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:

  1. 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

  2. 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

  3. Repeat for all products in your count

  4. 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

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