The inventory count with Pickware consists of 4 steps:

You can record counts either in the Shopware Admin or using the WMS App, where counting via the WMS App has the advantage that you can scan storage location or product labels directly. If, for example, you perform your inventory count in the warehouse using pen and paper, it's a good idea to enter the values directly into your Shopware Admin afterwards. All other steps take place in the Shopware Admin.

Which processes are safe to run in parallel with an ongoing inventory count?

What should you avoid?

In the Shopware Admin, under Inventory Management (Lagerhaltung) → Inventory Count (Inventur), click Start Inventory Count (Inventur starten) to begin a new inventory count process. Select the desired warehouse and optionally assign a name. Numbering is done automatically.

Open the WMS App and navigate to the Inventory Count (Inventur) menu item. If no inventory count has been created yet in the Shopware Admin for the selected warehouse, a corresponding notice will appear informing you that you first need to start an inventory count process.

Two different modes are available for the inventory count: counting per storage location ("Select Storage Location") and counting in the warehouse (unknown storage location).

Here you can record products per storage location by first scanning the storage location label or selecting a storage location from the list. You can then scan the products at the selected storage location or search for them using the keyboard and enter the respective quantity.

Please note: If you record more than one count for the same product-storage location combination in this mode, the previously recorded value will be overwritten. This means, for example, if you record 3 units in a first count and later want to record another 2 units of the same product, you need to enter 5 units. If you only enter 2, the product would only appear with a count of 2 units in the summary at the end of the inventory count.

When counting by storage location, items that aren't actively counted are also considered counted. Items that are located at the storage location but aren't recorded will be entered into the inventory count with a stock of 0. Be sure to keep this in mind before you complete your inventory count.

If you don't use marked storage locations or want to count products without a fixed storage location, use this option instead. Here too, you can scan products or enter them manually. The counts are then recorded under the storage location Unknown.

Please note: If you record multiple counts for the same product in this mode, they will be summed up at the end. This means, for example, if you record 3 units in a first count and later record another 2 units of the same product, a total of 5 units of the product will be counted for this inventory count.

To complete the inventory count, switch back to the Shopware Admin under Inventory Management (Lagerhaltung) → Inventory Count (Inventur).

In your Shopware Admin, you'll find the tabs Counted (Gezählt) and Uncounted (Ungezählt) for the respective inventory count. To record counts, switch to the Uncounted (Ungezählt) tab.

By clicking the respective filter icon, you can display all products at a specific storage location (1) as well as all storage locations where a product is stored (2).

On the right, you'll find additional filter options (3), for example, if you want to filter your products by category, manufacturer, or tags used. There, you can also specify whether stock at the unknown storage location should be displayed in the list.

Each row has a blue button with an arrow available (1). This allows you to directly transfer the respective value from the Expected column to the Counted column. If you counted a different value, double-click into the Counted column instead and enter it.

Using the upper blue arrow (2), you can record counts according to the expected values for all entries on this page at the same time. Depending on the entries per page setting in the bottom right corner of the screen, this allows you to record up to 500 counts simultaneously.

To apply recorded counts, select the corresponding rows using the checkbox on the left. Please note that all counts for a storage location are always selected together. Your selection is retained even when you switch pages in the navigation at the bottom, so entries from other pages can also be marked for application. Then click Apply all selected counts.

You can also apply a single count via the context menu. In this case too, all other counts for this storage location will be applied as well.

If you want to apply entries for which no count has been recorded yet, a corresponding notice will appear informing you that these will be applied with a value of 0 in that case.

In the Counted (Gezählt) tab, you'll see all recorded counts per product and storage location. Just like in the Uncounted (Ungezählt) tab, you can also filter here by a specific storage location or product using the filter icons. The respective value in the Difference column will be booked as stock once the inventory count is completed.

For each list entry, you can adjust the count by double-clicking into the Counted column and overwriting the value. You can also use the context menu to delete the count for this storage location (Delete entire count) as well as delete counts at the unknown storage location per product (Delete individual product count).

If, for example, products were overlooked during the count, you can add them afterwards by selecting the Add product to count entry in the context menu for the corresponding storage location. In the following window, you can then enter the product to be added and its quantity.

The filter menu on the right offers you additional options besides the filter possibilities you already know from the Uncounted (Ungezählt) tab. For example, you can specify a percentage range for the difference between the expected and counted value if you want to recount products with a particularly high percentage difference.

Difference (total), unlike Difference, doesn't refer to the stock of a product at a specific storage location, but to the global stock of a product. This allows you to check, in case of any differences, whether the stock still matches the expected value when viewed globally. In the list settings, you can display the corresponding columns Expected (total), Counted (total), and Difference (total).

As long as the inventory count hasn't been completed yet, counts can be changed or the entire inventory count process can be deleted. The stock changes resulting from the differences are only booked once the inventory count has been completed. To book the inventory count, click Finish inventory count in the Counted (Gezählt) tab.

If there are still uncounted products when finishing the inventory count, a corresponding notice will appear.

During an inventory count, when counting by storage location, items that aren't actively counted are also considered counted.
Items that are located at the storage location but aren't recorded will be entered into the inventory count with a stock of 0 when the count is saved.
Therefore, make sure that either all items at a storage location are fully counted, or that a stock of 0 is correct for unrecorded items, before you complete the count.

While the stock changes are being processed, the inventory count has the status Booking Stock (Bestand buchen). If you click the corresponding entry in the inventory count overview, you can track the progress. Once finished, the status changes to Completed (Abgeschlossen). In the Counted (Gezählt) tab, completed inventory counts can be exported as a CSV file.