Counting Inventory

The Count page is where you do physical inventory counts. Choose Reset, Add, or Subtract mode depending on how you want your entries applied, then enter card-by-card counts — or open the Import / Export menu and pick Import inventory counts when you need to update many counts at once.

Capture Starting Inventory

Before Peasy can track what's running low, it needs to know what you have right now. This is a one-time physical count to establish your starting inventory numbers.

How to Get There

Go to Inventory > Count in the sidebar.

What You'll See

The Count page shows your items as cards in a scrollable list. Each card has:

Item name (clickable to view details) and a category tag (color-coded)
Current inventory (e.g., "45 cases") and last counted date
Storage area badges showing where the item lives
A unit dropdown (if the item has multiple units) and a count input field
Note and lot icons next to the count input — click the note icon to attach a comment to that entry, or the lot icon (available in Add and Subtract mode) to tag the entry with a specific lot
A thin color bar on the left edge: green = counted today, red = needs counting, grey = neutral

The top of the page is split into two rows:

Row 1 — a filter button (filter by type, category, or storage area), a Save View button (appears when you have active filters or sort), a search bar, and the Import / Export menu (import counts in bulk, export current inventory as CSV, or open a Beacon walkthrough)
Row 2 — the count mode selector (Reset, Add, Subtract) on the left, and on the right a location dropdown (including All locations for an aggregate view) plus the split Submit button with the count date picker attached (Reset mode only)

When you have saved views, they appear as quick-select buttons in the header bar near the top of the page. The Submit button shows a badge with the number of unsaved changes.

Choosing a Count Mode

Reset — Type the exact quantity you counted. Peasy sets on-hand to that number, replacing the current count. This is the default and the right choice for a full physical count.
Add — Type a quantity to add on top of what's currently on-hand. Useful for logging a delivery or found stock without doing a full recount.
Subtract — Type a quantity to remove from what's currently on-hand. Peasy warns you in the review step if a subtraction would take an item below zero, but still lets you confirm it.

The mode you pick applies to every card on the page and locks once you have any unsaved entries, so a number you're mid-way through typing can't suddenly mean something different. Save or discard your pending counts first if you need to switch modes.

Step by Step

Go to Inventory > Count.
Pick your location from the dropdown in the top-right (if you have more than one). Count entry is location-specific, so choose a single location rather than All locations.
Choose your count mode — Reset, Add, or Subtract.
Check the date (Reset mode only). It defaults to today. If you're entering counts from a different day, click the calendar icon to change it.
Walk through your storage area with Peasy open on your phone, tablet, or laptop.
For each item, enter the quantity you counted (or the amount to add/subtract) in the count input field on the right side of the card. Optionally add a note, or tag the entry with a lot in Add/Subtract mode.
If the item has multiple units, pick the unit you're counting in from the dropdown (e.g., "cases" vs. "each"). Peasy converts to the family's Inventory Unit behind the scenes.
Repeat for as many items as you can.
Click Submit in the top-right, then check the review step — it shows each item's current, entered, and resulting quantity — and click Confirm to save everything at once.

Counts are staged in memory as you type. Nothing is saved until you confirm the review step. The badge on the Submit button tells you how many items have pending changes.

Tips for Your First Count

Count by area. Use the filter button to select a storage area like Walk-in Cooler or Dry Storage and count everything in that area first. You can also click an area badge on any card to filter to that area. Counts from different areas add up; they never overwrite each other.
Use the unit that's easiest to count. If you have cases stacked on a shelf, count in cases. Peasy converts everything automatically.
Don't stress about perfection. Your first count is a baseline. You'll refine it over time as you receive orders and do regular counts.
You don't have to count everything at once. Count what you can, save, and come back for the rest later.

Taking the Tour

When you land on the Count page from the journey checklist, Peasy offers a guided tour with a steps panel that walks you through the search bar, filters, location selector, date picker, item cards (stock, last-counted date, status indicators), unit selector, count input, the Submit button, and the quick adjust feature.

Recurring Counts

After your starting inventory is in place, use this same page for regular counts, recounts, and spot checks.

How to Count Inventory

Go to Inventory > Count in the sidebar.
Pick your location using the dropdown at the top (if you have more than one).
Choose your count mode — Reset to set an exact count, or Add/Subtract to log a delta.
Check the date (Reset mode only) — it defaults to today. If you're entering counts from a different day, use the calendar icon to change it.
Find the items you want to count. You can scroll through the list or use the search bar.
Enter counts in the input field on each item card. Choose the unit you're counting in from the dropdown (e.g., "cases" vs. "individual units").
Click Submit, review the resulting quantities, and confirm.

That's it. Your inventory numbers update immediately.

Reviewing Before You Submit

Clicking Submit always opens a review step before anything is saved — for Reset, Add, and Subtract alike. For each pending item it shows:

The current on-hand quantity
The amount you entered (the new count for Reset, or the delta for Add/Subtract)
The resulting quantity after the change

If a Subtract entry would take an item below zero, that row is flagged so you can double-check it before confirming — Peasy still lets you submit it. Click Confirm to save, or Cancel to go back and make changes.

What You See on Each Card

Each item shows up as a card with helpful details:

Color bar on the left:
- Green — Already counted today
- Red — Needs counting
- Grey — Not yet counted (no urgency)
Item name — Click to go to the item detail page
Category — Shown as a colored tag
Current inventory — What Peasy thinks you have right now, based on past counts and transactions
Last counted — When someone last counted this item (green badge if it was today)
Storage area — Where the item lives in your location
Unit dropdown — Pick which unit to count in (e.g., pounds vs. 5-lb bags)
Count input — Where you type the number you actually counted (Reset) or the delta (Add/Subtract)
Note icon — Attach a short comment to that entry, saved along with the count
Lot icon — In Add or Subtract mode, tag the entry with an existing lot or type a new one; disabled in Reset mode since a reset isn't tied to a specific movement

Choosing Your Counting Unit

You can count in whichever unit makes sense. If you buy flour in 50-lb bags, you might count bags instead of individual pounds. Just pick the right unit from the dropdown, and Peasy converts everything behind the scenes.

For example:

You see 4 bags of flour on the shelf
Select "50-lb bag" as your unit
Enter 4
Peasy records 200 lbs in inventory

Inline Adjustments

If you just need to add or remove a specific quantity (instead of doing a full count), click any item to open the detail panel. From there, use the inline adjustment controls for the location you want to change — you can add, subtract, or reset inventory to a specific number.

Bulk Import Inventory Counts

Use Import inventory counts when you have a spreadsheet count sheet or need to update many items at once.

Go to Inventory > Count.
Pick the location you are counting. Bulk import is disabled in All locations because counts must be written to one location.
Open the Import / Export menu and click Import inventory counts.
Enter counts in the grid, or click Upload CSV and use Peasy's template. Use Duplicate Row to repeat a row when you're entering similar adjustments back-to-back.
Review the rows and click Submit. The submit button shows a badge with the number of rows queued for save, and the calendar icon beside it sets the count date.

When you upload a file, Peasy matches the item names in it to items in your catalog. To help you check those matches before submitting, the review grid shows:

An Original Input column with the exact item text from your uploaded file, so you can compare it against what Peasy matched. This column is read-only.
Color-coding on the Item cell that reflects how confident Peasy is in a suggested match — green for a strong match, yellow when it's less certain. Once you pick an item yourself, the color clears so you can tell your choices apart from Peasy's suggestions. Rows where Peasy couldn't find a match are highlighted so you can select the correct item.

Bulk import writes count adjustments for the selected location. It is best for full shelf counts or spreadsheet-based counts; card-by-card counting on the Count page is better for quick spot checks.

Exporting Current Inventory

The same Import / Export menu has an Export current inventory option that downloads a CSV snapshot of your current on-hand quantities. Useful for spot-checks, audits, or sending counts to your accountant.

The export reflects what you see on screen. If you have a search term, category filter, or the 🚨 Count quick filter active, the CSV will only include those items. Clear all filters first if you want a snapshot of every item.

All Locations View

If you choose All locations from the location dropdown, Peasy shows aggregate inventory across locations. This is useful for reviewing totals and opening item details, but count inputs and bulk import are disabled because a count must belong to a specific location.

Counting by Storage Area

If your location has storage areas set up (like Walk-in Cooler, Dry Storage, or Back Warehouse), you can count items by area. Use the area filter on the Count page to focus on one area at a time — count everything in the walk-in, save, then move on to dry storage.

Counts from different areas add up. They don't overwrite each other. This is the most common question we get, so it's worth repeating: areas tally, they never overwrite.

For example, say you have cocoa powder stored in two places:

You count 10 lbs in Dry Storage
You count 5 lbs in Walk-in Cooler
Your total inventory at that location = 15 lbs

If you only count items in one area, the counts in your other areas stay as they were from their last count. You don't need to recount every area every time.

The same item can appear in multiple areas — handy for overflow storage. Peasy adds them all up to give you one location-level total.

Saved Views

If you regularly count with the same filters — say, only buy items in Dry Storage sorted by category — you can save that setup as a named view.

Apply the filters, sort, and location you want.
Click the Save View button that appears next to the filter button.
Give your view a name and optional icon, then save.

Your saved view appears as a button in the header bar. Click it to instantly apply those filters again. You can also:

Update a view — Change your filters, then click Save View > Update this view to save the new setup.
Rename or delete a view from the dropdown menu on the active view button.
Clear a view — Click All in the views bar to go back to the unfiltered list. Your previous filters are restored.

Common Questions

How often should I count inventory? It depends on your business — some do weekly cycle counts of different areas, while others do a full count monthly or quarterly. Peasy supports both approaches. The key is consistency: regular counts catch discrepancies early before they compound.

Can I count just one area at a time? Yes. When you start a count, you can filter by storage area to count a subset of your inventory. This makes cycle counting practical even during business hours.

Who can perform inventory counts? Any team member with access to the Inventory section can perform counts. You can see who counted what and when in the inventory history for each item.

What happens if my count doesn't match what Peasy expects? Peasy shows the variance with color-coded indicators — green means your count matches, yellow or red means there's a difference. When you save, the system adjusts your on-hand quantity to match what you actually counted.

Can I count in a different unit than what I normally buy in? Yes. Use the unit dropdown on each item card to switch between compatible units. For example, you can count flour in pounds even if you buy it in 50 lb bags — Peasy handles the conversion automatically.

Good to Know

Counts are per location. If you have multiple warehouses, count each one separately by switching the location dropdown. Use All locations for review, not for entering counts.
Count mode locks while you have pending entries. Save or discard your in-progress counts before switching between Reset, Add, and Subtract.
Only Reset supports backdating. Add and Subtract always apply now — they're deltas, not an "as of" count — so the count date picker only appears in Reset mode.
Unsaved changes warning — If you navigate away before saving, Peasy warns you so you don't lose your work.
A refresh won't wipe your progress. If you accidentally reload the page, Peasy restores your count mode and any counts you'd entered but hadn't submitted, as long as it's been less than an hour. This only covers the same browser tab — opening the Count page in a new tab starts fresh.
Count date matters (Reset mode) — If you're entering yesterday's counts, change the date first. The date turns red if it's not set to today as a reminder.
A Reset count is your baseline as of its date. Sales, receives, and other movements dated after a count adjust from the counted number. A movement you backdate to on or before a count is treated as already reflected in that count, so it won't change today's on-hand. See Dating Inventory Movements.
You don't have to count everything at once. Count what you can, save, and come back for the rest later.
Red badges in the sidebar show how many items need counting.

Inventory Overview — How inventory tracking works in Peasy
Inventory History — See a log of all inventory changes
Dating Inventory Movements — How count dates and backdated movements affect on-hand
Understanding Items and Units — How unit conversions work
Bulk Edit Lot Assignments — Correct lots on transactions that already happened