How to run a barcode stock count
Use barcodes to count faster and reduce errors. This guide walks through preparation, counting, variance review, and templates.
Use this workflow when items already have barcodes or you can add barcode labels before the count.
What to prepare
Confirm your item list before the count window opens. Missing or duplicate barcodes are easier to fix before people are standing in aisles.
- SKU for every item
- Barcode for scannable items
- Location or bin label
- Expected quantity when available
Count workflow
Lock or pause inventory transactions, count one location at a time, scan each item, then confirm quantity before moving on.
- Prepare devices and count sheets
- Scan the item, not the shelf label
- Enter quantity from the physical count
- Submit and review variances
Variance review
Focus on differences first. Recount the rows with variance, then research receipts, issues, transfers, damages, and location errors.
- Positive variance means found stock
- Negative variance means missing stock
- Reason codes help later analysis
Workflow
| Step | Action | Details |
|---|---|---|
| 1 | Prepare | Lock transactions, print lists, charge devices. |
| 2 | Scan | Scan item barcode and confirm quantity. |
| 3 | Confirm | Review the on-screen quantity before saving. |
| 4 | Move | Proceed to the next location on your list. |
| 5 | Submit | Submit the count for variance review. |
Stock count glossary
A stock keeping unit: the internal item code used to identify one product or variant.
A scannable code such as UPC, EAN, or GTIN that should point to one item or package.
The difference between expected quantity and counted quantity after a stock count.
A recurring count of selected items, locations, or categories instead of the whole inventory.
A count where counters do not see the expected quantity while entering the physical quantity.
The point when stock movements are paused or controlled so the count matches system data.
Download tools
FAQ
Do I need barcodes to run a stock count?
No. You can count with SKU or product name, but barcodes usually reduce lookup and typing errors.
What should I do with duplicate barcodes?
Fix duplicates before the count. A barcode should identify one item or package configuration.
Can I use a phone for barcode stock counts?
Yes. Mobile Inventory supports phone-based scanning for practical stock count workflows.