This guide walks you through every step – from creating a count and scanning items to reviewing and exporting your inventory. You’ll also find answers to common FAQs at the end!
Step 1: Create a Count
Open your Vetcove Mobile App
If you haven’t downloaded the app yet, it’s free in your phone’s app store, and you can log in using the same credentials as your Vetcove desktop account
Navigate to Inventory Counts
Tap on Account in the lower right corner, then Count Inventory, then Open Inventory Counts:
Create a New Count
Tap on Create New Count at the bottom of your screen
Enter a title for your count (e.g., "EOY Count 2021" or "Q4 Count 2021")
Tap Create
💡 Tip: If you’ve completed a count before, tap Import to populate items from a previous list!
Congratulations - you've created a new inventory count list! You may now click on the title of your new count from the list to begin the counting process.
Step 2: Scan Your Items
Start Scanning
Tap on Scan Items at the bottom of your screen.
Use your device's camera to scan the barcode for the first item on your list:
If the item doesn’t link automatically, you can search Your Items or the Vetcove Catalog to locate the correct listing:
You may then select the correct unit of measure, input your quantity on hand (based on how many you counted on the shelf), then tap Update Item.
Unit of Measure
When it comes to the Unit of Measure, you'll want to select the unit of measure that most closely matches a single purchased unit or unit price for this item. This helps keep things consistent when the unit price is synced in from your order history!
Example: You're counting a bottle of pills and you buy this product by the 100 Count bottle. You have about 175 pills on hand.
Option 1: If your unit of measure is bottle, enter 1.75 bottles
Option 2: If your unit of measure is tablet, enter 175 tablets
No Barcode or Damaged Barcode?
If a barcode is not working or is damaged or un-scannable, you may select Search Item at the bottom of the scanner to manually search the product in the Vetcove catalog.
If the barcode is for an item that does not exist within the Vetcove catalog (Ie. you tried the steps above and the item doesn't exist) tap on Custom item at the bottom of the scanner to manually create an entirely new item.
Repeat these steps for every item that you need to count!
Step 3: Review and Complete Your Count
When you’ve finished scanning, switch to your desktop for the final review!
Log into Vetcove on your computer
Navigate to Orders and then Inventory Counts:
Locate your current count:
Blue = In Progress
Green = Completed
Click on your current count to open and review it using the following steps
⚠️ Addressing Item Warnings
Items highlighted in yellow have missing information – usually a count, price, or both. To fix these errors:
Click directly into the field and update it
The total price will automatically adjust when a count or price is changed
💡 Tip: You can filter this page by items with a warning, to easily locate all items that need to be addressed. Simply click on the menu that says "All Items" in the upper right, and instead select Has Message
Mark as Completed
When all items in your count have been accurately inventoried, and all flags have been cleared, the count can be completed! To do so, click on Mark as Completed in the upper-right corner of your page.
⚠️ Note: After a count is marked as completed, it cannot be edited
Optional: Export Your Inventory Count
You can export your count at any time – whether it’s in progress or completed. The export file includes:
Hospital name
Vetcove item ID (if applicable)
Item name and description
Count and unit
Unit price and total price
FAQs
Below you'll find answers to some frequently asked questions regarding Inventory Counts on Vetcove:
Can I add items to my counts from the desktop version of Vetcove?
Can I add items to my counts from the desktop version of Vetcove?
At this time, you may only add items to your counts from the mobile app. We do hope to have the ability to add from both mobile and desktop, at some point in the future!
What is an Inventory Location?
What is an Inventory Location?
Inventory Location refers to the category you would like to group that inventory item into (e.g., Surgery, Pharmacy, Refrigerator, etc.)
How do I add or change an inventory location?
How do I add or change an inventory location?
During your count, tap the location name under the barcode scanner:
Choose an existing location, or
Tap Create New Location to add one
If you need you need to move an item to a different location after it's been added, you may delete the item and re-add it under the correct location.
Alternatively, for a large list of items that need to be moved, you may:
Export your count via the Export Items button
Update the existing spreadsheet with the correct inventory locations
Share the spreadsheet with our support team via the Live Chat or via email at support@vetcove.com, and we can assist in updating item locations in bulk
My prices look incorrect. What should I do?
My prices look incorrect. What should I do?
Prices are pulled from your last purchase history and are calculated per unit of measure.
If your pricing looks off, double-check that the correct unit is selected (for example, tablet vs. bottle).
Can I re-open a completed count?
Can I re-open a completed count?
Once a count has been completed, you cannot reopen the count on your end. If changes are needed, please reach out to Vetcove Support via our Live Chat
Can I merge or delete duplicate counts?
Can I merge or delete duplicate counts?
Please reach out to your corporate contact for further guidance if you believe you created duplicate counts.
How long do I have to complete/edit my inventory count?
How long do I have to complete/edit my inventory count?
Completion timelines vary by organization. We recommend checking with your corporate contact for specific deadlines and guidance!
The mobile app isn't working properly
The mobile app isn't working properly
As a first troubleshooting step, we always recommend deleting and reinstalling the app to ensure you have the latest version.
If you continue to have issues with any mobile app functions after doing so, please reach out to Vetcove Support via our Live Chat.
💡 Need More Help?
Our support team is happy to assist! Click the blue Live Chat icon in the bottom-right corner of your Vetcove account to connect with us.