Stocktake
Stocktake
A stocktake confirms that every asset is where your register says it is. In batapp you do this from the Verification screen: choose a room, scan everything in it, and batapp shows you what was found, what is missing, and what does not belong there.
Every asset you scan gets its Last Verified date updated, so there is no paper list to print and tick off.
Before You Start
- Label your assets. Each asset needs a barcode label that carries its asset code. You can also type the code by hand.
- Set up your rooms as locations. A stocktake runs one location at a time, so each room, office, or store should be its own location with its assets assigned to it.
- Check your role. You need the Admin, Editor, or Scanner role. Viewers cannot record a stocktake.
- Use the mobile app if you can. The phone camera reads the barcodes. On the web you can use a USB or Bluetooth scanner, or type each code.
Count a Room
Open Verification
Open the sidebar and choose Manage, then Verification.
Choose the room and tap Start
Select the room from the location list and tap Start. batapp builds the list of assets it expects to find in that room.
Scan every asset in the room
Tap the scan button in the Scan or enter code field and point the camera at the barcode. With a hardware scanner, just scan. You can also type the code and press Enter.
After each scan batapp shows a result: Expected, Unexpected, Duplicate, or Not Found. The table below explains each one.
Check the Summary tab
The Summary tab shows how many assets were expected, how many you have scanned, and a Missing Items list of everything not yet scanned. Look for those assets in the room and scan them if you find them.
Tap Stop
When the room is done, tap Stop and confirm. The session becomes read-only and cannot be reopened, so stop only when you have finished the room.
Move to the next room
Start a new session for the next room and repeat.
What Each Result Means
| Result | What it means | What to do |
|---|---|---|
| Expected | The asset belongs in this room and is now counted. | Nothing. Carry on scanning. |
| Unexpected | The asset is on your register, but batapp has it in a different location. It is still counted. | Tap the entry to open the asset. An Admin or Editor can change its location, or you can return the asset to where it belongs. |
| Duplicate | You already scanned this asset in this session. | Nothing. It is only counted once. |
| Not Found | No asset on your register has this code. | Check the label and scan again. If the asset is new, add it. |
You can remove a Duplicate or Not Found entry from the list with the × next to it.
Missing Items
An asset is missing when batapp expected it in the room and you did not scan it. The Missing Items list on the Summary tab shows each one with its code and description. Tap an item to open the asset.
Follow up on each missing asset: find it, move it to the location where it really is, or change its status.
What Gets Recorded
Each scan that finds an asset, whether Expected or Unexpected, sets that asset's Last Verified date and time. The date is saved to the asset and syncs to everyone in your organisation.
You can see it in several places:
- On the asset — The Activity tab shows the date next to Verified.
- In the asset list — Show the Last Verified column, then sort or filter by it. See Asset List.
- In an export — The export includes the Last Verified date.
- In a PDF report — Add the Last Verified column to a report. With a signature block, this gives you a signed stocktake record.
See What Was Not Counted
When you have finished all your rooms, use the Asset List to find anything that was not scanned anywhere:
- Sort by Last Verified, oldest first. Assets that have never been verified appear at the top.
- Filter Last Verified to Blank only to show only the assets that have never been verified.
On the web, Location Activity under Reports shows each location with its number of assets, the most recent and oldest verified dates, and the percentage verified within a number of days that you choose. Click a location to see the locations inside it. Location Activity is available to Admins and Editors.
Good to Know
- One room at a time. A session only counts the assets in the room you choose. Stop it before you start the next room.
- Disposed assets are not expected. They are left off the list.
- Sessions stay on the device. The scan list, the summary, and the missing items are stored on the phone or browser you used, and you can review them later on the Sessions tab. The Last Verified dates are saved to the assets and sync as normal.
- Several people can count at once. Each person counts a different room on their own device. For a single room, use one device, because each device keeps its own list.
- Counting without a connection. The mobile app records scans offline and syncs the Last Verified dates when you reconnect. An asset that is not stored on your device shows as Not Found until you are back online.
Related
- Barcode Scanning — Camera and hardware scanners
- Locations — Setting up rooms and sites
- Roles & Permissions — Who can do what