Whether you wait until one quiet week or you do it batch-by-batch systematically throughout the year, inventory counting is something that every rental business does.
Regular inventory checks help you maintain accurate availability and identify discrepancies quickly.
With Inventory Check in Current RMS, you can:
- Choose to audit inventory by product, product groups, stock type, or tags.
- Scan through your stock using a barcode scanner.
- Enter quantities counted for bulk stock.
- Get a CSV spreadsheet for counting, ready to upload later.
- Open a check on multiple devices at once and see other people’s inventory check operations on all screens.
- Automatically create stock transactions for lost and found items.
In some regions, Inventory Check is called “Stock Check.”
To start a stock check and see existing ones, go to Resources > Inventory Check, or Resources > Stock Check. This is a list of any inventory checks that are still in progress.
To see previous stock checks, filter the view by clicking View: Live, then choosing Filter Selection.
Add inventory check
Click the green Add inventory check button at the top-right to start a new check.
Enter a name for your inventory check. This is for your reference. For example, “End of year count.”
- Inventory check date
Set the date for your inventory check. We use this to determine which assets might be on opportunities or quarantined during the check.
If you have multiple stores, choose the store that you’d like to check. You may only count inventory for one store at a time.
- Item name
Want to count a single product? Enter the name of the product here – ideal if you’ve got a lot of a single type of cable.
- Product group
Limit your count to a specific product group by choosing a product group.
- Stock type
Choose to check rental, sale, or all stock.
- Tag filter
Filter your inventory check using tags – handy if you’ve tagged your products by manufacturer or area.
To count all of your lines, leave your filter criteria blank.
If a serialized asset is booked out or checked-in on opportunities that ended before the stock check, Current will automatically check it in and finalize on those opportunities.
We assume that if you have the asset to scan on the stock check, it’s safe to mark it checked-in on prior opportunities
Toggle this slider to “NO” to turn this off. Assets on prior opportunities will remain outstanding.
Inventory check screen
Once you’ve created your inventory check, start counting your inventory on the inventory check screen.
Current will show you all items that match your store, item name, product group, stock type, and tags. All items are presumed lost until counted. These are listed under the “Exceptions” heading.
Serialized assets that are on opportunities or quarantined are automatically marked as OK for you.
Bulk lines that are on reserved quotations or orders or quarantined during the period have that quantity set as “Booked,” so there are fewer to count.
⚠️ Since they’re already included, don’t count stock that’s booked onto jobs or put into quarantine.
Where you have a lot of lines to check, Current will split your results into multiple pages for ease.
Scan or type to count
Count stock by scanning or entering the asset or barcode number in the “Asset” field. As you count inventory, lines are marked as OK when the quantity available is fully counted. They move to the bottom under the “OK” heading.
It doesn’t matter if you scan an asset more than once. Serialized assets are unique, so only one scan will be counted.
Enter quantities to count
For bulk stock, click and type in the “Quantity” cell to tell Current RMS how many you counted.
Download a spreadsheet to count
If you prefer, pull off a CSV spreadsheet with that mirrors the inventory check list. Make changes to your CSV, then upload.
If you count more bulk stock than you hold, the change column will show a positive number and the label will show “Found.”
Where you scan a serialized asset that you’ve previously written off, we’ll mark that as found, too.
Assets on an opportunity
An inventory check might take a while to complete, especially when you’re auditing a lot of lines. Inventory Check in Current RMS is designed to be a comprehensive inventory cleansing solution, so it proactively updates your inventory as you interact with assets.
While an inventory check is open, if you interact with a serialized asset on an opportunity then Current will automatically count it OK for you.
We assume that if you’ve allocated, prepped, booked out, or checked-in in asset, you have it in the warehouse to scan so it’s safe to mark as counted.
Submit stock changes
When you're done counting, click Submit changes under Actions to commit the changes. This may take a few moments if you’ve lots of transactions to create.
- Where stock levels are found, Current will create transactions to increase your stock count.
- Where stock levels are lost, Current will create transactions to decrease (i.e. write off) your stock count.
⚠️ Be sure you’ve finished checking before submitting stock changes.
Can I download a report?
Absolutely. When you’ve competed your inventory, click Download under Actions to download a CSV spreadsheet.
Use the Stock Transactions Report under Reports to see a history of all stock transactions across your company.
Who can do an inventory check?
Users that can view and edit stock levels are able to create inventory checks and count stock levels.