Count Treez will enter Limited Availability in the coming weeks. Limited Availability means that this feature will only be available for some customers initially while Treez gathers feedback before releasing this feature to all customers, known as General Availability. If you would like to be apart of the Limited Availability group, please contact your Customer Success Manager.
Count Treez is a new inventory counting utility that allows users to easily collaborate on inventory counts, cycle counts and inventory auditing using a desktop, phone or tablet.
Permissions
Count Treez comes with its own permission set to limit the actions users can perform when using the utility. Permissions can be updated for users in Role Management by navigating to the Count Treez section. If you do not see the Count Treez permission section, the utility may not be enabled for your organization. The available permissions are described below:
Manage Sessions
This permission allows the user to create, edit and delete counting sessions.
This permissions should be provided to any user who will be initiating new counting sessions.
Record Counts
This permission allows users to contribute counts by scanning or manually adding counts (if the session allows manual counts).
This permissions should be provided to any user who will counting inventory.
Review & Submit Counts
This permission allows users review the counts contributed by users with the Record Counts permissions, manually override counts, add adjustment reasons, adjustment notes and submit the final counts to Treez.
This permissions should be provided to users who will be approving the counted inventory to ensure accuracy and determine if any counts with variances need to be recounted before final submission.
Creating a New Counting Session
Before any counts can be submitted, a new counting session will need to be created. When new counting session is created, the user will be able to name the counting session, select what inventory will be included and configure the session options. To create a new session:
Navigate to Count Treez from the Dashboard by clicking or hovering over the left side menu and selecting Count Treez from the available options
Optionally, users may navigate directly to Count Treez for their store by visiting the Inventory > Inventory Management > Inventory Adjustment page and clicking the green Count Treez button in the upper right side of the screen. If you navigate using this method, skip to step 3.
From the list of stores labeled under "Your Stores", select t he store you wish to create a new counting session for.
Click "Sessions" tab in the top navigation menu.
Click the Create New Session button in the top right of the screen.
In the Create Session window, configure you session by entering the desired information.
Session name - This is a friendly name for your sessions. We recommend using something meaningful about the session name so users can identify the correct session to join when recording counts.
Category - If you are performing a full store inventory, leave this as the "All Categories" default. If you wish to only count select inventory types, you may select one or more product categories from the dropdown list.
Subtype - If you have selected one or more Categories, you will see a list of subtypes available to further target the desired inventory for this counting sessions. We recommend using this only if you plan to perform small counts of very specific inventory. If you would like to count all subtypes of the selected categories, leave this as the default "All Subtypes".
Location - If you would only like to count inventory in a specific location, you may select the specific inventory location(s) you wish to count using the dropdown. If you are performing a full store inventory, leave this as the "All Locations" default.
Session Settings allow the user to further configure the counting rules for this session.
Blind Count - This option will hade the existing inventory quantities from the counting interface so users do now know how much inventory is expected for that inventory. The expected current inventory counts will still be visible to users in the Review status to confirm variances by permissioned users.
Enable Batch Counting - This option will enable counting by Treez inventory batch when enabled, or simply by package tag when disabled. Counting by Treez inventory batch can be important when you have the same inventory package residing in multiple locations to ensure the inventory is attributed to the correct batch.
Force Scan - This option requires users recording count to scan the counts with a barcode scanner or their devices camera and disables the ability to manually add counts in the counting interface. Counts can still be manually adjusted in the Review status by permissioned users.
Once you have configured your session, click the green Create Session button at the bottom right of the Create Session window.
The current inventory will now be pulled directly from the SellTreez store using the Category, Subtype and Location filters entered in Create Session window. Inventory batches with 0 quantity are excluded.
IMPORTANT: All inventory is pulled at the Point in Time the session was created. The session inventory used during the counting process will not update if inventory adjustments, sales or new inventory is received after the session was created. We recommend only counting when no inventory activities are taking place to ensure accurate adjustments are sent to your SellTreez POS. Submitting counts after inventory activities have been performed will result in incorrect counts submitted to SellTreez.
Joining a Counting Session
Multiple users can join and record counts in a counting session at the same time as long as they have the Record Counts permission. To join an existing counting session:
Navigate to Count Treez for the desired store.
Click the Session tab.
Locate the desired counting session and click the green "Count Inventory" button.
When a user joins an existing session, the sessions inventory and scans synced by all contributing users/devices will be saved to the users device. This ensures the user is counting using the same inventory data that all other users in the session are using.
Recording Counts
Once a user has joined the desired session, they will see the counting interface which list list all of the inventory included in that counting session. Users may now begin counting by scanning a Treez Inventory Barcode, a Package Tag/Label or a METRC Retail ID QR code using a barcode scanner, the camera on their device or by manually entering counts on a specific inventory batch.
When using a barcode scanner connected to a desktop, phone or tablet, users do not need to click into the "Enter barcode" input, they can simply begin scanning when no input is selected and 1 unit will be added to the count each time a barcode is scanned. If the scan matches an inventory item in the counting sessions inventory, a green notification bar will appear at the bottom of the screen.
If a user would like to physically count the inventory and add all units with a single scan, they can then click into the quantity input to the right of the "Enter barcode" input and adjust the quantity to the right by manually typing it or using the -/+ button to increment or decrement the quantity. Once the desired quantity is entered, click into the "Enter barcode" input and scan the inventory. Users may also type in a barcode and click the "Add" button. After that scan, the quantity will be reset to 1 to avoid any scanning mistakes.
To scan using your devices camera, click the barcode icon to the left of the "Enter Barcode". This will open the camera scanning interface.
NOTE: When opening the camera scanning interface, your devices browser may prompt you to give Count Treez permission to access the camera. You must select either the "Allow this time" or Allow while visiting the site" (or equivalent for your device) for the camera scanning interface to work.
Each time a count is successfully recorded, the scanned product will filter to the top of the Inventory Items counting interface so the user can see exactly which item was matched to the scan.
Auto Select Checkbox
By default, the Auto Select checkbox is selected which means Count Treez will automatically attribute scans to the oldest Treez batch within the Sessions inventory. The oldest Treez batch is not determined by the Batch creation date in this instance, it is determined by the batch numbers which are incremented as new batches are created.
EXAMPLE: The original Treez batch created when an inventory package is first received is EXMPL. If that batch is split in Inventory Management, it would create new batches with the respective quantity, batches EXMPL-1 and EXMPL-2 are created. If the counting session includes both batches, Count Treez will attribute scans to EXMPL-1 until its expected quantity is reached before scans are attributed to EXMPL-2.
If you would like attribute scans to a specific batch, uncheck the Auto Select checkbox. When Auto Select is unchecked, each scan will produce a batch selection window allowing the user to select the desired batch to attribute the scan.
Syncing Your Scans to the Counting Session
All scans (including manual counts) are stored locally on your device temporarily and will automatically sync to the count session 7 seconds after the last scan is performed. If another scan is recorded before the sync has completed, the 7 second count timer will be reset. Users can see the the sync status of their counts in the Inventory Items section of the counting interface including how much time is left before the sync will trigger, if there are counts pending. Users can force a sync to occur before the 7 second timer expire by clicking the yellow pending badge.
Once all scans have been synced back to the counting session, users will see a green "All changes synced" badge will appear. This badge indicates that the scans on the current device have been synced back to the counting session.
Syncing the Counting Sessions Scans to Your Device
When a user first joins the session, any scans that have been synced to the session will also be synced to the users device. The sessions scans from other users will not be synced down to the users device automatically to avoid confusion. Users can manually trigger a sync of the complete counting sessions synced scans to their device by clicking the Refresh button in the Inventory Items count interface. A green notification bar will appear at the bottom of your screen once the sessions counts have been synced to the users device.
Users will see the counted quantity (the quantity of the right of each inventory cards X/X display update for any inventory other users have scanned since the last time the counts were updated or since the session was joined on this device.
Reviewing a Counting Session
Once all counting has completed for the session, a user with the Review & Submit counts permission may click the green "Start Review" button in the top right of the screen to begin reviewing the results of the scanning session.
In the review screen, the user can view the expected counts, scanned count, enter adjustment reasons, enter adjustment notes and exclude inventory from the adjustment submission.
The grid view on the review page will show each row as a batch of inventory with various important information and actions related to that batch. The available information is as follows:
Product Name
This column will also include the Category and Location.
Package Label
In METRC markets, this is the package tag or package label.
In Arizona this will be the External Batch ID.
Batch ID
The Treez Batch ID
Barcode
The Treez Inventory barcode associated with this batch.
Expected
The Expected quantity that was retrieved at the time of session creation.
Counted
This is the total of all synced scans from all contributing users.
Variance
This is the calculated variance between Expected - Counted.
Adjustment Reason
This is the adjustment reason selection available.
Notes
The adjustment reason notes status, Add a new note or View existing note.
If a single package has multiple batches associated with this counting session, users will see a combined row for all batches and can clicking the > icon to expand the row and view each individual batch.
Combined Row
Expanded Row
Viewing Expected and Scanned Counts
In the review grid, users will see a column labeled Expected and Counted. The value in the Expected column represented the total quantity of inventory in the SellTreez instance at the time the counting sessions was created. The value in the Counted column represents the total number of scans (including manual scans) saved to the counting session by all contributing users.
Once a counting session is under review, any addiotnal counts made by users will not be saved to the counting session. The users scans will be saved locally to their device and will only be synced of the reviewing user enables counting on this session again by selecting the Re-count session option from the menu.
FAQ
What barcodes can Count Treez scan?
Count Treez is designed to scan Treez Inventory Barcodes, METRC Package Labels or METRC Retail IDs that are associated with the inventory in your Treez instance.
Why cant I scan Product Barcodes?
Product barcodes are not a unique identifier associated with specific inventory packages or batches.
What barcode scanners can I use with Count Treez?
Any barcode scanner that is currently compatible with your Treez POS will work in Count Treez. Additionally, most barcode scanners that can be set to an HID (Human Interface Device) can work with Count Treez. Some scanners may require a specific configuration barcode(s) to be scanned to enable QA code scanning. Refer to the manufacture for specific configurations. The following barcode scanners have been tested with Android and iOS devices through Bluetooth, though compatibility can vary based on Android/iOS version and specific devices.
Socket S720
Why are counts are not updating on my device when other users scan on their devices?
This is intended behavior to avoid confusion as the number son your device would constantly be changing, making it hard to tell if your counts are being attributed accurately. To get the latest scanned quantities from all users in the session, click the "Refresh" button in the Inventory Items counting interface.