---
title: Physical Count Sheet
description: Physical Count Sheet
---

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3. [Inventory Administration](https://academy.teeon.com/en-ca/academy-standalone/point-of-sale?hsLang=en-ca#inventory-administration)

# Physical Count Sheet

Using the physical count is an efficient way to gather your current inventory counts and update them in the Point of Sale. Physical counts can be added for the current day or a previous day. If you are adding physical counts for a previous day please be mindful of the time that you are backdating to - if there were sales after that time it will effect the inventory count. 

 

**Generating a Worksheet for Physical Counts**

The POS will generate a worksheet of your inventory items that can be printed to help you and your staff collect your physical counts. When printing the worksheet you have the option of whether or not to show the quantities that the POS currently has in the system. 

1. Click [**Admin**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS1.png)
2. Click [**Manage Inventory**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS2.png)
3. Click [**Inventory Count**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS3.png)
4. Click [**Generate Worksheet**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS4.png)
5. Set the [**department**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS5.png) if necessary. 
6. Set the [**vendor**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS12.png) if necessary. 
7. Select the [**date**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS13.png) for your inventory count. 
8. There is an option to [**show quantities**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS14.png) that are in the system. Leave it checked off if you want to show the system quantities. 
9. If you want to create an export for a scanning device then check off [**Create Export File for Scanning Device**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS15.png). 
10. If you are exporting the file then give it a name and then choose the file location by clicking [**Browse**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS16.png), searching for the directory and clicking **Open**. 
11. If you don't want to create an export file then ignore steps 9 & 10 and click [**Ok**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS17.png).
12. The inventory count worksheet will open as a .PDF file. If you created an export file then the file can be found in the file location you chose when you exported it. 

This report can be printed and used to collect information on your current inventory numbers.

 

**Enter Inventory Counts**

Once you have collected your physical counts you can enter them into the system using the Enter Inventory Counts function. Before saving the new counts and updating the system it is a good idea to print the differences report which will give you a listing of the items that have a different physical count than the quantity in the POS. 

1. Click [**Admin**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS1.png)
2. Click [**Manage Inventory**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS2.png)
3. Click [**Inventory Count**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS3.png)
4. Click [**Enter Inventory Counts**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS6.png)
5. Set the [**department**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS5.png) if necessary. 
6. Set the [**Vendor**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS7.png) if necessary. (if you use the same settings that you did for the Worksheet the two reports will match and make it much easier to input information) 
7. Select the [**Date **](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS8.png)you want to update the inventory for. 
8. Select the [**Time**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS9.png) if necessary. 
9. Leave the option to [**Update System Quantities **](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS10.png)checked and click “**Ok**”. 
10. Click on the empty box beside [**Physical Count**](https://www.tee-on.com/images/uploadedImages/LearningZoneImages/Page_130/PCS11.png)
11. All of your ordering units from the Vendor will show up. Beside the ordering unit you are receiving, enter in the amount. 
12. Click **Print Differences**
13. Review Print Differences Report and ensure you entered the correct physical counts.
14. Click **Save and Update**
15. Click **Yes**

 

 

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