Inventory Counting in Qoyod: Manual or Excel Methods, Project Linking, Account Selection, Barcode Scanning, and Dashboard Impact

Here is an explanation of how to perform inventory count either manually once or by importing an Excel file, linking the count to a project (cost center), selecting revenue and expense accounts for excess or shortage quantities, using a barcode scanner in the inventory count process, dealing with common errors, and the impact of inventory count on the dashboard, especially revenues and expenses.

Where you can count inventory in two ways: manually or by importing an Excel file, and both methods affect the dashboard, especially revenues and expenses when using revenue or expense accounts.

Steps

First: Manual Inventory Count

1. Accessing Inventory Count

   • From the dropdown menu select “Products and Costs”, then “Inventory Count” from the top menu, and click on “Create Inventory Count”.

2. Selecting the Location

   • Select the location you want to count (such as the main location or other previously added locations), as you will not be able to add products until you select a location.

3. Entering Inventory Data

   • Revenue account for excess quantities: Select the appropriate revenue account (such as other revenue or sales).

   • Expense account for shortage quantities: Select the appropriate expense account (such as shipping, cost of goods, or damaged goods).

   • Date: Select the date of the inventory count operation.
   • .Description: Write the description, which is a required field.

   • Item Name: Enter the name of the item to be counted.

   • Current Quantity: The currently available quantity appears automatically.

   • Actual Quantity: Enter the quantity after adjustment, knowing that the quantity must be positive (zero or more) and cannot be negative.

   • Difference: The difference between the current quantity and the actual quantity appears automatically.

4. Adding More Items

   • Click on “Add More” to enter additional items.

5. You can link the inventory count to a specific project (cost center) through the additional information tab and specify the project name.

6. Saving the Count

   • Click on “Save” to update the inventory count.

Note: You can use a barcode scanner in the inventory count process by clicking on “Scan with Barcode” on the inventory count creation page.

Second: Inventory Count via Excel Import

1. Preparing for Import

   • Go to: Products and Costs → Inventory Count → “Import Inventory Count” from the options at the top of the screen.

   • Select the revenue account for excess quantities, the expense account for shortage quantities, enter the date and description.

2. Loading the Import File

   • Download the file in XLSX format.

   • Each sheet represents a specific location.

   • Do not modify the names or basic columns.

   • The “Actual Quantity” column is for filling in the new quantities and the cell format must remain “number”.

3. Uploading the File

   • Click “Choose File”, then “Upload New File”.

   • If the import is successful without errors, the inventory will be updated.

4. Common Errors

   • Product serial number does not match → Error message: “Serial number is invalid”.

   • Entering negative values in the actual quantity → Error message: “Quantity must be positive”.

   • Changing cell format from number to text, currency, or date → Error message: “Quantity must be in number format”.

   • Deleting any column or row → Error message: “Template has been modified”.

   • Inventory name differs from what is registered in the system → Error message: “Inventory name does not match”.

Images or Videos

• How to perform inventory count or transfer through Qoyod

Important Notes

• The difference between the current quantity and the actual quantity appears to clarify the change to be applied.

• Using revenue or expense accounts affects the dashboard, while equity accounts do not.