Monitoring inventory

  • Updated on Jul 7, 2025
  • Published on Mar 4, 2025
  • 18 minute(s) read
Prev Next

Permission required

This action can be performed by users with the View inventory management permission.Inventory management  is performed via NewStore Associate App. See Managing inventory in the store .

Monitoring stock on hand

To enable inventory reports for your business, see Enabling inventory reports in NewStore Omnichannel Manager.

Important

This report is only available when NewStore is inventory master for your business.

Click Store Operations > Inventory > Stock On Hand and use the filters to display information about stock on hand in stock locations across stores in your business.

The following columns are available:

  • Product Name: Name of the product.

  • Product ID: ID of the product.

  • SKU: The SKU of the product.

  • Size: The size of the product.

  • Color: Color of the product.

  • Price: Price of the product.

  • Store Name: The name of the store that sells the product.

  • Fulfillment Location: The ID of the store in NewStore Omnichannel Cloud.

  • Stock Location: The stock location in the store that contains the product. If NewStore is inventory master for your business, you can use stock locations to manage inventory in your stores. For more information, see Stock locations.

  • On Hand: The stock on hand for the product in the store.

    When NewStore is inventory master for your business:

    • The stock on hand is based on inventory operations and is updated in real-time.

    • You can export the inventory audit trail for products in the store by clicking on the stock on hand quantity. You can download and analyze the latest stock on hand values in the audit trail CSV file.

      For more information, see Inventory management.

    When Reservations are enabled for your business:

    • You can see the reserve and unreserve stock movements on the inventory audit trail

Important

The stock movements related to reserving and unreserving items will not appear on the Inventory > Transactions page.

Exporting stock on hand data

You can export stock on hand data from NewStore Omnichannel Manager to analyze and monitor for patterns or for general stock investigations.

To export data:

  1. Go to Store Operations > Inventory > Stock On Hand.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the stock on hand data for all products in a specific store in your business.

  3. Click Export.

The stock on hand data is exported in a CSV file.

Monitoring inventory transactions

Technical Configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

Click Store Operations > Inventory > Transactions to display information about inventory transactions <inventory> across stores in your business.

The following columns are available:

  • Type: The type of inventory  transaction.

    Note

    Count adjustments are not inventory adjustments. An associate uses count adjustments to manage discrepancies found while counting inventory in the store.

  • Adjustment Type: The type of adjustment. Only applicable for adjusted inventory in the store. For example, Damaged out.

  • Adjustment Reason: The reason for the adjustment. Only applicable for adjusted inventory in the store. For example, Damaged.

  • Started: The date and time when the inventory transaction was started.

  • Completed: The date and time when the inventory transaction was completed.

  • Store: The location from where the associate performed the inventory transaction.

  • From: The location where the items in the inventory transaction originated from.

  • To: The location where the items in the inventory transaction were sent.

  • From ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transaction originated from.

  • From Stock Location: The stock location where the items in the inventory transaction originated from. If NewStore is inventory master for your business, you can manage inventory in your business using stock locations. For more information, see  Stock locations.

  • To Stock Location: The stock location where the items in the inventory transaction were sent.

  • Associate: The associate who performed the inventory transaction.

  • Status: The status of the inventory transaction.

  • Reference: In NewStore Omnichannel Cloud, this refers to:

    • The ASN for receiving or order number for Transfer Orders related to the inventory transaction.

    • The external ID related to the cycle count.

Exporting inventory transaction data

You can export inventory transaction data from NewStore Omnichannel Manager to analyze and monitor for patterns or for general inventory investigations.

To export data:

  1. Go to Store Operations > Inventory > Transactions.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the data for all Adjustments performed in your business, or for all inventory transactions performed by a specific associate.

  3. Click Export.

The inventory transaction data is exported in a CSV file.

Monitoring ASNs

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

  1. To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

Click Store Operations > Inventory > ASN to display information about ASNs that have been used for inventory operations <inventory> across stores in your business.

The following columns are available:

  • Time: The date and time of the inventory shipment that was sent from a fulfillment location, against the associated ASN.

  • ASN Number: The number of the ASN.

  • Order ID: The ID of the order(s) in NewStore Omnichannel Cloud associated with the ASN.

  • From ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transactions associated with the ASN originated from.

  • From: The location where the items in the inventory transactions associated with the ASN originated from.

  • To ID: The ID of the location in NewStore Omnichannel Cloud, where the items in the inventory transactions associated with the ASN were sent to.

  • To: The location where the items in the inventory transactions associated with the ASN were sent to.

  • Status: The status of the ASN.

  • Products: The number of products included in the inventory transactions associated with the ASN.

  • Items: The number of items included in the inventory transactions associated with the ASN.

Viewing ASN Details

Technical Configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

To view the details of a specific ASN that has been used for inventory operations  in stores in your business:

  1. Click Store Operations > Inventory > ASN.

  2. Click the specific ASN Number that you want to view.

The following columns are available, containing information about the product associated with an ASN:

  • Product Name: The name of the product.

  • Product ID: The ID of the product.

  • SKU: The SKU of the product.

  • EAN: The EAN of product.

  • UPC: The UPC of product.

  • Size: The size of the product.

  • Color: The main color of the product.

  • Fit: The fit of the product.

  • Expected: The quantity of the products expected at the destination fulfillment location, as part of the ASN.

  • Received: The actual quantity of the products received at the destination fulfillment location, as part of the ASN

  • Variance: The variance in the actual quantity of items received against the quantity that was expected at the location as part of the ASN.

    For example, if the expected quantity for a product is 5, and the actual quantity that is received at the location is 6, this column displays 1 as the variance.

Exporting ASN data

You can export ASN data from NewStore Omnichannel Manager to analyze and monitor for patterns or for investigations into ASN data in the stores.

To export ASN data:

  1. Go to Store Operations > Inventory > ASN.

  2. To enable the Export button, filter the data by any of the available columns.

    For example, you can export the data for all Open ASNs in your business, or for all ASNs that have been sent to a specific store in your business.

  3. Click Export.

The ASN data is exported in a CSV file.

Force closing an ASN

Permission required

This action can be performed by users with the View inventory management permission.

When inventory is received into your store, an ASN is closed automatically. You can also force close the ASN manually when inventory is received partially into your store from the warehouse, and you do not want to receive the remaining part of the inventory.

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

To force close a specific ASN:

  1. Click Store Operations > Inventory > ASN.

  2. Click the specific ASN Number that you want to force close.

  3. Click Force close ASN, and in the dialog box that appears, click Confirm.

The status of the ASN changes to Closed and the user who closed the ASN is displayed on the ASN detail page in Omnichannel Manager. In Associate App, the ASN is moved to the Completed ASNs area.

If you are using an ERP to manage your inventory, it is notified about the status of the ASN via their integration with NewStore. For more information, see the Integration guides and Event-Stream Webhooks documentation.

Monitoring counts

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

Click Store Operations > Inventory > Counts to display information about cycle counts and full counts that have been created, in progress, canceled, or completed across stores in your business.

You can also use the date filter on the page to view the counts that are due within a certain date range, and export the data  for these counts.

The following columns are available with information on counts:

  • Name: The name of the count assigned either by an ERP in your business (when injected from your ERP system) or created by NewStore. NewStore assigns an ID to the count during a mispick, if configured for your business. The user can assign a name during the creation of a cycle count or a full count.

  • Due Date: The date the count should be completed by. It will be highlighted with a shade of red if the date has passed.

  • Type: The type of the count. Currently, two values are possible: Cycle Count or Full Count. Full counts are usually done a few times every year.

  • Store: The ID of the store where the count took place.

  • Stock Location: The name of the stock location that contains the products which are being counted.

  • Status: The status of the count, which can be either Pending, In Progress, Completed or Cancelled.

Creating a cycle count

Permission required

This action can be performed by users with the Create cycle counts permission.

You can create a cycle count for inventory in your business via Omnichannel Manager.

To create a cycle count:

  1. Go to Store Operations > Inventory > Counts.

  2. Click Create Count.

  3. In the Create count screen, enter the following details:

    • Name: Specify the name of the cycle count.

    • Store: To add a group of stores or a specific store, click Select Stores. The stores are grouped by country, which helps you select all stores in a specific country or you can also select specific stores by selecting the relevant. Cycle counts are then created for all the selected stores.

    • Stock Location: Select the stock location that contains the products that are being counted.

    • Due Date: Specify the date when the count should be completed by.

    • Add Products: Specify the product IDs for which the count must be performed.

  4. Click Create Count.

The cycle count entry is now displayed on the Counts page in Omnichannel Manager.

Important

If a product is not available in the catalog or has an invalid ID, an error message is displayed and the count is not created. Try creating the count again after removing the invalid product ID from the list.

Creating a full count

This feature can be adopted by the retailers who manage their inventory with NewStore.

Prerequisites

Handover all fulfilled orders before activating the count.

Permission required

This action can be performed by users with the Create cycle counts permission.

You can create a full count for inventory in your business via Omnichannel Manager, if the store's inventory is managed on NewStore platform.

To create a full count:

  1. Go to Store Operations > Inventory > Counts.

  2. Click Create Count.

  3. In the Create count screen, enter the following details:

    • Name: Specify the name of the count.

    • Type: Cycle Count or Full Count.

    • Store: To add a group of stores or a specific store, click Select Stores. The stores are grouped by country, which helps you select all stores in a specific country or you can also select specific stores by selecting the relevant. Full counts are then created for all the selected stores.

    • Stock Location: Select the stock location that contains the products that are being counted.

    • Due Date: Specify the date when the full count will take place.

    • Information on how the count zones will be created out of NewStore currently.
      You have to split your store into zones by using QR Codes. These zones will then be recorded into your results. To use this feature, generate QR codes with an online tool and set the value of the QR code as "Text". The text value will be the name of your zones, such as Zone 1 or Zone 2.

      Note

      Associates using the app cannot perform full counts without scanning a zone QR code first.

  4. Click Create Count.

The full count entry is now displayed on the Counts page in Omnichannel Manager.

Important

  • The full count entry will have no details until it is activated in the store by the store or count manager on the day of the count. When not activated, the page displays Full Count Not Active when the full count is active, products that are part of the count are displayed.

  • A full count cannot be created if there is a full count that has already been activated. Complete or cancel the active full count, and only then you can create another full count for the store.

Activating a full count

Best practices

  • The more count zones the better for distributing the workload and checking the variances and recounting zones.

  • Handover the fulfilled orders before activating the count as they will be included in the stock on hand snapshot. ( Team is evaluating solution ideas to mitigate this).

  • Activate just before starting the count, as this will get record the baseline stock on hand.

  • Do not sell or move inventory during the count, as in this first iteration we don’t have enough functionalities to equip the retailers to easily see and adjust the inventory impacts.

Permission required

This action can be performed by users with the Activate full counts permission.

You can activate a full count for inventory in your business via Omnichannel Manager. This will enable the count to be visible and actionable on Associate App in the store.

Important

If not activated, associates in the store cannot see the count and cannot start counting. There is no control over the date and activation. The activation captures the snapshot of the stock on hand in the store.

To activate a full count:

  1. Go to Store Operations > Inventory > Counts.

  2. Find the count you want to activate.

  3. Click Activate Count.

The products in the store will be listed with ProductID, Zones (which are empty by default), Expected Quantity, Counted Quantity (which are all set to 0 by default) and Variance (which is derived by subtracting the Expected Quantity from the Counted Quantity).

Associates can now start counting, as the active count allows them to start scanning a zone. See Performing full counts .

Viewing count details

To view the details of a specific cycle count that has been used to count products in stores in your business:

  1. Click Store Operations > Inventory > Counts.

  2. Click the specific Count ID that you want to view.

In the count details page, the following columns are available, containing information about the products counted and the results from the count:

  • Product ID: The ID of the product counted.

  • Expected: The stock on hand for the product at the time of the count.

  • Counted: The actual quantity of the product from the count.

  • Variance: The total difference of the expected quantity of the product, when subtracted from the counted quantity.

    For example, if the expected quantity for a product is 5, and the actual quantity that is received at the location is 6, the Variance column displays 1 as the variance.

Viewing a specific full count

To view the details of a specific full count that has been activated:

  1. Click Store Operations > Inventory > Counts.

  2. Click the specific Count Name that you want to view.

In the count details page, the following columns are available, containing information about the products counted and the results from the count:

  • Product ID: The ID of the product counted.

  • Zones : The count zones that contain the certain ProductID.

  • Expected: The stock on hand for the product at the time of the count.

  • Counted: The actual quantity of the product counted across count zones.

  • Variance: The total difference of the expected quantity of the product, when subtracted from the counted quantity.

For example, if the expected quantity for a product is 5, and the actual quantity that is received at the location is 6, the Variance column displays 1 as the variance.

Clicking the Product ID link directs you to a detailed breakdown of the counted units across different zones. For example, if a store has recorded a total of 31 units for a product, the linked page will display the distribution, such as 10 units in Zone1, 12 units in Zone6, and 9 units in Zone138. You can also navigate to the catalog page for this product from the zone breakdown page with the link on the Product ID.

Exporting a full count

You can export a full count to compare the expected quantity against the counted quantity, which is the consolidated quantity across zones or to check how many units are counted in each zone.

With the full export you can also view the products that have the highest discrepancies, so you can check and recount them, whereas the Zone Totals export can help you compare the units if you pre-counted the store by units before starting the full count.

To export a count with all details:

  1. Go to Store Operations > Inventory > Counts.

  2. Find the count you want to export.

  3. Click the Export dropdown.

  4. Select Export .

The export will be in a CSV file format, and shows the following details:

  • Product ID

  • EAN or UPC

  • Product Name, Size, Color, and Price

  • Counted Quantity

  • On-hand Quantity

  • Quantity Variance

  • Monetary Variance

  • Count Zone

The store or count manager can use the spreadsheet to sort and filter to analyze the quality of the count. They can also ask for recounts of specific zones and review the impact by performing another export.

To export the zone totals of a count with all details:

  1. Go to Store Operations > Inventory > Counts.

  2. Find the count you want to export.

  3. Click the Export dropdown.

  4. Select Zone Totals .

The export will be in a CSV file format, and shows the following details:

  • Count Zone

  • Counted Quantity

Completing a full count

Permission required

This action can be performed by users with the Complete cycle counts permission.

You can complete a full count once the discrepancy checks and recounts are completed and there is no other action to be taken regarding the full count. This action promotes the status of the count to Completed, stock on hand quantities are updated, and external events are emitted by the NewStore platform to update any downstream third-parties.

To complete a count:

  1. Go to Store Operations > Inventory > Counts.

  2. Find the count you want to complete.

  3. Click Complete Count.

Important

This action cannot be reversed. Stock on hand updates and emitted external events cannot be reversed either. A count cannot be cancelled once it has already been completed.

Canceling a count

Permission required

This action can be performed by users with the Cancel cycle counts permission.

You can cancel a count if the count is either in Pending or In Progress status.

To cancel a count:

  1. Go to Store Operations > Inventory > Counts.

  2. For the count that you want to cancel, click Cancel and in the dialog box that appears, click Yes, proceed.

    Note

    A count, when cancelled, cannot be reactivated. Proceed with caution.

Exporting count data

You can export count data from NewStore Omnichannel Manager to analyze and monitor for patterns or for investigations into counted products and variances in the stores.

To export count data:

  1. Go to Store Operations > Inventory > Counts.

  2. Click Export.

The count data is exported into a CSV file.

Monitoring transfer orders

Technical configuration

The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

To enable this feature, see Enabling inventory reports in NewStore Omnichannel Manager.

Click Store Operations > Inventory > Transfer Orders to display information about store-initiated transfers that have been created, in-progress, or completed across stores in your business.

You can also use the External Reference filter on the page to sort transfer orders based on the external IDs.

The following columns are available, containing information about the product associated with the transfer order:

  • External Reference: A unique ID of the transfer order.

  • Order Date: The date and time when the transfer is initiated at the store.

  • From: The location where the items in the inventory transactions associated with the transfer order originated from.

  • To: The location where the items in the inventory transactions associated with the transfer order were sent to.

  • Status: The status of the transfer order.

Viewing transfer order details

Important

You must have at least one transfer order created or requested to be able to view the Transfer Orders page in NewStore Omnichannel Manager.

To view the details of a specific Transfer Order that has been used for inventory operations in stores in your business:

  1. Click Store Operations > Inventory > Transfer Orders.

  2. Click the specific External Reference to view details of the transferred product.

The following columns are available, containing information about the product associated with the transfer:

  • Product Name: The name of the product.

  • Product ID: The ID of the product.

  • SKU: The SKU of the product.

  • Size: The size of the product.

  • Color: The main color of the product.

  • Ordered Quantity: The quantity of the products ordered from the stock location, as a part of the transfer order.

  • Transferred Quantity: The quantity of the products transferred to the destination fulfillment location, as a part of the transfer order.

  • Variance: The variance in the actual quantity of items received against the quantity that was transferred at the destination fulfillment location, as a part of the transfer order.

    For example, if the ordered quantity for a product is 6, and the actual quantity that is transferred at the location is 5, this column displays 1 as the variance.

Closing a transfer order

To close a specific Transfer Order:

  1. Click Store Operations > Inventory > Transfer Order.

  2. Click the specific External Reference for the transfer order that you want to close.

  3. Click Close Transfer Order, and in the dialog box that appears, click Confirm.

The status of the transfer order changes to Closed in NewStore Omnichannel Manager. The ERP is notified about the transfer order changes through the inventory_transaction.transfer_order_closed event. For more information, see the Event-Stream Webhooks documentation.