1. Help Center
  2. Inventory
  3. Export, edit and import your inventory at once

Inventory count and how to complete one

Learn about a structured approach to counting your company's physical assets

Inventory counts help you keep track of your inventory. During an inventory count, each article in your store is counted and recorded to spot all lost articles in your inventory. 

When to complete an inventory count

Usually, inventory counts are completed periodically at least once a year. Many businesses perform their annual physical inventory count before compiling their annual financial reports.

Depending on your business and industry it may be convenient to conduct an inventory count at the end of your season when most of your articles have been returned to your store. 

How to complete an inventory count

Inventory counts are most efficient when your articles are labelled with barcodes and with the help of a barcode scanner.

The following guide will walk you through how to efficiently perform an inventory count with the help of a barcode scanner and a spreadsheet application of your choice - we use Microsoft Excel in the example below. 

 

Here's how to do it: 

  1. Navigate to your Inventory page and open the Articles tab.
  2. Export your list of articles by clicking Export on the top right corner

    Screenshot 2022-05-10 at 10.25.13

  3. Open the exported CSV file in Excel or your preferred spreadsheet application.
  4. Add a new column to the spreadsheet into which all articles you can find will be entered. 

    Screenshot 2022-05-10 at 10.33.20

    Start your inventory count by scanning all of the article ID's you find to the newly created column. You can of course also manually type in your article IDs in the column, if you do not work with barcode scanners. The scanned or entered articles may not appear in the same order as the Article ID column. This is fine and does not affect the following steps.
  5. Add another new column into which you will record for each article whether it has been found or not. 



    To do so, you'll need to compare the Scanned article IDs column with the Article Id column to find all of the articles that have not been found. 

    With Excel this can be done with the help of the VLOOKUP function:
    External help on VLOOKUP function 

    The following example will return the value TRUE in each cell of column L if the article of your Rentle inventory (column B) could not be found in the Scanned article IDs column C. 

    Screenshot 2022-05-10 at 11.40.37

  6. You can now filter the list based on the is missing value TRUE to have a list of all articles that are missing after your inventory count.

    Now you can update the Status column value to LOST or IN_USE based on the Is missing? column value with an IF function as shown in the example below.

    Screenshot 2022-05-10 at 12.00.59

  7. You can delete the columns we have created (e.g. Scanned Article Ids, and Is missing) if you don't want to include this data to your inventory.
  8. Export / Save the file as a .CSV file
  9. Navigate back to the Inventory page in your Rentle Admin App
  10. Click on Import then click on Choose file and choose the CSV file you just created.
  11. The import will update the Status column value. Read more about adding and editing articles with the inventory import. 
  12. Click on Confirm import
  13. You can delete any extra columns that were imported if you like. 
  14. That's it, the status for all of your lost items has been updated.