QR Code Inventory Entry And Count / Stocktaking With QR Inventory Mobile Application

Before starting to use QR Inventory software you need to enter existing inventory and assets into the system, and do initial inventory count / stocktaking. QR Inventory allows you to count inventory in multiple locations fast using QR code / barcode scanning and QR Inventory mobile application.


Follow these simple steps to get existing inventory and inventory count into the QR Inventory software:

  • Use any of the available options for entering your existing inventory and assets into QR Inventory: import from the file, enter manually via the web interface or enter on site using QR Inventory mobile application.
  • Generate and print QR code labels for the inventory and assets, use pre-printed QR code labels to label and enter inventory into the system at once, or use existing barcode labels if applicable.
  • If you already have a list with inventory count, you can bulk import it into QR Inventory.
  • If you are just starting to manage inventory, do initial inventory count using QR Inventory mobile application and barcode / QR code scanning. You can do inventory count on site in multiple locations at the same time.
  • After these steps are completed, you are ready to start managing inventory and tracking assets in real time.

How To Enter Inventory And Assets Into The QR Inventory Software

QR Inventory software 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 the inventory entry and initial inventory count / stocktaking:
  • If you already have a list of assets / inventory in an excel spreadsheet or a csv. file, import .csv file into the system. You can also import inventory count if you have the data.
  • 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 multiple field / warehouse locations, on the job sites and / or in the service trucks, use QR Inventory mobile application and barcode / QR code scanning to enter inventory and assets into the system on site.

Before starting to enter items into the QR Inventory software, please read the following section and decide which of your items are inventory, and which ones are 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 data into the QR Inventory software you decide which of the items are assets, and which ones are inventory. Use the following rules to decide this:
Inventory (often referred to as consumables, supplies or materials) includes items that you do not want to track individually. You are mostly concerned with the inventory stock / count in various locations, and when do you need to re-order inventory. 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 assets that are exactly the same except for the serial number. If you want to know the history of each asset: where and how it was used, its warranty expiration, repair and service history, rentals and return history - you need to track each asset separately. Items that you want to track by serial number are assets.

Importing Assets And Inventory Into The QR Inventory Sodtware

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 the QR Inventory software, and use exactly the same names for your custom fields in the import file header.

I included inventory location and count in the import file, but inventory count is not shown in the respective location?

Inventory locations and inventory count should not be custom fields, and should not be included in the inventory import file. Assets are unique items and each asset can only be at one location at a time, therefore you can include location in the import list for the assets. Inventory line items, however, can be in multiple locations with the different inventory stock in each location. Therefore, you need to import inventory count separately. Use second form on the import page, Import Inventory Stock, for importing inventory stock and locations.

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, use Bulk Add Assets option to 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 the 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 you enter basic asset / inventory line item information: ID, name, group and pricing, if applicable.
  • On the second step 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 count for the locations with available inventory stock.

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

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

Create custom field (item level) of type image / pdf. When you enter asset or inventory into the system, you will have a chance to upload an image or pdf file for each custom field of type image / pdf. You will be able to upload one image / pdf file for each image/pdf field that you created. You can create any number of such fields, and upload any number of images / pdf files for for each asset / inventory line item.
You can always upload image later, change or delete image by clicking on the Update Custom Fields link on the assets and inventory dashboard.

Using QR Inventory Mobile Application For Inventory Entry And Count

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

You need to create an inventory transaction named Initial Entry of type in. When you log into the QR Inventory mobile application, select Initial Entry transaction, scan QR code or barcode on the asset or inventory item, and enter all applicable information in the mobile application. You will go through the same three step process as described above for the online inventory entry. If you want to have images associated with an asset or inventory line item, you can take photos using a smartphone camera and upload them along with the item information.

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

Yes. If you are entering inventory into the QR Inventory software on a smartphone using QR Inventory mobile application, you will be able to take photos with a smartphone camera. If you imported inventory and assets from a file, or entered them online via the web interface, you still can use a smartphone and QR Inventory mobile application to add images to the assets and inventory line items as follows:
  • Log into the QR Inventory mobile application
  • Select Item Details option
  • Scan QR code label on the item you want to add images to.
  • You will get to the asset / inventory information screen. Click Update at the bottom of the screen to edit asset / inventory information.
  • You will have a chance to take photos for fields that do not have images associated with them yet.
  • Submit update to the server when done.
  • Images that you took with a smartphone camera are now associated with the asset or inventory item.

Inventory Count With Mobile App And QR Code Scanning

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 a smartphone and QR Inventory mobile application. Initial Entry transaction will allow you to add a new inventory line item to the QR Inventory system and inventory count at the same time. Company employees can do inventory count in multiple field and warehouse locations at the same time, so you can get up and running an a few days. Here is what you need to do:
  • Create inventory transaction called Initial Entry of type in
  • Log into the 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 scanned asset or inventory line item is already in the system, you will have a chance to enter quantity. If not, you will be able to enter asset or inventory item into the QR Inventory system first.
  • You can have several people taking inventory count 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.
  • Inventory line items do not have to be at the same spot for the proper counting. As you scan inventory line items that were previously entered into the system, you will just enter inventory count. All entered quantities will sum up, producing the correct inventory 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 and QR Mobile Data are brand names of inventory management and mobile forms software by AHG -- a provider of mobile and cloud-based applications for business. Our unified mobile platform improves business operations efficiency by eliminating manual tasks and physical paperwork, while providing a secure cloud storage for the business records, real time access to business data for all stakeholders, comprehensive data reporting and analytics. Headquartered in beautiful Boise, Idaho, AHG software is used to manage hundreds of millions of dollars annually in inventory and assets.

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Mobile Inventory Tracking With QR Inventory