Counting your inventory

Counting your inventory in APICBASE is very easy and gives you a very interesting insight into your stock history.

When you navigate to the counting interface (in the left-side column, under the Inventory group), you will encounter a page that looks like the following:

To start counting your inventory, click the "Record count" button (highlighted above).

You'll be immediately prompted to give this new count a description. Type something descriptive in the input box (something to let your fellow co-workers know what is it that you're counting), and click the "Save" button. You can also edit this description later.

After saving your description, you'll be able to start counting your items. The next page will look like this:


It is strongly recommended that you do not start any other inventory events while a count event is open, as this can lead to unexpected results. Please also note that if you have point-of-sales integration enabled with nightly sync activated, your stock will not be updated at night!


This interface lists every ingredient in your inventory and their stock items (check out the packages and pricing support article if you're unsure about what stock items are). The values under the "Current Stock Qt." column tell you how much of each stock item are currently in your inventory. Start counting by filling out the input boxes under the "This Count" column.

Please do note that count events are not additive: the values you input here will overwrite the previous stock, not add to it! The "Current Stock Qt." column is presented here simply for reference. Library administrators can disable this column under the Library settings.

It is not mandatory to count every single item in your Library at once: if you don't count an item, its current stock quantity will be left unchanged. If you wish to deplete an item's stock, you must explicitly count it to zero.

The small color indicator next to the input boxes refers to the state of the data you inputted: green means that it's saved, so you can leave the count page and come back to it later; yellow means that it's saving; red means that an error occurred.

In this view, you can also filter items to help you find exactly what you're looking for. This option can be found by clicking the "Search" button on the grey toolbar at the top:

When you're finished, click the "Close sub-count" button at the top. Changes are not yet final at this point. You'll be taken to a second page where you can get a high-level view of everything that you just counted, which looks like this:

If, at this point, you wish to make your changes final, then click the "Close count" button (highlighted) and confirm. Your stock will be updated according to the alterations that were presented in a pop-up.

At this stage, you can also continue to count more items if you so wish. To do that, either click the orange "Count more items" button (to start another count) or simply go back to the values that you were working with by locating your count in the table and clicking the "Open" button.

When there are multiple people working in the same outlet, they can count articles at the same time. To do that, each user needs to reach this page and click the orange "Count more items" button (don't forget to give each count a meaningful description!). With many users working in the same outlet, this view gives you a high-level overview of the whole event:

Click the "Outline" button (highlighted, red) to see the sum of everybody's work, or the "Details" button (highlighted, orange) on a single count to see that count's items.

Back in the counting interface, the "Count Total" column tells you the sum of all quantities counted for that item by all of your co-workers. In the example above, if Thomas counts 12 Beers and Claudia counts another 5, then this column will display the sum of both values (17). This field is updated automatically.

As long as the count event remains open, you can edit, reset or cancel individual counts. After the changes are committed and your inventory is updated, it is no longer possible to make any changes to the closed count.

Back at the count events history page, it is possible to get insights on previous counts. Click the "Details" button to view which items were counted, or generate reports which can be viewed and downloaded from your Exports page.

You can do several counts at the same time. Learn more about parallel counting in this support article.