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Performing inventory counts in Lightspeed Scanner (X-Series)

Lightspeed Scanner app makes performing inventory counts quick and efficient. Set up an inventory count and count products right from your mobile device or with the help of a barcode scanner. Multiple devices can complete an inventory count at the same time, without overriding each other. All count information is synced right to Retail POS.

Setting up a count

  • To set up an inventory count in Scanner app:

    1. Navigate to Inventory > Count.

      Inventory tab with options for count, pack, receive and list

    2. Select an existing count shown or tap the + button in the top right corner of the screen to start a new count.
    3. Choose whether to Count now or Schedule count for a later date.
      If you choose the Count now option, you will be asked to specify which outlet the count will be taking place in (Outlet) and to name the count (Count Name).
      If you choose Schedule count you will also need to specify the future start date and time for this count.
    4. Choose which products to include in your count. You can either choose to include All products or Specific products.

      New count page with options to count now or later, location, and whether to do a partial count or full count.


      If you choose Specific products you can specify which products you'd like to include in the count by filtering by product name, supplier, brand, type, tag, or SKU.
    5. Click Start.

  • To set up an inventory count in Scanner (X-Series) app:

    1. Navigate to Inventory > Count.
    2. Select an existing count shown or tap the + button in the top right corner of the screen to start a new count.

      Inventory tab menu with options for count, pack, receive and list

    3. Choose whether to Count now or Schedule count for a later date.
      If you choose the Count now option, you will be asked to specify which outlet the count will be taking place in (Outlet) and to name the count (Count Name).
      If you choose Schedule count you will also need to specify the future start date and time for this count.
    4. Choose which products to include in your count. You can either choose to include All products or Specific products.
      If you choose Specific products you can specify which products you'd like to include in the count by filtering by product name, supplier, brand, type, tag, or SKU.

      New count page with options to count now or later, location, and whether to do a partial count or full count.

    5. Click Start.

Counting products

The first time you start a count in the Scanner app, whether set up through the app or on Retail POS, the app will need to process a full sync of your product database. This can take some time depending on the size of your product catalog but will only need to be performed once.

  • To begin counting products: 

    Use the in-app camera to scan a product barcode or search for a product in the search field.


    Rear camera open to scan a barcode.

    You can manually input the quantity of a product by clicking on it from the list. 


    Inventory count page with an inventory number manually entered in the field.


    All devices that are part of the count will sync to Retail POS in real time.

    Message indicating that scanner will sync every 10 seconds.

    If a device loses internet connection, Scanner will alert you and all products counted will be synced when connectivity is restored.

    Warning message that the device is offline during a count.

    Once you have finished counting all your products, you can click Done in the top right of the app or click How? for more information on the review process. Your count will now be ready for review and approval in Retail POS.

    Finished count. Done and How? buttons visible.

  • To begin counting products:

    Use the in-app camera to scan a product barcode or search for a product in the search field.

    Rear camera open to scan a barcode.

    You can manually input the quantity of a product by clicking on it from the list.

    Inventory count page with an inventory number manually entered in the field.


    All devices that are part of the count will sync to Retail POS in real time.

    Message indicating that scanner will sync every 10 seconds.

    If a device loses internet connection, Scanner will alert you and all products counted will be synced when connectivity is restored.

    Warning message that the device is offline during a count.

    Once you have finished counting all your products, you can click Done in the top right of the app or click How? for more information on the review process. Your count will now be ready for review and approval in Retail POS.

    Finished count. Done and How? buttons visible.

Reviewing and approving the count in Retail POS

Once your count is submitted, you'll need to review your counted items in Retail POS on desktop.

To do this, open Retail POS on desktop and navigate to Inventory > Inventory counts. Find the in-progress inventory count from the list.

Inventory count page with list of in-progress counts to be approved.

Click the inventory count name to open it and then click Review.

Inventory count to be approved.

When you open the review page, you will see five tabs along the top:

  • Uncounted: This lists all items where the total counted is 0. This includes items with an expected count of 0.
  • Unmatched: This lists all items that had a count greater or less than the expected amount. This includes items where you expected a negative amount and counted 0.
  • Matched: This lists all items you've counted where the total counted equals the expected amount.
  • Excluded: Any items you manually exclude from your count.
  • All: All items in the count.

Iventory count showing tabs along the top of the page.

Review the items in your count, especially the unmatched and uncounted items. If you have discrepancies, you can:

  • Tick the box next to an item, and choose to exclude the item from the count.
  • Click Continue and count the items again.

Once you've checked and confirmed your inventory count, and are satisfied all items are accounted for, click Complete.

If you have any uncounted items, we'll alert you, as the inventory count for these items will be set to 0 when you submit.

Once you've clicked complete, the count will no longer be displayed in Scanner. You can access historic inventory counts by navigating to Inventory > Inventory counts > Completed.

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