How To Update Physical Counts

Preparation for Updating Physical Counts

The quickest and easiest way to update the count of stock you have on hand is to export a product count CSV file from the Back Office and add updated counts to the entries in the file.

Export Existing Counts

Click on Settings in the Navigation Menu and then click on Items in the expanded Navigation Menu. On the Location Items Page click on the Download and Update Options Dropdown menu in the upper right hand corner of the page. From the dropdown menu click on Download for Physical Count to export and download the CSV file containing your existing product count. You can then open and edit this file in preparation for updating your Physical Counts.

Update Physical Counts

After completing a count of the stock you have on hand for current Inventory items, you will want to update these counts in the Portal. To import an updated count of items in your Inventory, click Settings in the Navigation Menu, and then click Items from the Settings expanded menu. Next click Available Items in the Items Expanded Menu. If your business has multiple locations, you will need to choose for which location you are updating the quantity of items on hand.

Once you are on the Available Items Screen, click on the Download and Update Options Dropdown menu in the upper right hand corner of the page. Select Update Physical Counts from the dropdown menu. This will cause the Update Pop-up to appear. On the pop-up, click the Choose File Button to find the file on your computer that you wish to import.

Note:

Items with a matching Item ID will be updated by replacing the quantity of the Item in the Portal with the quantity listed in the file. Item IDs that do match an existing item will be skipped. This is because this type of import will override the current numbers for Items already in the Portal and save the new numbers from the file. To add to the current count in the Portal, see How to Update Received Items, or to add new items to your Inventory, see How to Import Items.

Once you have selected the file you wish to import, press the Update Button in the pop-up. This will begin the import and show a message in the pop-up saying, “Your task has been submitted. Wait while the task completes, or select ‘Done’ to close this message.” If you would like to continue using the Portal, or start a different import elsewhere, press Done. You can always check on the progress of the import on the Tasks Page.

If the file you are importing is relatively large and taking longer than one minute to upload, the pop-up will change and tell you that it is taking longer than expected. You can either click Continue Waiting and wait for the import to complete on this screen, or you may click Done to dismiss the pop-up and continue using the Portal. You may check the progress of the import on the Tasks Page.

If you wait on the Available Items Page for the import to finish, you will see the Import Complete message on the Update Pop-up. To dismiss the pop-up, press OK.

Quick Summary

1. Click Settings in the Navigation Menu, and then click Items from the Items expanded menu
2. Click Available Items in the Items Expanded Menu
3. Choose a Location from the Location Drop Down
4. Click the Download and Update Options Drop Down
5. Click Update Physical Counts
6. In the Update Pop-up, click the Choose File Button to find the file on your computer that you wish to import
7. Press the Update Button
   1. If you would like to continue using the Portal during the import, press Done to dismiss the pop-up, OR
   2. If the file is taking a long time to complete, and you do not wish to wait, press Check Back Later, OR
   3. If the file is taking a long time to complete, and you wish to wait, press Continue Waiting.
8. If the import finished quickly or you waited for the longer import to finish, press OK when the import is completed to dismiss the pop-up.
9. If you did not wait for the import to complete, you can find the status of the import on the Tasks Page by clicking Tasks in the Navigation Menu.