🧰 Recent Inventory Counts

The Recent Inventory Counts screen is the manager's "workbench" for completing a count, quality control, export, filtering and merging data – down to the level of a single scan row. From here you generate export files for external systems (ERP/Excel), perform a full clear of a store's count (with caution!), and conduct quality checks before finalizing the count.

🏁 How to Access

• On phone: Click the menu button ☰ at the top right → Recent Inventory Counts.
• On computer: Hover over the menu on the left → select Recent Inventory Counts.

✨ Main Actions (Action Bar)

🏷️ Select Store

Determines which store you are currently working on. Every action/export/deletion will apply to the selected store.

💡 Tip: Before any export/deletion – glance again at the store selection to make sure you are in the correct context.

🧩 Export Data with Integration (ERP/External Tools)

If you have an integration configured in My Integrations:

A gray button will appear on the left in the main action bar.

• The export will be done in the field structure and format set for the external system (e.g. SAP Business One Retail template, Priority, Yarpa, Bina, Hashavshevet, etc.).

What it does

• For supported ERP systems, a full online export of count data.
• Saves manual conversion: column names, encodings, identifiers – already aligned to the integration.
• Time saving and prevention of human errors.

🧹 Delete Inventory Count in This Store (Dangerous Action)

Deletes the entire active count in the current store. Intended for restart/clean slate situations.

What actually happens

• All scan rows and summaries associated with the store – are deleted.
• There is no recovery for deleted data.
• After clicking the delete button, a confirmation dialog appears: "This action will delete all items counted so far in this store! Continue only if you are sure you want to proceed" – and only after checking the confirmation checkbox and clicking "Continue and Delete" does the action execute.

When to use

• Starting a count from scratch.
• After downloading the count summary file and verifying it is valid and there is no further need to keep the data in OpticCount.

When NOT to use

• Do not delete just to "clean up a little noise" – prefer working through filtering, backed export, or targeted correction.

📊 Export Count Summary Data File (the Green Button)

The green button is the final and most important step of the count. Done counting? Go to Recent Inventory Counts → click 📊 Export Count Summary Data File. From here you generate the summary file ready for import into ERP or analysis in Excel.

What happens after clicking – quick workflow

1. Main screen (popup): Selecting scope and format

• Select store: Single store or Merge All Stores.
• Select file format (currently supported): Full Excel, SAP B1, SAP B1 – Retail, Hashavshevet, All4Shop – ProfitAge, One – ERP, Bina Code – Minisoft, Orpak, Restigo, Revahit, Priority, Comax, Mossachit 2000. The meaning: we export exactly in the template that the external system expects. This is not a full two-way integration, but it does save manual conversions and speeds up loading the summary into the ERP.
• Two buttons: Continue to Download (green) | Show Filter Options

2. Show Filter Options (optional) A focused screen for filtering the summary before downloading:

   • By location (select area/counting position).
   • By date range (summary for a specific period only).
   • Only items manually added to catalog (ON) – filters to show only items you entered manually (not imported from Excel/integration).
   • ✔️ Click Exit Filter Settings and Continue to Download to return to the download step.

3. Continue to Download

   • If you selected any format other than Excel – the file downloads immediately (after brief processing).
   • If you selected Excel – an advanced screen opens: "Export Data to Excel File – Default Settings Can Be Changed".

Advanced Screen – Excel (Full Customization Before Download)

🔗 Merge Items into One Row By…

A grouping/consolidation mechanism for the summary file. Choose by which fields to merge rows and calculate total quantity:

• Example 1 (Audit): No fields selected → each scan appears on a separate row (raw data).
• Example 2 (Unique Product): Select Item Code + Barcode → all scans of the same product merge into one row with summed quantity.
• Example 3 (By Location): Select Item Code + Barcode + Location → you get one row per product-at-location (excellent for location-based inventory deposits).
• Example 4 (Series/Traceability): Add Batch Number / Expiration Date to separate between batches.
• Example 5 (Multiple items with same code, different barcodes): Select Item Code → get a summarized list merging products with the same code but different barcodes.

💡 This is the power of custom Excel: you decide whether the summary is "flat" (one heading per product), or broken down by locations/batches/additional fields.

📚 Export Full Item Catalog – Including Uncounted Items

• On: The entire item catalog downloads as one list. Uncounted items receive quantity 0. Suitable for complete audit / manual completion afterwards.
• Off: Only items that appeared in the count are downloaded (the recommended default for most cases).

➖ Export Only Items with Negative Counted Quantity (Stock Removal)

• On: Generates a stock removals only report (negative filter). Useful for businesses that differentiate between "inflows" and "outflows" and want a dedicated outflow file.

🧱 Select Columns to Include in the File

Define which fields appear as columns in the Excel (settings are saved for next time). Common fields list (minor name differences may exist between accounts):

• Identification: Item Code, Barcode, Item Description, Sort Code.
• Location: Location, Store.
• Quantities: Quantity, Quantity by ERP System, Quantity Difference.
• Prices: Buying Price, Total Buying Price, Selling Price, Total Selling Price.
• Attributes: Category, Unit of Measure, Model, Size, Color, Batch Number, Expiration Date.
• Records: Counter Names, Update Date, Update Time, Manually Added to Catalog.

🎛️ Any changes you make here are saved as default for future downloads – saves time and creates consistency.

⬇️ Download File with These Settings

Download the summary Excel exactly per the settings you chose.

Bottom Line

The green button 📊 Export Count Summary Data File centralizes everything needed to produce a file ready for import – in your ERP's format or in custom Excel. Choose store/merged, choose format, filter if needed, and in Excel adjust grouping and columns. One click – and the summary is on its way to the ERP.

🔎 Search Bar and Scan Data Table

The row below the main action area is the control area of the screen: here you filter, group, sort – then display the scan list in the table. This is the primary tool for spot-check quality control, examining anomalies, and quick summaries as needed.

🔎 Filter, Group and Sort Bar

🔤 Free Text Search

What it does A search field that returns every scan where the string you typed appears in one of the supported fields.

Where it searches Counter name, item code, barcode, item description, and more.

Barcode scan from search Clicking the green barcode icon inside the search field opens the camera (mobile/desktop). Scan a product – and immediately see all scans that were performed for it.

💡 Tip: If camera permission is not given, approve in the browser/mobile and try again.

🎯 Search Scope (selecting "fields" to search)

Next to the search, choose where to search the text:

• All parameters (default) – broad search across all supported fields.
• Counter name – shows only scans performed by users whose names match the search.
• Location name – shows only scans associated with locations that match the search.

Example: Searching "cold storage" with "Location name" selected will return only scans from that location.

🔗 Group/Consolidate Scans By…

Determines how to display the results: raw (each scan separately) or consolidated (summed by key).

Options:

• No grouping – each scan on its own row (Full Audit).
• By barcode – all scans with the same barcode merge into one row with summed quantity.
• By item code – consolidation for each item code regardless of barcode.
• By item code + barcode – unique key per product; you get one row per product with the total counted quantity. This essentially shows a "snapshot" of the quantities counted so far for unique items.

💡 When to choose what?

• Deep checks/real-time → No grouping.
• Interim work summary/quick review → Item code + barcode.
• Handling multiple barcodes for the same item → Item code only.

📅 Date Range

Filters results to the period you select (e.g. yesterday evening shift). Useful when looking for specific activity.

↕️ Sort and Order

• Sort by: identifier, counter name, item code, quantity, update date (and more depending on account).
• Order: ascending / descending.

▶️ Show Results

After choosing search/grouping/range/sort – click Show Results to render the table based on the settings. The reset button (✖) clears selections and returns to defaults.

🗂️ Results Table

The table displays scans according to all filters and grouping you selected.

Common Columns

• Counter (username)
• Item Code
• Barcode
• Item Description
• Quantity
• Quantity in ERP Inventory (if available)
• Cost Price
• Selling Price
• Location (if entered)
• Expiration Date (if entered)
• Batch Number (if entered)
• Borrower (relevant in loan/return)
• Location by ERP System
• Supplier Name
• Category
• Count/Update Date/Time

The pagination at the bottom of the table allows choosing how many rows to show per page and navigating between pages.

🧰 Row Actions

On the left side of each row there are quick actions:

• Edit Quantity (green button) – opens a quantity change dialog for that scan/group (based on grouping mode).
• Delete Scan – removes the row you selected (use with caution; impact is immediate on summaries).

💡 Tip: If you edited/deleted, refresh the results (or click "Show Results" again) to verify the table reflects the current state.

🧪 Short Usage Examples

• Detecting anomaly for a specific product: Scan the barcode from search → select No grouping → sort by update date descending → see all recent events for it.

• Interim status snapshot for store: Select today's date range → group by item code + barcode → sort by quantity descending → get a "Top Items" counted table.

• Employee audit: Select "Search scope: Counter name" and type their name → group none (to see every action) → sort by time.

• The "Quantity by ERP" data is for comparison only; it does not replace loading the summary into the ERP.

Summary

The "Recent Inventory Counts" page is the heart of the counting process management in the system. Through it you can edit, check and save count data accurately, and export reports and perform quality control on the data.

✔ Quality control and data correction ✔ Deleting mistakenly counted items ✔ Advanced search and filtering to find specific items ✔ Downloading an inventory summary file in a format adapted to ERP systems

This is one of the most critical pages in count management, and allows every business to manage the counting process professionally, accurately and efficiently.