Inventory Count And Entry

Speed up initial inventory count and entry using the option which works better for your business.

What Is The Best Way To Count Inventory And Enter It Into QR Inventory?

How to enter your assets and inventory into the system and do initial inventory count with minimum time and without errors.
Before you start managing inventory in QR Inventory software you will need to enter inventory, locations and initial inventory count into the system.

Ways To Enter Inventory And Assets Into QR Inventory

QR Inventory gives you multiple options for entering assets and inventory into the system. If you already have a list of assets and / or inventory in an excel spreadsheet or a csv. file, you can import .csv file into QR Inventory. If you never managed inventory and are starting from scratch, you have several options for inventory entry and initial count:
  • If you already have a list of assets / inventory in an excel spreadsheet or a csv. file, import .csv file into the system.
  • If your assets and inventory are mostly in the office, enter them into QR Inventory via the web dashboard.
  • If you have multiple assets that are different only by serial number, use web dashboard to enter all information into the system once and then scan in or paste a list of assets serial numbers.
  • If your inventory is in the field, at the client sites or in the other out-of-the-office locations, use a smartphone and barcode scanning to enter inventory and assets into the system on site.

Before starting to enter items into QR Inventory please read the following section and decide which of your items will be inventory, and which ones will be assets.  

Assets And Inventory - What Is The Difference?

What is the difference between asset and inventory? What should I make an asset, and what should I make an inventory?

It is very important that before you start entering the data into QR Inventory you decide which of your items will be assets, and which ones will be inventory.
Inventory (often referred to as consumables, supplies or materials) includes items that you do not want to track individually. You are mostly concerned with quantity on hand in various locations, how many were used for a specific project, and when do you need to order more. If you have 10 inventory items in stock, and used 5 of them for a project, you do not care which specific 5 items were used. All you want to know that 5 were used for a project, and now you have 5 left in stock. Items that you want to track by line item number, SKU or lot number will be inventory.
Asset is a unique item that you want to track individually. You may have multiple items that are exactly the same (e.g. iPad Pro), but if you want to track each item individually these items will be assets. If you have 2 assets which are the same, and you rent one of them out, while another is in-house, you will want to know which specific asset is rented out. Items that you want to track by serial number will be assets.

Assets And Inventory Import

Can I import inventory with the custom fields?

Yes, you can include custom fields in your import file. Just make sure to first enter custom fields into QR Inventory, and use exactly the same names for your custom fields in the import file header.

I included Location in the import file, but imported assets are not shown in their respective locations?

Location should not be a custom field, and should not be included in the inventory import file. Although assets are unique items and each asset can be only at one location at a time, inventory is not. You can have the same inventory item in multiple locations. Therefore, you need to import stock and locations separately. Use second form on the import page, Import Inventory Stock, for importing stock and locations.

Manually Entering Assets And Inventory Online

I have multiple assets which are different only by their serial number. Do I have to enter each asset into the system individually?

No, you can enter all information on the asset once, then scan in or paste a list of all serial numbers. Use Bulk Add Assets link on the Assets & Inventory page to do this.

I created custom fields for assets / inventory, but I cannot see them on the assets / inventory entry form?

Assets and inventory entry is a three step process:
  • On the first step / form you enter basic item information: ID, name, group and pricing, if applicable.
  • On the second step / form you enter information for the custom fields that you created. If any of your custom fields are images, you will be able to upload image on this step.
  • On the third step you will have a chance to assign asset to a location, or enter inventory stock for all locations.

Second and third steps are optional. If you did not fill out custom fields, you can always do it later by clicking Update Custom Fields link on the assets and inventory list. You can also enter assets location and inventory stock later, or do it by using inventory transactions.

How do I upload image(s) for assets / inventory?

Create custom field (item level) of type image. Then, when you are entering asset or inventory into the system, you will have a chance to upload an image. You will be able to upload one image for each image field that you created. You can create any number of image fields, and have any number of images for your assets and inventory items.
You can always upload image later, change or delete image by clicking on the Update Custom Fields link on the assets and inventory list.

Entering Assets And Inventory Into The System Using A Smartphone

How can I enter new asset / inventory into the system on a smartphone?

You need to create transaction named Initial Entry of type in. When you log into QR Inventory mobile application, select Initial Entry transaction, scan QR code or barcode on the item, click New button and enter item into the system. You will go through the 3 step process, similar to the entry via the web dashboard described above. If you want to have images associated with an item, you can take photos using your smartphone.

Can I take image(s) for the assets / inventory with a smartphone?

Yes. If you are entering items into the system using a smartphone, you will be able to take photos with a smartphone during the entry process. If you import inventory and assets from a file, or entered them via the web interface, you still can use smartphone and QR Inventory mobile application to add images to your items:
  • Log into QR Inventory mobile application
  • Select Item Details button
  • Scan an item you want to add images to.
  • You will get to the item information screen. Click update at the bottom of the screen to be able to edit item information.
  • You will have a chance to take photos and add them to image fields that do not have images yet.
  • Submit to the server when done.
  • Images that you took are now associated with the asset or inventory item.

How To Do Initial Inventory Count

What is the most efficient way to do initial inventory count?

If you are just starting with the inventory management, and have no idea what items do you have in inventory and how many, the most efficient way is to use smartphone and Initial Entry transaction. It will allow you to label inventory, add it to the system and do initial inventory count at the same time. Multiple employees can do this in their respective locations, and you can get up and running an a few days, rather then spending weeks on inventory organization, entry, counting and re-counting. Here is what you need to do:
  • Create inventory transaction called Initial Entry of type in
  • Log into QR Inventory mobile application, select Initial Entry transaction.
  • At each location, go through the assets and inventory, scanning each item (label items that are not labeled yet, or scan existing barcode label). If item is already in the system, you will have a chance to enter quantity. If not, you will be able to enter it into the system first.
  • You can have several people taking inventory at the same time in the same location, in their designated areas.
  • Once all items in the location are scanned, you have everything entered into the system and counted.
  • The same line item numbers do not have to be at the same spot for the proper counting. As you scan line items that were previously entered into the system, you will just enter quantity. All entered quantities will sum up, producing the correct count for each line item at the location.
  • The same method works with the assets, except that you won't need to count - you just label each asset, scan and enter it into the system.

QR Inventory Tour Part 2