Product Count Best Practices
Creating counts will help make managing your inventory much easier when the time comes for periodic physical checks.
We'd recommend coming up with a count schedule where you count smaller amounts of inventory throughout the year. This will help find discrepancies between the software and your physical stock more easily—and can help identify potential theft, missed charges, expired products, etc.
As our inventory management guru Nicole says, “It’s much easier to find the source of smaller differences each month than thousands of units once a year.”
Nicole also recommends that counts for more valuable/highest turnover products should be performed more frequently than lesser valued products
Count fast-moving items once a month
Count medium-moving items once a quarter
Count slow-moving items twice a year
Creating a New Count
To take a product count, you'll first need to create a count by navigating to the 'Counts' section of inventory (Inventory > Counts).
Once you're here, click the 'Add New' button in the upper right hand corner of the screen. This will populate a new count modal. From here, you can choose how you want to take a count:
Blank: take a count of whatever products you want
To take a blank count, put the 'Blank Count' toggle to 'On'
Product category: take a count of all products in a product category
Select a product category from the drop
All products within that category automatically populate
Location: take a count of all products in a location
Select a location from the dropdown
All products in that location will automatically populate
Regardless of the kind of count you want to take, you'll also be able to input:
User: the Shepherd user who's doing the count
The date: you can schedule in the future if you want to assign this to a team member
Notes: any notes about the count (optional)
The new count modal
Once that information's been added, click 'Save.'
Taking a count
After the count's been saved, click it to open it. This will open a new count screen with all the products from the selected location.
With the count open:
Add the products you want to take a count for (if it's a blank count)
Otherwise, all products in the category/location will populate
Input the correct counts (in the Count column) for each product
Note: these fields autosave; your count in Shepherd won't be updated until you click the 'Finalize' button in the upper righthand corner
Repeat for all products in your count
Click the 'Finalize' button in the upper righthand corner
Note: you can only finalize a count once, so make sure all counts are in and accurate before finalizing
A new count
Note: Deleting previous Counts will alter your Quantities