Use Stock Counting to easily rebalance all or some parts of your inventory. Create lists, divide them among team members, and use our mobile-friendly counting view to tally inventory.
Alternatively, you can also start counting and build a list as you go with our Quick Count feature. When counting is done, export a report and finalize your counts by updating your inventory.
Requirements
To use the Stock Count feature, you’ll need:
A portable scanner that can pair with your smart phone or mobile device over bluetooth. We recommend the Netum C7501 or equivalent.
Active Employee option turned on. Stock Counting depends on knowing who is doing the counting and the feature is disabled without this.
Stock Counting Login Accounts. Stock Counting is done on your mobile device. We recommend using Chrome Browser for the best experience. If you don’t have your Stock Count logins, please contact support@santehq.com and request your Stock Count credentials.
Getting Started
To get started with Stock Counting, navigate to Products → Stock Count
From here, you can choose to just start counting using Quick Count, or create a New List and distribute it among your team.
Quick Count
Use Quick Count when you just want to start counting and build a list as you go
Selecting Quick Count, you can add a name for your list, and the locations you’ll be counting in. We recommend creating a “Whole Store” location if you just want to get started
Once you select “Start Quick Count”, you’ll be ready to start counting. The counting experience is designed to be done from your mobile device.
Quick Count: Counting
Navigate to the Santé app and login using one of the Stock Counting Login Accounts provided. Once you are logged in and activated your Active Employee, navigate back to Products → Stock Count and resume your Quick Count List. We called the example one “2025-12-21: Demo User”. Select this list to start counting
Selecting this list will enter the Counting List View. Here is a breakdown of this view:
You can see the Location you chose at the top. We selected the “Whole Store” location for this example, but if you had multiple locations you would be able to navigate between them.
Scan or search products. With your bluetooth scanner connected, you can start scanning. If you need to manually search a product, you can alternatively use this search bar
Products in list. As you scan and count items, this list will grow
Optional configurations (top right). These icons allow you to optionally configure your scanner or remove the manual search bar
Scan an item to get started. We are scanning DR. MCGILL ROOTBEER 750 as an example. This will bring up the ability to count the product
Now, you may count using the number pad, making sure you are selecting the correct casing for the product you have selected. For DR. MCGILL ROOTBEER 750, this product is carried at Demo Liquors as either a Case (12 units) or as Singles (1 unit)
Once you make your count, you can submit it to your counted list. If you notice additional units later or even alongside this count, you can continue to add them and Santé will do the math for you.
In this example, we found 1 case of DR. MCGILL ROOTBEER 750 and 4 singles. Instead of doing the math, we just submitted 1 case and 4 singles.
Back in the Quick Count List View, you’ll now see the list of counted products under the Location (in this case, “Whole Store”). Continue scanning and counting products across all your Locations and then click “Submit Count” for review
Quick Count: Submit Count
Now that you’ve counted all the products for your list, Submit Count for review. Because only Managers can truly submit a Stock Count that overrides inventory, the Submit Count stages the counted list for final review
Submitting for review will bring you back to the Stock Counting home page. If you are a Manager, you can navigate to the Manager Tools and view the list we just submitted
This view allows you to spot check inventory counts before updating. Let’s switch back to the desktop
The Review Stock Count view is broken into several sections:
1. High level dashboard (top). This section details:
Variances: the number of products counted which differ from what the original inventory was at the time the list was created
Accurate: the number of products counted where the quantity counted is the same as inventory at the time the list was created
Skipped: the number of products that were skipped during the counting process, and are excluded from the report
2. Stock Count List review table. Here you can:
Filter by variance using the tabs at the top
Activity During Count: Filter by rows where product variance between what was counted and the current inventory
Major Variance: Products with 20% difference in count between what was counted and the count at the creation of the list
Minor Variance: Any variance greater than 0 and less than 20% between what was counted and the count at the creation of the list
View each product broken out by
Product Name: The name of the product that was scanned / manually entered then counted
Variance: The difference between what the inventory at time of review is from the amount counted
Expected Qty: The amount expected based on the inventory recorded in Santé at the time of list review
Counted Qty: The amount counted by the person who submitted their count
Counted By: The Employee who counted
Note: Whether or not the product was skipped
Correct any counts as last changes: Click on the edit icon to correct any count before updating your inventory
3. Export Report: export a review summary comprised of the following breakdown
Review Summary: high level information about the number of products counted
Variances: cost impact, retail impact and unit variance across your list
List of products counted: see Product Name, SKU, UPC, Expected Qty, Counted Qty, Manager Edit, Final Qty, Variance, etc
After finalizing your review, you can Approve & Update Inventory
This dialogue will ask you to confirm. Once you do, your inventory for the listed products counted will be updated
Your Stock Counting round is completed end to end. You can choose to recount this list at any time.
List Count
Use List Count (New List) when you want to create a list of products that need to be counted.
Similar to the Quick Count creation, add a name, notes and locations to get started. Here we will demonstrate Back Room and Cold Storage location counting for a list of products.
When adding products, choose between selecting products by tag, category, or other common selectors. For this example, we will select by Category and choose all Bourbon and Brandy
This selected 167 products in our inventory. Continuing forward allows assignment of products to Employees. The List Assignment view allows you to easily divide your list in several ways:
Assign to one person: Delegate the entire list to one person
Leave Unassigned: Don’t assign the list at this stage. Anyone can join this list and work on it
Team Count: Break the list up among your available Employees
Divide by category: Give one more more categories to a person until all categories have been assigned
Divide by tags: Give one or more tags to a person until all tags have been assigned. NOTE: If a product does not contain tags, then list assignment cannot be distributed using this method
Once your list has been divided, select Create Team Counts to create your lists. Now, Employees assigned a section of the list will see their list in the Stock Counting. In this example, Darren Davis (the current Employee and also a Manager) sees their 94 products covering the Bourbon.
To start counting, Sign In to Santé from your mobile device under a Stock Counting Account Login, clock in as an Employee, and Start your list
Notice the top Location is currently showing “Cold Storage”. The list below covers the entire Bourbon list (94 products) to be counted within Cold Storage. Select the right arrow at the top to move to the other Locations (“Back Room” in this example).
With your bluetooth scanner paired to your mobile device, start scanning products to bring up counts. Refer to the section Quick Count: Counting to learn how to count individual products.
List Count: Bulk Updating
If at any point you have finished counting all physical products within your list but see that there are some products reflected in Santé that need to be skipped or set to a fixed number, you can select multiple and bulk update inventories.
Here, we will set all Back Room products to 0 quantity, because they are all located in the other Location (in this example, the “Cold Storage”)
Notice bulk updating the entire Back Room Location set the progress bar to 50%, and now the Employee can move over to their last remaining location to finish the count on their list.
Once this is done, they can submit their count for approval. Refer to Quick Count: Submit Count for details on this process