Conducting stock takes with a scanner

Conducting Stock Takes With Finale Inventory

Finale Inventory is a full-service tool for warehouse and inventory management. We’ve designed our product from the ground up to be flexible and adaptive to your business and workflow. Combined with a handheld barcode scanner, Finale Inventory offers managers and workers on the floor a better way to run a smarter operation.

Conducting stock takes is an important task — but it’s one that few warehouse workers look forward to. Stock takes help businesses reconcile the inventory in their system with the inventory on their shelves. In the process, they give you a more accurate picture of where your business is today and help identify discrepancies that can make you more accountable in the future.

How Finale Inventory Can Help

Conventional pen-and-paper-based stock taking is time-consuming and prone to human error. However, when you use Finale Inventory’s barcode scanner inventory software, the process is easy. We’ll put sophisticated tools right at your fingertips, letting your team log items in seconds and transmitting that information to a centralized database that updates in real time.

Finale Inventory will integrate with your existing business software to provide a comprehensive multi-channel inventory management solution. Our product scales upward to grow with you in the future, and it features cost-effective pricing models that will work for your budget today.

Why Use Our Program for Inventory Takes?

There are many benefits to using Finale Inventory’s barcode scanner for inventory counts. Our product:

  • Helps reduce the time and hassle associated with pen-and-paper-based stocktaking, freeing up your team to work on other tasks and minimizing downtime in your regular operations
  • Reduces the risk of human error in taking stock of large inventories, improving accuracy, reducing the need for recounts and giving you actionable business intelligence
  • Lets you take advantage of built-in reporting tools to analyze stock data over time and identify trends that can affect the success of your business
  • Reduces your reliance on paper-based systems, helping you run a more efficient and environmentally friendly operation
  • Has an intuitive interface that’s easy to train staff on — even if they’re accustomed to doing things the old way
  • Offers both Wi-Fi and offline functionality — if you don’t have access to an internet connection on your warehouse floor, our barcode scanners will store data for uploading later
  • Supports both simple cycle counts and more comprehensive inventory audits with the ability to note zero-count items

Our stocktake scanner software is part of a complete inventory management solution. Finale Inventory also helps with order picking and packing, receiving shipments, transferring stock between locations and more.

Why Finale Inventory?

Our product is one of the most cost-effective handheld stocktake scanner solutions available on the market today. Because it will work with your existing systems and software, you won’t need to bring in an expensive integration consultant or invest in extensive training for your team

Finale supports two modes of conducting stock takes with a scanner.

  1.  Cycle Counting

  2.  Cycle Counting with Write Zeros

The video below will illustrate the difference between the two modes.


Not shown in video: WiFi data syncing also available

Video Transcription of conducting stock takes with a scanner

Hello. This is Mike from Finale Inventory. In this quick video, we’re going to talk about conducting stock takes with a scanner. We’re gonna introduce a few may be different topics or clarities in taking stock takes. The handheld scanner supports two modes of conducting stock takes with a scanner.

One, we refer to as basic or kinda just like a cycle count. Another way that we would refer to it is maybe doing an audit, or where you can write zeros. So depending on the settings that you set in the scanner, you can actually conduct a stock take in two different ways.

So I’ll cover this in a little bit more in detail, individually, in separate videos where I’ll go through how to handle a basic cycle count, and how to handle an audit type of write zeros in another video in detail. But to kinda give you an overview of the differences, let’s take a look at the stock, the home screen here in Finale. And this will kinda give you a better understanding of conducting stock takes with a scanner.

When we say, “Cycle count,” it’s basically where you would go into a location. And you’re, basically, only auditing what you scan. So in other words, if you take a look here on the screen, we have these black PVC cards, okay? And there is physically on hand four of them, but notice that they’re in two different locations. So they’re in A5 and in A9. So there’s two in A5, two in A9. So when we say, “A cycle count,” stock takes are relative to the sub-location, or the stock location when you’re doing your counting.

So if I go into the warehouse and I find this location, A05, and I scan the barcode for this black PVC cart, it’s only auditing at this A5 location only. It’s not also auditing A9. So everything is relative to the stock location, or the sub-location where it’s being stored. So when we go to the cycle count, we would be scanning A05 as a sub-location. Then, we would be scanning the black PVC carts that we find in that location.

So we should only find two. Now, if we conclude our stock take, and we only counted the two items at A05, then that would be the end of the stock take. Now, if there happened to be something else in that location, a cycle count mode would not reset that value of something else in that location. So, for instance, if there happened to be red cards in the very same location, A05, okay, if there happened to be red ones, but if you also notice, there are all…but that’s kind of a bad example. So let’s look at white. There happens to be white. So when you look right here in the stock here, we’re looking at two white cards are actually located in A5. So if we were to look at A5, A5 has both two black cards and two white cards in it.

So the definition of a cycle count is gonna, basically, be it’s related specifically to a part number and to a specific sub-location. So in our example, we only…we go to A5. And we only scan in that cycle count only the black ones. Well, when we upload that transaction if we can two black cards and that’s all, it’s going to update and confirm that there was only two black in A5. It will not say anything about the two white ones. So we did not audit the white ones if we don’t scan them. So cycle counts are very specific to what you scan in that location. If you don’t scan it, then you didn’t stock take it, or you did not audit that particular part, all right? So that’s the definition of kind of a cycle count.

Now, if we were doing an audit, which means we’re gonna write zeros, what does that mean? So it’s a specific mode that we could put that stock take in the scanner into. And if we say that we want it to be an audit type or write zeros, then in that case, if we were to go into this location, A5, and we scan the black cards, and we count two of them, and we stop right there and we have the write zero setting turned on, then in that case, if we close out, it will actually, since we did not scan the white cards, it will set these two to zero because we didn’t scan them because we were in audit mode. And we wanted to go into that location and only scan what we found. And if we didn’t find anything else, we want the entire system to think that there’s nothing else in that location.

So it goes under the premise that you can’t scan something that you don’t find. Therefore, you’d want the system to be reset or written to zero in that location for the other products that you did not scan. So, hopefully, that kinda gives you an idea of what that means, and the two different terminologies, kind of a cycle count or the write zero type of audit.

And we’ll show you this in more detail with a live scan, but to show you kind of the difference in how you access or how you turn these features on and off, I’m gonna bring up the scanner here. So in the scanner, we have the main menu. So from the main menu, you can take and go to the settings. And in the settings, it’s gonna be where you can set the way or the behavior of the stock take. So I’m going to go into settings. Now, we’re looking for a setting that begins with TAK, which means it’s particular to the stock take function.

So I’m gonna go down to more until I start to see TAK. So this TAK setting number 17, 18, and 19, they all are pertaining to how the scanner functions with stock takes. So notice that we have a default unit of each because we do support cases, but also there’s a type quantity equal yes. Now, type quantity equal yes, that means that the quantity box is gonna be turned on and waiting for us to type in a stock quantity, okay?

So if we wanted to make that no, which means, “Hey, if we say no, type quantity,” then the scanner is gonna assume that every time you scan something, that means one. And it doesn’t even ask you to type a quantity. But if you are counting inventory where there may be multiples of it, and you don’t want to have scan each one, so there may be, you know, 100 there or 1,000 or 500, and you don’t want to scan a barcode that many times, well then, you change this property to yes, okay? Now, you won’t have to scan it that many times, you can actually type in the quantity. But here’s where we’re talking about write zeros.

So by default, this function is set to no, which means you’re just in a plain old cycle count. But if you want to do a total and complete audit where it will write zeros to anything you do not scan, all right, you will click on this setting and change it to yes. Now, you’ve actually changed the way that this stock take behaves. And it’s more in a write zeros mode, which means it’s in audits mode, okay? So all you have to do to apply the change is just say, “Done.” And now when you’re conducting stock takes with a scanner, you’re in the write zero modes versus the other way. So go look at the other videos, and we’ll go into more details and how to do each one and specifically.

(Videos: See the complete list of available videos)