Stock Counting

At least once a year you probably walk along the shelves with a list to check whether your stock still matches what's actually there. With Counting you do that with your phone or tablet: you scan each product, immediately see what Salonnare expects is on the shelf, and record what you actually count. Important to know: your count does not change your stock yet. Only when an admin posts the count do all the differences go into stock at once.

Starting a count

1. Open Products & Services in the sidebar and go to the Products tab.
2. Click Counting, next to All products and Internal use.
3. Salonnare opens the scanner and starts (or resumes) your own count.

Scanning a product

1. Scan a product's barcode.
2. You'll see the product name, the category, the expected stock (what Salonnare currently registers) and the minimum stock.
3. The count field is already filled in with the expected stock. Does the amount on the shelf match? Confirm right away. Doesn't it match? Adjust the number to what you actually count.
4. Click Save.

Right after saving, the scanner is ready for the next product, so you can walk through the whole salon in one go.

A barcode Salonnare doesn't recognize

Scan a code that doesn't belong to any product? Then you have two options:

• Search by name or SKU -- the product might already exist, but its barcode isn't in the system yet.
• Create a new product -- the scanned code is filled in automatically, you fill in the rest.

What saving does and doesn't do

This is the most important thing to remember: saving does not change your stock yet. Every count you save is recorded in a count journal -- a kind of log of your count. Your stock numbers stay exactly as they were until an admin posts the count.

Products you don't scan are simply left alone -- they just don't count towards the total. That means you can also do a count in parts (for example the color products first, the rest a day later) without accidentally setting anything to zero.

Correcting and posting (for admins)

Once you (or your colleagues) are done scanning, an admin checks the count before making it final:

1. Open Products & Services > Products > Counting.
2. Click Count journals. An admin sees the counts of every staff member here; a staff member only sees their own count.
3. Click the count you want to post.
4. Review the expected stock, the counted amount and the difference for each product. Was the same product already recorded in another, still open count by a colleague? Salonnare clearly marks that line, showing the other amount and who counted it -- pick which of the two counts you keep and delete the other. That's a normal part of counting together, not a glitch. Does a line look wrong for another reason? Correct the counted amount, or delete the line if the product was counted by mistake.
5. Click Post.

Before you post for good, Salonnare shows how many products will be corrected, how many products were not counted, and how many products still have a duplicate count outstanding -- so you immediately know whether the count was complete and whether a choice is still waiting for you.

After posting, the stock of every counted product changes to the actual amount all at once. Each difference gets its own line in the stock history, so you can always trace back later where a jump in stock came from.

A posted count is read-only

Once posted, a count can no longer be changed -- not even by an admin. If you discover a mistake afterwards, you correct it the usual way: via Adjust stock in the product's right-click menu. See Inventory & Stock Management. That correction also gets its own line in the stock history.

Permissions: who can do what

Counting requires the Stock count permission -- that's on by default for every staff member, so in practice you don't need to arrange anything for it. If a staff member doesn't have this permission (for example because an admin turned it off) and also doesn't have the Inventory permission, they won't even see Products & Services in the sidebar. Only an admin can correct and post counts.

If a staff member has Stock count but no Inventory permission at all (the default for most staff members), Products & Services shows only the counting mode for them: no tabs for Services, Packages or Promotions, and no choice between All products and Internal use within Products -- they land straight in Counting. With Stock count set to View + edit, they can actually scan and save counts there; with it set to View, they can only look at existing count journals and can't start a count themselves. A staff member with Inventory set to View or higher sees the full page as described above, tabs included.

When Salonnare recognizes the scanned product, you'll only see the Edit product button in the review screen if you also have the Inventory (edit) permission -- the Stock count permission alone isn't enough for that. When the barcode is unknown, the same applies to Create new product: that button only appears with the Inventory permission, but you can always search by name or SKU.

Want to adjust this per staff member? Go to Settings > Staff, expand a team member and open the Permissions tab:

• Stock count -- on by default for everyone (scanning and saving). Turn this off for a staff member who also lacks the Inventory permission, and Products & Services disappears for them.
• Inventory -- off by default for staff. Needed to edit a product or create a new one while counting.
• Count journals -- on by default only for admins (correcting and posting). Want a staff member to be able to do this too? Set this permission to View + edit.

Related topics

• Inventory & Stock Management -- your product catalog, stock levels and the regular stock correction.
• Managing staff -- setting roles and permissions per team member.
• Internal Use -- recording backbar product consumption.