Submitting a stock count from the Pickscan handheld

Stock counts in Pickscan are a two-step process. The handheld records what was counted and the stock level Linnworks held at that moment (the snapshot). Nothing changes in Linnworks until someone in the console reviews the variance and clicks Set stock level in Linnworks. That keeps a mistyped count from overwriting a correct stock figure.

Before you begin

• Sign in on the handheld with your PIN. The count is recorded against the signed-in user, so sign in as yourself.
• The device needs a connection to submit; the dialog shows Retry if the count could not be sent.
• Confirming counts happens on the Stock Checks page in Pickscan inside Linnworks. For a full tour of that page see Reviewing stock checks.

On the handheld: submit the count

1. Scan the item on the Stock tab

   Open the Stock tab in Scan mode and scan the item. Tap the JUST SCANNED card to open its details. See [Looking up stock on the Pickscan handheld](/articles/linnworks-handheld-stock-lookup).

2. Tap Submit count

   On the Stock tab of the item details, tap Submit count at the bottom of the screen.

3. Type the quantity you counted

   The Submit count dialog shows the SKU and a number field pre-filled with the current Linnworks quantity. The field is selected, so typing replaces it. Enter the number of units physically on the shelf.

   

4. Tap Submit

   The button shows a spinner while the count is sent. On success the number turns green with Submitted and the dialog closes itself. If the number turns red with Retry, the count did not reach the server; check the connection and tap Submit again.

In the console: confirm the count

1. Open Stock Checks

   In Linnworks open Pickscan and choose Stock Checks. The page is headed Confirmation queue. The Awaiting card counts the submissions waiting on you; Largest pending links straight to the biggest discrepancy.

   

2. Find the count

   Each row shows the date, the user, the item, location, SKU and barcode, then Snapshot (the Linnworks level when the count was taken), Count (what the picker entered), Count Value and Variance, shown with a sign such as +3 or -2. Use the filters above the table to narrow by date, user, SKU, barcode, location or item name, then click Search.

3. Decide whether it needs action

   A count that matches the snapshot shows No action needed. A count with a variance shows a Confirm button. Already-confirmed rows show Confirmed on with the date and time.

4. Click Confirm to open the reconciliation page

   The page is headed with the item name, SKU, barcode, count time and Checked by the picker. Three cards show Snapshot, Difference and Confirm stock level. Below them, Since count totals the Sold, Returned and Adjusted movements since the count was taken, with the Net change. If nothing has moved it reads No movements since check.

   

5. Check the history if the variance is unexpected

   The History tab is a 30-day timeline of Linnworks events (sales, returns, receipts, adjustments) and Pickscan events (scans, picks, counts) for the item. Use the Linnworks, Pickscan and Adjustments only pills to filter it. Sold, Consumption, Statistics and Details show the matching Linnworks data where Linnworks returns it.

6. Set the stock level

   The Confirm stock level field is pre-filled with the picker's count. If stock has been sold since the count, adjust the figure so it reflects the shelf now, then click Set stock level in Linnworks. Pickscan writes the level to Linnworks and returns you to the queue, where the row now reads Confirmed on.

Tips

• Take counts when the line is quiet, or check Since count before confirming: a variance that equals the Sold figure is sales after the count, not missing stock.
• Start with the Largest pending card: it opens the reconciliation page for the biggest discrepancy in one click.
• A disabled user's counts stay in the queue with a Disabled pill next to their name, so a leaver's last stocktake can still be confirmed.
• Every count also appears in Activity Logs as a STOCK entry against the SKU.