finished counting and tap Process.
A confirmation popup will appear. Tap Yes to process or No to abort.
If the stocktake is processed, a confirmation window will appear. Tap Ok.

Note: There Zero Uncounted Items option is not available in the Stock Mobile app.

Viewing Historical Stocktakes

Stock Mobile provides a historical view of processed adjustments and movements in Sysnet Cloud.

To view stocktake history:

From the Stock Mobile app, tap the Count Stocktakes icon.
Tap Stocktake History.
Scroll to find the historical stocktake you want to view and select it.
The Stocktake (List) screen will display the counts entered for this processed stocktake. You can filter this view as described in Viewing and Editing Counted Items.
Tap the (←) Back button or Home button when finished.

Points to Notes

By default, Stock Mobile does not show the current stock on hand when entering counts. You can enable this feature by selecting the Show Stock on Hand Quantities in Stocktakes option in the Settings and Configuration module under the Venue tab. A user with the Stock Mobile - Full Access role (or similar) is required to save any changes in the Settings and Configuration module.

In progress or processed stocktakes in Sysnet Cloud are not viewable or editable in the on-premises modules, and vice versa. Adjusted item quantities and values from processed stocktakes are synchronised between Sysnet Cloud and On-Premise databases.

Sysnet Cloud processed stocktakes will be visible in the on-premise Stock (Inventory) > History tab, and adjustments from processed stocktakes will be reflected in the on-premise Cost of Goods and Stock Movement reports.

Stock Mobile is designed to provide a streamlined and simplified experience. It does not include all the options or reporting functionality available in the on-premise product. Future Sysnet Cloud modules will offer more configuration and reporting features.