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Perform a physical inventory in QuickBooks Point of Sale for Desktop

This article describes the steps on how to perform physical inventory in QuickBooks Point of Sale for Desktop.

Detailed instructions
  • You can choose Save & Continue at anytime to pause in your physical inventory. After saving, you can exit and return later to finish. Choose Continue Physical Inventory from the Inventory menu to resume.
  • If transactions affecting the quantity of previously counted items occur during a physical inventory, the items are flagged on the Physical Inventory window and you are alerted. You should recount these items.
  • If you have entered counts but wish to cancel them and start again, select Clear Counts and Restart from the I Want To menu.
  • If your computer loses power or crashes during a physical, Point of Sale retains the counts you have entered to that point and automatically recovers them for you.
  • If necessary, you can select Print Tags from the Print menu to create new tags for items as counting.
  1. From QuickBooks Point of Sale for Desktop, go to Inventory > Start Physical Inventory. (Multi-Store- Headquarters can enter the Store for which you are entering counts.)
  2. Physically count item quantities on hand using one or both of these methods:
    • Print a Store Count Worksheet and take it with you through the store recording counts.
      Note: From the I Want to menu select Run a Report > PI Worksheet. Modify the report as necessary to display and group your items in a manner that makes sense for counting in your store.
    • Use the optional QuickBooks-approved physical inventory scanner to go through your store scanning item bar codes and entering counts.
      Note: Since the physical inventory scanner is portable, you can move freely around your store and scan thousands of items in one session. (physical inventory scanner sold separately)
  3. Transfer your counts to QuickBooks Point of Sale for Desktop by:
    • Using the Add Counts by Hand option
      This is usually the fastest manual way to enter counts, even if an item is counted several places in the store on different worksheets. Enter an item identifier (UPC, alternate lookup, or item number) and then the count, pressing   after each entry. Point of Sale consolidates multiple entries and then transfers the counts to the Physical Inventory window.
    • Enter counts directly in the Counted column
      This is convenient for entering a small number of items or items that are grouped together, but may be time consuming if the same items are scattered throughout your store.
      Tip: Filtering or sorting the list on this window can help make entry of counts faster.
    • Upload Counts from portable scanner
      1. Place the scanner into the cradle and ensure the adapter is plugged into a USB port on your workstation. Turn the scanner on.
      2. If the Point of Sale Physical Inventory window is not already open, select Start (or Continue) Physical Inventory from the Inventory menu.
      3. From the I Want To menu, select Add Counts from Scanner.
      4. Follow the displayed instructions to upload the scans from the scanner unit.
      5. When the upload is finished, you are prompted to clear the scanner memory. You can do so now, or wait until you have finished reviewing and saving the scans. But it is important that you clear the scanner so the same scans are not uploaded again in the next batch.
      6. When you close the upload window, the scans are displayed for your review on the Get Scans window. The scans are not added to the Physical Inventory window until you select a save option at the bottom of this window.
  4. Review your counts and the totals summary displayed on screen and, if applicable, select the Set all items not counted to zero. This setting ensures that all inventory items for which no physical count was entered are zeroed out when you update inventory.
  5. Select Apply Changes to Inventory to update your inventory on-hand quantities with the counted quantities.
KB ID# HOW20105
10/23/2016 7:20:26 AM
QYPPRDQBKSWS05 9138 Pro 2017 00614f