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Stocktaking software

Stocktaking software by COSYS

Streamline your stock counts through digital workflows and intuitive handling. With real-time barcode scanning and seamless data capture, you gain precise reports in just a few steps. Ideal for both small businesses and large-scale inventories, the app helps you save time, minimize mistakes, and maintain a clear overview of your stock.
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Superior Accuracy

Stocktaking software for your barcode scanner or smartphone


stocktaking Software stock taking application

With the stocktaking software by COSYS, you benefit from decades of experience in the successful implementation of inventory projects. With thousands of physical inventories carried out in a wide range of industries, COSYS has developed a deep understanding of the specific requirements. The stocktaking software by COSYS is specially designed to optimize inventory processes in retail, wholesale and many other industries and to offer tailor-made solutions.

Thanks to this experience, COSYS is able to provide each customer with customized stocktaking software that is tailored to individual requirements and industry-specific features. This ensures that your inventory counts are not only more efficient, but also more precise and time-saving. With COSYS inventory software, you receive a comprehensive solution - from user-friendly software to suitable hardware - for fast, smooth and successful stocktaking.



Innovative functions and automation

The COSYS stocktaking software offers a wide range of innovative functions that significantly simplify and automate your inventory processes. One outstanding feature is the comprehensive capture of barcodes, which improves both the accuracy and efficiency of your stocktaking. Both articles (including article numbers, serial numbers and batches) and counting places are accurately captured by scanning barcodes. This is done either via the integrated scanner of your barcode scanner or via camera of your smartphone. This allows articles and storage locations to be scanned quickly and accurately, significantly reducing manual effort. The captured information is automatically transmitted to the COSYS backend.


In addition, the software enables automated quantity entry using the quantity-always-1 function, with each scan representing a unit of measure. Alternatively, it is also possible to enter the quantity manually. These functions not only contribute to accurate stocktaking, but also save a significant amount of time.


Another useful feature is the offline functionality. If no internet connection is available, stocktake data can still be captured and synchronized later as soon as the connection is restored. This ensures smooth processes, even in areas with limited network coverage.


During the stocktake, users can track the counting progress in real time and view reports on the current status of the stocktake. The software visualizes which items have already been counted, which are still open and shows deviations between target and actual stock levels.


stocktaking software laptop

Cloud-based backend and WebDesk

The COSYS stocktaking software is supported by a powerful, cloud-based backend that enables centralized data storage and processing. All captured stocktake data is transferred to the cloud in real time and stored securely. This offers the advantage that your data is accessible at any time and from anywhere, whether in the warehouse, in the office or on the move. The cloud-based solution not only ensures high data availability and security, but also seamless integration into existing IT infrastructures, including ERP systems.



The stocktaking software is compatible with any scanner & ERP system

The COSYS stocktkaing software impresses with its comprehensive compatibility. It can be easily combined with a wide range of mobile computers and ERP systems, giving companies the flexibility they need and eliminating the need for new hardware investments. Regardless of whether you use inventory scanners from suppliers such as Zebra, Datalogic or Honeywell, COSYS Inventory Software runs flawlessly on all common devices and can also be used on smartphones.


The software also offers extensive integration options with a wide range of ERP systems. Whether cloud-based solutions or traditional on-premise ERP systems - the COSYS stocktaking software guarantees smooth data exchange. ERP systems such as advarics, Hiltes, Prohandel and many others can be connected to the COSYS system via automated interfaces. This enables real-time synchronization of stocktake data between your ERP system and the COSYS software, so that you always have access to up-to-date stock and warehouse data.

Stocktaking software functions

  1. Fast and precise scanning of articles and count places via barcode scanner or smartphone

  2. Simple data transfer to CSV/Excel for further processing

  3. Comprehensive stocktake evaluations for a detailed overview

  4. Management of several locations or departments in one system

  5. Dynamic, customizable count lists to support stocktaking

  6. Capturing of articles with serial and batch numbers

  7. Automatic capturing of units of measure with every scan

  8. Management of article variants (size, color, etc.)

  9. Quickly find articles using the search function

Stocktaking software benefits

  1. Fast data capture through barcode scanning reduces manual entries

  2. Minimization of input errors through automatic capturing and validation

  3. Support for mobile computers and smartphones for maximum adaptability

  4. Functions such as quantity-always-1 and automatic data transfer speed up processes

  5. Real-time insights into stock and inventory data via COSYS WebDesk

  6. Flexible configuration of the software for specific industry requirements

  7. Management of multiple clients, locations or departments in one system

  8. Seamless integration into ERP systems for consistent data in real time


Stock taking application for mobile devices


The mobile application of the stocktaking software by COSYS is an effective and user-friendly solution for carrying out stocktakes directly on site. This app is available for both mobile computers and smartphones and ensures smooth integration into your inventory processes.



stock taking application_stocktake capture

Stocktake capture


The head office and branch data are preset in the stock taking application or can be assigned and automatically entered via the COSYS WebDesk. Articles are captured by scanning the count placeds and the artilce number, and manually entering the quantity. The app automatically compares the captured data with the existing master data. Scanning can be done using mobile computers or a smartphone camera; alternatively, data can be entered manually or found using a article full-text search. After capture, the articles are displayed in a compact stocktake list.



stock taking application_quantity-always-1

Quantity-always-1


Inventory entry can also be carried out using the Quantity always 1 function, which eliminates the need to enter the quantity manually. Simply place a tick in the corresponding entry mask. The user simply scans the counting location and the article number; each scan is counted as quantity 1. At the end, all scanned items are totaled. This method facilitates precise counting using barcode scans and reduces sources of error.



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Stocktake correction


Errors that occur during the inventory count can be easily corrected via the app. Select the relevant counting location and item, enter the correct quantity and add a note if necessary.



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Article list


In the article list of the app, you can view all captured articles, including count location, quantity, item description, and price. You can also delete incorrectly captured entries.



stocktaking_app_software_Count place list

Count place list


With the count place list, you can view all articles assigned to a counting place, including quantities and prices.



stock taking application_count place completion

Count place completion


In the settings, you can specify whether count places remain open or are locked. When locking, you can decide whether a recount is permitted and whether a password is required.



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Article search


The article search feature lets you find articles by entering search terms or descriptions, which is particularly useful during inventory counts or when article numbers are unavailable. Quickly browse through the provided list to identify and choose the correct article. Once selected, the article is immediately available for your inventory entry. You can also narrow your search based on product groups or other relevant criteria.



stock taking application_article information

Article information


Scan the barcode of an article to view its information. This master data is sent to the stock taking application before the physical inventory.




Test our stock taking application demo for free!




Stock taking application by COSYS

Stock taking application demo for Android


Stock taking application by COSYS now on Google Play



Stock taking application demo for iOS

Stock taking application demo iOS


Stock taking application by COSYS now on App Store




COSYS WebDesk and stocktake evaluations


The COSYS WebDesk, a browser-based desktop view, allows you to access all stocktake data and manage it efficiently. The WebDesk displays all information in a clear and customizable user interface. Here you can apply filters, show or hide fields and configure reports according to your needs.


The COSYS WebDesk also supports detailed inventory analysis with a Business Intelligence component. You receive comprehensive insights into the counting progress, can identify deviations between target and actual stock levels and take corrective action. Thanks to the cloud connection, these evaluations are available in real time, giving you a high level of transparency and control over the entire stocktaking process. The combination of cloud-based backend and COSYS WebDesk thus offers a seamless, user-friendly solution for an efficient physical inventory management.




Dashboard

The COSYS WebDesk stocktake dashboard provides you with a clear and concise presentation of all current inventory data with graphics and key figures. This means you have all the relevant information at your fingertips. Using clear graphics, you can track the progress of your stocktake in real time and see how many count places have already been completed. The overall progress can also be seen in the graphs. In clearly structured tables, you will find information on open count places and progress in various inventory areas. The dashboard´s graphics and key figures can be customized so that they can be optimally adapted to your needs.

Stocktaking_software_Stocktake dashboard

Stocktake overview

The COSYS WebDesk provides you with a clear and structured overview of all stocktakes carried out in the form of a table. From this table, you can see both the branch or the clients and the devices that were used during the stocktake. To see exactly which articles were captured, simply double-click on the relevant stocktake. A window immediately opens with the details of the stocktake articles, providing you with more comprehensive information. In the tabular display, you can see all the articles captured in the physical inventory, including the associated quantity and counting location. This gives you the opportunity to check the results of the stocktake in detail.

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Stocktake progress

The stocktake progress provides an overview of the current status of various inventory tasks. It shows the respective tasks, their status and the percentage progress. This display enables clear and effective control and management of the stocktaking process.

stocktaking_software_stocktake progress

Difference list

The difference list illustrates the differences between the captured stock and the specified target stocks. The table lists details such as counting location number, article number, article description, quantity, target quantity, unit of measure and the quantity of the recount. These columns make it possible to identify precise deviations and carry out targeted recounts to ensure stock accuracy.

stocktaking_software_difference_list

Positions counted per day

This heatmap shows all the articles captured per day and per store. This gives you an overview of how many articles were counted in the respective stores on which days. This information is crucial for evaluating the efficiency of stocktaking in your stores. You can also see on which days and in which stores performance could be optimized. This enables you to quickly identify weak points and bottlenecks and take appropriate measures to improve.

stocktaking_software_Positions counted per day

Quantity per stocktaker

The number of articles captured per stocktaker is displayed in a bar chart. This chart illustrates the performance and efficiency of each individual stocktaker by showing the number of articles they have entered. The length of the bars makes it easy to see which stocktaker has the highest number of articles and how the workload is distributed among the team members. Such charts provide valuable insights into how employees work and help to optimize the stocktaking process and identify the need for training if necessary.

stocktaking_software_Quantity per stocktaker

Total value per product group

This analysis provides you with an overview of the total value of all captured product groups. The total value is presented in a clearly structured bar chart and illustrates the distribution of the value of goods. You can use filters to specify for which stores you want to view these key figures and on which dimension the total value should be displayed. In addition to the merchandise groups, you can also determine the total value by data entry person and store.

stocktaking_software_Total value per product group

Master data

The master data contains all information on products and product groups. It is also possible to define storage locations that can be used later during the stocktake together with the article master data. It is not absolutely necessary to adapt the basic data.

stocktaking_software_master_data

Export

As soon as you have completed your physical inventory, you have the option of transferring the stocktake data via a file export. You can choose from various file formats, including XLS/XLSX, CSV, TXT and many more. This allows you to integrate the stocktake data into your business software.

stocktaking_software_export
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FAQ on stocktaking software



There are different types of stocktaking that companies carry out depending on their needs and legal requirements. The key date inventory records the stock on a fixed day, usually at the end of the financial year. In a perpetual inventory, stock levels are recorded continuously throughout the year, while a postponed inventory allows stock to be taken in a period before or after the reporting date. Inventory sampling checks only a representative part of the warehouse in order to estimate the total stock. There is also the retrograde inventory, in which the stock is calculated from the opening stock and receipts/issues, as well as the cyclical inventory, in which partial stocks are counted regularly. Each inventory type has its own advantages and is used depending on the warehouse structure and requirements.

What inventory procedures are there?

An inventory is used to determine the exact stock of a company and consists of several steps. First, the time is set and the inventory team is determined. The stock is then counted or measured, either manually or using digital tools such as barcode scanners. The recorded data is transferred to inventory lists or a digital system that contains the article numbers, quantities and stock values. The counted stock is then compared with the book inventory to identify any differences that may arise due to shrinkage or errors. Finally, the inventories are evaluated and any corrections are made before the inventory data is included in the annual financial statements. The inventory is important for monitoring stock levels and updating the accounts.

To carry out an inventory, you start with careful planning. First of all, the time at which the stocks are to be recorded is determined and the team that will carry out the count is appointed. All items must be prepared and clearly placed in the relevant storage areas or branches. The stock is then counted, weighed or measured. This can be done manually or digitally, for example using barcode scanners. All recorded quantities are entered into inventory lists or directly into an electronic system. After recording, the physically counted stock is compared with the book stock to identify any discrepancies. These differences must be carefully examined and explained, for example due to shrinkage, overdeliveries or booking errors. Finally, the inventories are evaluated, the differences corrected and the final data included in the annual financial statements. A well-organized inventory provides an accurate overview of stock levels and helps to optimize inventory management and accounting.


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