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Equipment inventories

Company+

Comparing the equipment records with reality – a frozen expected state, scanning on the phone, a running difference and a PDF protocol.

Available for:AdministratorUser

An inventory compares the equipment records with reality. It is created on the web, you walk around the warehouse with the mobile app and scan the QR codes, and at the end the inventory is closed and a PDF protocol is created.

You'll find inventories in the menu under Sklady → Inventury (Warehouses → Inventories), and in the mobile app under More → Tools & machines → Inventories. They are handled by the module manager - the company administrator or a user with the edit level for the Equipment module in their Role. A storekeeper without this level doesn't see inventories.

Inventory list​

The table shows the Název (Name), Sklad (Warehouse; or "Celá firma", i.e. the whole company), Stav (Status: Probíhá, Uzavřená, Zrušená, i.e. in progress, closed, cancelled), the date it was Zahájena (Started) and the number of Položek (Items). You can filter by status and warehouse and search by inventory name.

How an inventory works​

  1. Click Nová inventura (New inventory), enter a name (e.g. "Main warehouse inventory 2026"), select the Sklad and click Založit (Create). Creating it freezes the expected state - what should be where according to the records. From that moment the inventory rows don't change, even if stock keeps moving in the warehouse. Items with zero stock are left out.
  2. On the phone, you walk around the warehouse and scan the pieces. For quantity items, you enter the counted number and confirm with Zapsat (Record).
  3. The app continuously shows the difference: what nobody has checked yet, what is missing, what is surplus and what is somewhere other than where it should be.
  4. Closing the inventory brings the records in line with reality and creates a PDF protocol.

Without selecting a warehouse, the state of all locations, including projects and people, is frozen - this is the option for the first inventory after introducing the module.

Inventory detail on the web​

After clicking an inventory, you see a summary - Celkem (Total), Sedí (Match), Chybí (Missing; including the number of pieces), Přebývá (Surplus), Jinde (Elsewhere) and Nezkontrolováno (Not checked) - and a table with the columns Nářadí (Equipment), Kód (Code), Mělo být (Expected), Napočítáno (Counted) and Stav (Status).

  • You can also type in the counts manually right in the table. Clearing a field deletes the entry and the row returns among the unchecked ones.
  • The Načíst stavy podle evidence (Load quantities from the records) button fills all unchecked rows with the expected count. It doesn't overwrite values that have already been entered.

Closing an inventory​

  1. In the detail of an inventory in progress, check how many items remain unchecked.
  2. Decide what to do with them (see the note below).
  3. Click Uzavřít inventuru (Close inventory).
  4. For a closed inventory, download the PDF protocol with the Protokol (Protocol) button.

On closing, the records are rewritten according to reality: whatever was found elsewhere is moved to the place where it was found, and whatever is missing is written off.

Unchecked items

On closing, you decide what happens to the rows nobody got to. By default they stay unchanged - that is safer for an unfinished inventory. Ticking Nezkontrolované položky označit jako ztracené (Mark unchecked items as lost) writes them off; the protocol then states, for the missing items, who had them last.

Deleting an inventory​

Only an inventory in progress can be deleted - so far it is just a frozen list that hasn't touched the records. A closed inventory has rewritten the records and has a protocol, so it is a document and can't be deleted.

While an inventory is in progress in a warehouse, the warehouse can't be deleted.