[LSX] How to Perform a Full Inventory Count in Lightspeed Retail X Series Using the Lightspeed Scanner iOS app on an iPad/iPhone

Full inventory counts are normally completed at the end of the financial year to provide your accountant with an exact value of your inventory.

It includes every item in your store, including your storeroom and we recommend doing this outside of your normal business hours.

When to do a full inventory count

It is recommended that you perform a full inventory count at the end of your financial year as a minimum.  Your accountant may also recommend performing  a full inventory count at the mid-financial-year point.

Full inventory counts are also good to perform after busy periods of trading, such as major holidays like Christmas, Black Friday, or when selling your business.

Preparing for the full inventory count

On either the day before or the day of your full inventory count, you'll want to prepare your inventory to be counted.

• Check your barcode scanners to make sure that they are functioning and are fully charged.
• Prepare all areas that you will be counting, including any items that are on hold.
• Turning all labels barcode-side out for easy scanning.
• Printing new labels for any products missing labels or ones that do not have a manufacturers UPC.

Critical

A full inventory count should only be completed when your store is closed to get an accurate count of your stock levels when no changes are being made to your inventory.

This article is separated into three sections listed below.

• Performing a Full Inventory Count
• Reviewing the Full Inventory Count Data
• Completing a Full Inventory Count

Once the above has been done, we can proceed with starting a full inventory count.

Performing a Full Inventory Count

1. Open the Lightspeed Scanner app on your iPhone or iPad.

2. At the top of the screen, tap the tab named "Inventory".

3. Under the section named "Inventory", tap "Count".

4. Under the section named "All counts", tap "Sign in to Lightspeed Retail".

5. Enter your business's subdomain in the field named "Store name".

6. Tap "Sign in to Lightspeed Retail".

7. Enter your credentials and then tap "Log in".

8. Choose the outlet that you will be performing the full inventory for and then tap "Done" in the upper right hand corner.

9. Under the section named "Inventory", tap "Count".

10. In the upper right corner, tap "+ Create count".

11. Decide if you are going to start a new count now or if you are going to schedule one for the future..
12. If you are going to schedule a new count for the future, tap "Schedule count".

13. You will now see two new fields of data appear for the date and time for the scheduled count.  Enter them accordingly as needed.

14. If you are going to start a new count now, tap "Count now".

15. The steps to configure the full inventory count will be the same going forward regardless of if you are counting now or scheduling a count in the future.
16. The outlet will already be chosen as it was done previously.  If you need to change the outlet, you can do so.

17. The Count name will automatically be generated for you.  You can change the Count name if you want to.

18. Under the section named "Choose which products to count", tap "All products".  This will tell the application that you will be performing a full inventory count.

19. Once the setup of the full inventory count has been completed, tap "Start" in the upper right hand corner of the window.

20. You will now be taken to where you will perform the full inventory count as shown below.

21. You will see what products are included in the full inventory count, if they have been counted, and what their counted values are.
22. You can start counting by either scanning the barcode for the product, searching for the product via the search bar, or by scrolling through the product list.

23. At this point you can scan the barcode for the product once and then manually enter the counted value, you can scan the barcode for the product multiple times to increase the counted value to what it should be, or you can tap the listing for the product and then manually enter the counted value.

24. While counting products, you can expand a product the tap "Mark as 0 stock" if you want to quickly set its value to 0.

25. Once you have finished counting the products in the full inventory count, tap "Finish counting" in the upper right hand corner.

26. You are now informed that the full inventory count has been uploaded to your Lightspeed Retail X Series  account for reviewing.  You can tap "Done".

27. It will shows you the basic details regarding the full inventory count such as how many products were counted, how many 0 stock products are part of the count, and how many uncounted products there are in the count.

28. At this point, you will need to log into your Lightspeed Retail X Series account using Google Chrome to complete the full inventory account.
29. Tap "Got it, thanks!".

30. You will be taken to the "All counts" area under the section named "Inventory" in the Lightspeed Scanner app and you will see the full inventory count that is now ready for review/completion in Google Chrome.

Reviewing Full Inventory Count Data

1. Log into your Lightspeed Retail X Series account via Google Chrome.
2. In the left hand window pane, click "Inventory".

3. In the side window pane, click "Inventory counts".

4. Click the name of the full inventory count that you are working on.

5. Click "Review" in the upper right corner to proceed with completing the partial inventory count.

6. You will now see the details of the full inventory count for you to review as shown below.

7. There are five tabs of data for the count for you to go through and they are shown below.

8. They are "Uncounted", "Unmatched", "Matched", "Excluded", and "All".

• Uncounted: Lists all items where the total counted id 0.  This includes items with an expected count of 0.
• Unmatched: Lists all items that had a count greater than or less than what is expected.  For example: This includes items where you expected that negative or positive amount and counted 0.
• Matched: Lists all items that you have counted where the counted amount equals the expected amount in Lightspeed X Series.
• Excluded: Any items that you have manually excluded from your full inventory count.
• All: All items from each tab totaled into one.

9. Go through the items in your count to look for and address any issues by either recounting an item or excluding an item from the count.
10. Click the checkbox to the left of an item that you wish to make changes to.

11. Click the drop down section named "Choose an action (X selected)".

12. You will then have two options and they are "Recount items" and "Exclude items in count".

13. If you click "Recount items", you will reset the count for the item back to zero so that you can count the item again by clicking "Continue".

14. If you click "Exclude items in count", it will remove the item from the count.

15. You can also discard an inventory count should you need to do so by clicking "Discard" in the upper right hand corner.

16. Once you discard an inventory count, it will then be displayed on the tab named "Cancelled" on the "Inventory counts" page.
17. If any changes to your stock during a full inventory count for whatever reason, you will need to make any final adjustments so that the data is accurate.

Completing Full Inventory Count

1. After you have reviewed and confirmed your full inventory count and that you are sure that all counts are correct, click "Complete" in the upper right hand corner.

2. Once you have confirmed that you have verified that the data in the full inventory count is correct, click "Complete".

3. After you have completed the full inventory count, the data will be processed and it could take a little bit of time to go through the count and apply the changes.
4. After the full inventory count has been applied, the results will be displayed as shown below.

5. There will be three tabs named "Unmatched", "Matched", and "All".
6. All of the items in the full inventory count will be shown with all of their associated data and you can see the total changes in both units and costs at the bottom of the results.
7. Once the full inventory count has been completed, you can export the data to either a PDF report or a CSV report by clicking the appropriate button as shown below.

8. If you choose a PDF report, it will be formatted as such that it includes the expected and final count, change in cost, and total value of each item's inventory after the count for each product.  It will also give you a summary with total changes for the full inventory count.
9. If you choose a CSV report, it will prepare a CSV file with a line for each product count.  It will also provide you with columns for SKU, supplier code, expected stock, and actual quantity, as well as stock count difference, difference cost, and inventory value of each product's inventory after the full inventory count was completed.  This is usually used to import into another software system or platform or for generating your own reports.
10. You can review your historical inventory counts by going into Inventory->Inventory counts from the main menu bar and then click on the "Completed" tab and then select the name of the partial inventory count that you want to go through.