Stock counts: how this screen works
Counts help you check that the stock in QrX matches what is really on your shelves. You count, QrX compares, and small differences are booked automatically. Larger differences wait for someone to approve them. You find this screen under the Counts tab of the Warehouse workspace (only shown when your role allows counting or approving counts).
Types of counts
Cycle count: you count a few zones or locations. Good for checking a part of the warehouse every week.
Stocktake: every location of a warehouse, empty ones too.
Spot count: a quick count of one item, started with the Count action on a stock item.
Cycle counts and stocktakes need full warehouse stock with the counts module (cycle counts also need bins). Spot counts work at every stock level. Counts can also be planned to start on a schedule under Settings, Count plans; those counts show the plan name under the number.
The Counts list
Counts and Review (top right): switch between your counts and the differences that wait for approval. Review is only shown when your role may approve counts.
Refresh (the round arrow): reloads the list.
Full stocktake and New count: start a count (only when your role may count stock).
Warehouse: shown when you have more than one warehouse.
All states: show only counts that are Open, Counting, Needs review, Done or Cancelled.
All count types: show only cycle counts, stocktakes or spot counts.
The columns: Number, Type, Warehouse (with more than one warehouse), State, Locations (counted out of total), In review (differences waiting for approval), Created (with who started it) and Submitted. Click a row or the eye icon Open count to open the count. The list loads more as you scroll.
Start a cycle count
Click New count.
Choose the Warehouse (only with more than one).
Pick Zones (every bin in those zones) and/or single Locations. The zones come from the zone list of the warehouse (the Zones tab in the warehouse editor). The line below shows how many locations are selected. A count holds at most 2,000 locations.
Blind count (on by default): counters do not see the expected quantity, so they count what is really there.
Add a Note (optional), for example "aisle A before the sale".
Click Start count. The count opens right away.
With containers (pallets, crates, roll cages) in the warehouse, the Locations picker lists them in their own group Containers, for example "PAL-0001 · Container on A-01-2". You choose containers one by one. A zone never includes containers.
Start a full stocktake
Click Full stocktake. The window shows the Warehouse, how many Locations and Lines will be counted, and that it is a Blind count. Click Start count. While locations are being counted, they are picked last until they are done, so orders keep moving. That is how it works with bins (shelf locations). Without bins the window says "All stock in this warehouse is counted. Picking continues during the count."
A full stocktake also counts every active container of the warehouse. The containers come after the bins.
Count, location by location
At the top you see the count number, its state and type, and how many locations are counted. Use the back arrow Counts to return to the list.
Locations (left): the locations of the count in walking order. A green tick means counted, a dashed circle means To count. Click a location, or scan its label.
Scan or type a barcode: scan a location label to jump to it, or scan an item barcode to add one piece (or a box) to that item. An item that was not expected here is added as a new line with an Added pill.
Or type the quantity in the Counted field of a line. Enter saves the line and moves to the next one.
Click Finish location when the location is done. Lines you left empty count as 0. QrX jumps to the next location.
When every location is counted, click Submit. The window shows the number, the locations and the lines counted. Confirm with Submit.
After you submit, differences within your auto-apply limit are booked straight away. Larger differences wait for approval in Review. The screen tells you how many lines were booked and how many wait; click Open review to go there. Counted lines can no longer be changed.
Cancel count closes the count without booking anything. Click Keep if you change your mind. This cannot be undone.
In a blind count the Expected column is hidden while counting (people who may approve counts still see it). Without bins there are no locations: you count the items and click Finish counting. If your role may only view counts, you can open a count but not change it.
Several people can count the same count at the same time; scanned pieces are added up, so no units are lost.
A container in the list of locations carries the tag Container and the location it stands on, for example "on A-01-2". You count it like a bin. A difference on a container changes the units on hand only: stock in a container is not sellable until it is emptied into a bin.
Review count differences
Open Review (only when your role may approve counts). Each row is one difference: Count, Location, Item, Expected, Counted, Difference (green + more found, red - fewer found), Counted by and Submitted.
Use the icons at the end of a row: Approve and book (tick), Reject (cross) or Open count (eye).
Or tick several rows (or the box in the header to Select all loaded lines, at most 200 at once) and use Approve, Reject or Clear in the bar that appears.
Approve: a window shows the Lines, the Net difference and the Units changed. Choose a Reason (optional) from your Count difference reasons and add a note, for example "found behind the shelf". Confirm with Approve. The differences are booked as count corrections. QrX checks each line again against what happened since it was counted.
Reject: nothing is booked. Choose a Reason (optional), add a Note (optional) and keep Create a recount on to count those locations again. Confirm with Reject.
A reason can ask for more. The line under the reason tells you what it needs: the note field becomes Note (required) and the photo field becomes Photos with a minimum number. The button stays grey until you add them. You manage these reasons and their rules in Settings, Reason codes.
When Another user approves count differences is on in your stock settings (the default), you cannot approve lines you counted yourself. They show Counted by you; another user has to approve them. You set this, and the auto-apply limit, under Settings, Stock, Counts.
A line may show units blocked in quarantine. If more units were found, they may be the blocked ones still on the shelf: move them to quarantine and reject the line.
Team comments
Every count has its own comments, for a remark such as "aisle B is blocked until noon". The button sits at the top of the count screen.
Click the speech bubble Team comments to open the panel. Write in the field "Write a comment. Type @ to mention a colleague." and click Send. The newest comment is on top. A number on the speech bubble shows how many comments there are (99+ for 100 or more).
Type @ and choose a name to mention a colleague. The mention lands in that colleague's team inbox under Warehouse, Team. Unless the colleague switched it off, QrX also tells them by e-mail and on the phone. One comment can mention at most 20 people.
Your own comments have Edit comment and Delete comment. A changed comment shows "edited". A team lead (permission Manage team tasks) can delete any comment.
You see the button with the permission View team tasks and comments, and you can write with Write team comments.
Export to CSV or Excel
You can export the list of counts with the state, type and warehouse you filtered on. Click the Export icon, choose CSV or Excel and click Start export. The export uses the filters you have on the screen and runs in the background, so you can keep working.
The Show your exports icon opens Exports: all your exports, newest first, with more loading as you scroll and a refresh button. When an export is Ready, download the file. A file is kept for 24 hours. An Excel file holds at most 1,000,000 cells: export a larger list as CSV. You can run up to 3 exports at the same time.
You see these icons only when your role may open this list and may also export stock history.
Tips and common questions
"Finish every location before you submit the count.": Submit stays grey until every location is counted.
"This count is too large: at most 2,000 locations and 20,000 lines. Split it by zone.": choose fewer locations, or count zone by zone.
"A location you chose is already in another open count. Finish or cancel that count first.": a location can only be in one open count at a time.
"Enter a whole number of 0 or more.": counted quantities are whole units.
"No stock item has this barcode.": add the barcode to the item, or type the quantity by hand.
"lines were counted by you and were skipped": another user has to approve those lines.
"Closed, not booked": a later count already corrected that location, so nothing changed.
"Not finished yet because stock is busy. Press the button again to continue; nothing is booked twice.": press Submit again.
"This warehouse is being merged into another one, so nothing new can be started in it. Finish the switch to Simple stock first, or use the warehouse that stays.": you tried to start a count in a warehouse that is being merged into another one. Click Open stock settings in the message to finish the switch to Simple stock, or use the warehouse that stays.
"This reason needs a note." or "This reason needs at least 1 photo(s).": the reason you chose asks for a note or photos. Add them, or choose another reason.
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