Getting started
From the first phone call to a paid count you have finished and exported. Each step says whether it is yours or ours. Most of it happens weeks before anybody counts, and none of it costs anything until you buy a license.
The rules behind each step are in the terms · this page is the order they happen in
Nothing is set up yet, and nothing needs to be.
Call +1 866 749 0128, 5 p.m. to midnight Eastern, or use the form. Tell us how many sites you count, roughly how many part numbers and bin locations, how many people will count and when, which scanners you have, and whether the numbers go back into QuickBooks or something else.
Any Zebra on Android 5.1.1 or newer. On the scanner, open the browser and go to app.stocktakesonline.com — if the sign-in page comes up, it will work. The app page has the barcodes to scan and a one-page test to print.
Every scan is a live call to the portal, so a spot where that page will not load is a spot where nobody can count. No scanners? A local Zebra reseller — Zebra’s locator finds one — and we will tell you which model suits your count.
The trial start date — usually within a few weeks of that first conversation; the fourteen days run from it. Your company name, typed on the scanner at every sign-in, so short beats formal. Your sites, each with a short code; a site is a location, and the buildings, mezzanine and yard on it are part of it. Your administrator’s email, where the sign-in goes.
Usually the same day — and if you call, we can set you up while you are on the phone, in five to ten minutes.
Your company, its sites and one administrator, with the trial running from the date we agreed.
One setting worth knowing about: counting limits, the smallest and largest quantity an operator may enter in one scan. A new company starts at 0 to 999, and your administrator can change it at any time on the portal — set the minimum to 1 if a zero should be “mark the bin empty” instead.
To the administrator’s email, with the company name and site codes exactly as the scanner expects them. By email only, never by text.
A real portal account with your own parts and bins, counting for real.
The portal asks for a new one the first time. That is expected.
Two CSV files — parts for the whole company, bin locations for each site — previewed before anything is saved. A load replaces what is there; it does not merge, so never load half a file over a good one. From QuickBooks? The export, step by step.
Columns in a different order, or headings that do not match? Send it over and we will sort out the format for free. Fixing the data itself is yours, because only you know which of two near-identical part numbers is real.
Operators count on a scanner, with a short scanner name and a four-digit PIN. Portal users read the reports and change nothing. Administrators do everything, including deleting it all. Operators are unlimited, so give everyone their own login: the by-operator report only means something if each figure belongs to one person.
One per site, for the wall by the door: the company, the site and every operator name as barcodes, so nobody types at sign-in. It never carries PINs.
From the app page, downloaded on the scanner itself. The first time it opens, choose United States. An operator’s PIN goes in the field marked Password.
Check Products and Check Locations work without a count and record nothing. Scan one bin and one part in every aisle you will count. A lookup that hangs or comes back empty is a gap in the Wi-Fi or in the data, found on a Tuesday afternoon instead of on the night.
Every bin needs a label a scanner can read, and every part a barcode. Any local label supplier can make them from your location list; ask us what to specify.
An administrator creates a count and activates it — one at each site — and your people count. Then read the reports: each shows twenty rows with the real total beside it, so you read 20 of 347, on screen, printed and in the CSV.
Need more than fourteen days? Ask, and we will extend it.
You can still sign in and read what you counted. What stops is starting a new count.
Within a few days, for your feedback and comments, and to settle it one way or the other.
Buy licenses and the trial count becomes a real one — every row, every export — with seven days from the day you buy.
Close the trial count and buy a new one, for today or a date you choose. Part 5 follows.
Ask, and we delete your data, or the whole account, right away.
Sixty days after the trial ends we contact you one last time, and you have a final week to reply. Then it is deleted permanently — no archive, no undo. Export first if you want to keep anything.
The license is bought for the scanners counting at once. The clock starts when you start.
One license for each scanner counting at the same time. US$69 per license, US$62 from five, US$55 from ten, US$48 from twenty — and nine is US$550, the same as ten, so buy ten. Sites cost nothing, and operators are unlimited.
By card, through Stripe, from the buttons on the home page. The price shown is the total — we add no sales tax — and paying accepts the terms. After you pay, we email an invoice from Barcode Datalink Pty Ltd for the amount charged, showing the number of scanner licenses bought.
The guide covers the week before and the day itself — data, labels, Wi-Fi, people — in the order they need doing.
An administrator activates the count when counting starts. The seven days start then, not when you paid, so load and prepare beforehand for nothing. A count running long? Call during it and we will extend it, up to fourteen days from activation.
A full refund any time before you activate. After that, only if a fault in Stocktakes Online itself stops you counting and we cannot get you going that night — the terms say exactly what counts.
Totals by bin, site, company and operator as you go, and the reports that say whether you have finished: unscanned parts, unscanned bins and bins marked empty.
Print or export to CSV every report you need while the count is fresh — into QuickBooks, step by step — then close the count. Closing it releases the scanners.
Closed counts stay on the portal to open, print and export whenever you like — auditors ask months later. There is no clock on that; you decide when it goes. An administrator can delete it all at any time, by typing an exact phrase and confirming twice. Deleting is deleting, with no undo, so export first. Call us to remove the company and its logins as well.
Nothing renews. The next count is a new license, bought when you need it. Questions at any step: +1 866 749 0128, or how support works.