How to Do Inventory Counts with Your Phone Using Barcodes
Inventory counts fail when people write numbers by hand, lose rows in a notebook, or type the wrong SKU under pressure. A better approach: walk the aisle with your phone as a barcode scanner and send every scan into Excel or your stock system on a nearby PC or Mac. Here is a practical way to run full counts and cycle counts with WiScanner.
Why phone + barcode beats paper counts
- Fewer typos – the code comes from the label, not from memory.
- Faster shelf walks – scan, optionally enter quantity, move on.
- Live spreadsheet or ERP field – results land where finance and ops already work.
- No extra scanner fleet – use iPhone or Android devices you already own.
What you need before you start
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WiScanner on the phone (iPhone or Android).
Mobile app
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WiScanner desktop client on the Windows PC or Mac next to your count sheet or ERP.
Desktop app
- Same WiFi for phone and computer, then pair once with the desktop QR code.
- A count destination – typically an Excel row (SKU | Qty) or a focused field in your inventory app.
Rule of thumb: click the cell or field that should receive the next barcode, then scan. WiScanner types like a USB scanner, so it works with Excel, Numbers, browsers and most ERPs.
Method 1: Full inventory count into Excel
Best for shop-wide or warehouse-wide counts where you want a simple sheet you can filter and reconcile later.
- Prepare columns – e.g. Barcode, Quantity, Location, Counter.
- Click the first barcode cell on the PC/Mac so the cursor is ready.
- Enable Auto Enter / Tab in WiScanner so each scan jumps to the quantity column or the next row.
- Walk one zone at a time (aisle A, then B). Scan the product barcode; enter quantity when stock is more than one unit (or use quantity mode).
- Freeze or note location when you change racks so reconciliation stays clear.
- Export or paste into your system of record when the zone is done.
Detail walkthrough for spreadsheets: How to Scan Barcodes Directly into Excel.
Method 2: Cycle counts against system stock
Cycle counts check a slice of SKUs without shutting the whole floor. Open your WMS/ERP adjust-count screen on the computer, focus the barcode field, and scan only what is on the assigned list or bin.
- Scan → confirm quantity → next bin.
- Mark variances immediately while you are still at the shelf.
- Keep phone sound/vibration on so you hear successful reads without staring at the monitor.
Settings that make counts faster
- Quantity mode – attach a count to one scanned SKU when many identical units sit on a pallet.
- Multi-scan delay – reduce accidental double reads on shiny labels.
- Auto Enter – jump rows in Excel after each code.
- Prefix / suffix / regex – strip internal check digits if your ERP expects a cleaned SKU.
Count checklist (print or keep on the team chat)
- Freeze sales/picks for the zone you are counting, or note transactions that overlap the count window.
- Start with one counter per zone to avoid duplicate scans of the same shelf.
- Recount any SKU with an unexpected variance before posting the adjustment.
- Save a timestamped copy of the raw scan sheet for audit.
Where this fits beyond Excel
The same phone → desktop flow works for Windows apps and Mac apps, and for store or warehouse receiving when you need a running list of barcodes. Phone-only setup primers: iPhone · Android.
Counting without a computer nearby? The inventory counting app page explains groups, running totals and where finished counts can go.
Start your next inventory count with your phone
Install WiScanner on phone and computer, pair over local WiFi, and scan barcodes into Excel or your inventory screen. The free 100 scans are enough to try a zone count.
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