Stock-taking

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The platform enables you to verify the quantities, weight, or any other quantifiable attribute of items in your inventory.

Preliminaries

Before stock-taking, the inventories first need to exist under the Inventory section. See the guide on setting up inventory.

You then need to customize the Stock-take Data Capture fields so that you can gather the details you need about the inventories.

Location is a recommended field to have. If it does not exist, create one custom field named “Location”, with the Answer Type set to “Select”. In the “Options” column, enter comma-separated location details.

Note, if using “Select” Answer Type, the location options should match what you have under the Record Inventory Data Capture.

If the location has a barcode or NFC tag, then an appropriate Answer Type would be “Barcode Scan/ NFC Tag”.

There are several ways to stock-take.

Stock-taking from the smartphone app

If you have barcodes or NFC tags, you can scan them using our iOS & Android apps, then indicate the adjustment that should be made.

On the smartphone app, go to Stock-take, then fill out the form with the total stock count. You should then indicate what should be done with the inventory totals.

You can either have the app increment, deduct, or set their new values.

Stock-taking from the web app

On the web app, if you’re using Bluetooth or USB scanners, you can scan the barcodes or NFC Tags, then fill out the spreadsheet (based on your custom fields).

On that web spreadsheet, unless indicated otherwise, the app will increment the inventory values being counted.

To have a deduction made, simply append “-” to the number. For example, “-5” to deduct 5.

To have the value replaced, simply append “=” to the number. For example, “=10” to set an inventory’s new value to 10.

Stock-taking via automated workflows

Using Zapier

Using Zapier, you can automate how stock-takes are recorded in your account. For example, you could edit a Google Sheet or Excel spreadsheet row, and have the data on that row automatically used to create an inventory stock-take record.

You first need to set up a Zap trigger.

After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Stock Take.

Click on Continue, then authenticate your account.

In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically.

Proceed to then test the integration, and turn the Zap on.

Using Microsoft Power Automate

Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account.

In your Power Automate account, set up a new flow, for example, “Automated – from blank” or “Scheduled – from blank“.

After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, “list rows present in a table“. For example:

If using Google Sheets, you would choose, “Get rows“. For example:

Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step.

In this new step, search for “Ventipix Asset and Inventory” connector. Then, under its Action menu, select, “Create an asset or inventory record“.

In the new prompt, under the Services dropdown, select “Stock-take”.

In the input fields that will then be displayed, select the dynamic content that should go on to them.

On the “Apply to each” prompt, click on the “Create an asset or inventory record” title to expand it.

After that, continue to populate the necessary or required fields with more dynamic content. For example:

Once that’s done, save the entire flow set up, then let it run.

If needed, you can of course add further steps in the workflow.