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: Add Your Items
There are two ways to add new items to an inventory count – via our mobile app or via a desktop. You can view instructions for each method below:
📱 How to Add Items via the Mobile App
📱 How to Add Items via the Mobile App
Once in the desired Inventory Count, tap on Scan Items at the bottom of your screen.
If desired, review and update the Inventory Location selected in the scanning window before you scan your item:
Use your device's camera to scan the barcode for the first item on your list:
If the item doesn’t populate automatically, you can use the Search Items option to search your items or any item in 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.
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 a given item does not exist within the Vetcove catalog and was purchased outside of the Vetcove platform, tap on Custom item at the bottom of the scanner to manually create an entirely new item:
🖥️ How to Add Items via a Desktop
🖥️ How to Add Items via a Desktop
Once logged in to Vetcove on your computer, head to Orders > Inventory > Inventory Counts.
Click into the desired Inventory Count, and you will then see the option to select Add Item in the upper right corner:
In the window that pops up, you will be prompted to select your Inventory Location, whether the item is part of the Vetcove catalog or a custom item, search & select the item in question, select your unit of measure, input your quantity on hand (based on how many you counted on the shelf), then tap Add Item.
Selecting a 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
Step 3: Review Your Count
When you’ve finished scanning, switch to your desktop for the final review!
Log into Vetcove on your computer and navigate to Orders and then Inventory Counts:
Locate and click on your current count – please note that counts that are still in progress will be highlighted in blue, whereas counts that have been completed will be highlighted in green:
Review all items to ensure your counts are accurate and address any 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. Please note that 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
Step 4: Complete Your Count
When all items in your count have been accurately inventoried, and all flags have been addressed and 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, so be sure to review everything in full before taking this action.
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:
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, to add a location for an item, 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 change the location for an item after it's been added, you can do so from the desktop version of Vetcove, following these steps:
From your computer, head to Orders > Inventory > Inventory Counts
Click into the desired count
Locate the item you are looking to move, and click the Actions button to the right, then Edit Item
You'll then see a dropdown menu on the left hand side where you may select the desired location
Be sure to click update, on the right hand side, to save the change!
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.