Count stock on trucks and in the warehouse

Overview#

Counts keep the system honest. Technicians count their own truck in the Field app without seeing the expected number (a blind count), and the office reviews the variance before stock changes. Office managers can also count a location directly, which applies immediately. Usage that syncs after the count was taken isn't lost: the variance compares against what was on hand at the moment of counting.

Before you start#

• Technicians count their own truck with inventory.truck.

• Reviewing and applying counts, and counting in the office, need inventory.manage (Owner, Admin, Dispatcher).

Steps#

Technician count (Field app)#

1. Open My truck and tap Count.

2. Count what's physically there. Type quantities, or use Scan to count (each scan adds one). Items found that aren't on the truck's list are added as "Not on your list".

3. Leave rows blank to skip them.

4. Tap Submit count ({n}). It works offline and uses the time the count screen was opened.

Review a count (office)#

1. Go to Purchasing › Counts. Counts show Waiting for review.

2. Each count shows "Counted {time} by {name}", with Expected, Counted, Variance and At cost per item, and Net variance at cost.

3. Click Apply count to make stock match ("Count applied. Stock now matches what was counted."), or Reject to leave stock unchanged.

Count a location in the office#

1. Open the location from the Stock tab.

2. Enter quantities in Counted, an optional Note (for example "Monthly cycle count") and click Apply count. It applies immediately.

Settings that change this#

• Purchasing › Inventory › Setup: which items are tracked and their barcodes.

Tips#

• Ask for a truck count monthly, and after any big job.

• Look at Net variance at cost first; small unit differences on cheap items rarely need a conversation.

Troubleshooting#

• "This count is already applied. Adjust the stock instead." → use an adjustment.

• "This count was rejected." → ask for a new count.

• "The count's time is in the future. Check the phone's clock." → fix the phone's date and time.

• "Count at least one item" / "Each item is counted once." → fix the entries.

• "{code}: no item with that barcode." → add the barcode in Setup.

FAQ#

Why can't the technician see the expected number? So the count reflects what's really there.

Do items I skip go to zero? No. Only counted items change.

Coming from ServiceTitan#

• Same: cycle counts with variance review.

• Different: technician counts are blind and need office approval; office counts apply at once.

• Where it lived: ServiceTitan inventory counts; Purchasing › Counts and the Field app's My truck in TradesWork.