How to run a jewelry stocktake with barcodes and RFID

A jewelry stocktake starts by answering three questions clearly: what you are counting, what you are counting it with, and what the number on screen actually means when you finish. On a paper list all three depend on who is holding the pen. The count ends, but nobody can say where the difference came from. When the count is driven by scanning, both the scope and the result are on record.

What follows is the flow on the Sarraf Net stocktake screen, step by step. The order matters: starting a count before your tags exist is wasted effort.

Set the scope first, then read the expected figures

A stocktake does not begin with "let's count everything". You first pick the branch or location from the stock location list. Then you narrow the scope with product and category filters — a single display case, just the bracelets, or a specific set of products. If you want every RFID-tagged piece in scope, tick RFID-tagged products (all stock).

Once the scope is set, the screen shows two separate numbers, and confusing them is the first mistake:

The screen might read 118 products and 77,786 pieces. Those are not counted figures — they are what the scope expects to find. "We counted 118 products" and "we verified 77,786 pieces" are two very different sentences.

Barcode or RFID?

There are two ways to scan a piece on the stocktake screen:

• Barcode — with a barcode scanner or the device camera. The camera is practical for scanning one piece at a time.
• RFID — bulk reading with an RFID reader. This is the route if you want to sweep a whole case in one pass.

The mistake we see most often here: the device camera does not read RFID. The camera is for barcodes only. Counting by RFID needs an RFID reader, and the pieces need RFID tags defined against them.

Define your tags before the count

Defining tags and starting a count are two separate jobs. A piece with no tag defined shows up on the missing side of the count — even though it is sitting right there in the case.

The flow runs like this: pick the stock location and the product, then scan the piece's barcode or type it in. If the piece has no barcode, Generate barcode creates one. If you use RFID tags, fill in the RFID EPC field. Save and next walks you through piece by piece, and the defined pieces figure on the row tells you how many records you have entered.

How the three stock types — unit, piece and gram — feed into a count is covered on the inventory management page.

"Completed" does not mean your stock is verified

Completed on a stocktake card tells you the counting job has finished. It does not tell you your stock quantity has been verified. A stock quantity not verified notice may be sitting underneath it.

That is why you open the result and read the summary and the piece list. Never treat the output of an unfinished or cancelled count as a settled stock difference — that number is the state of the count at that moment, not the truth about your inventory.

A missing tag is not a loss

The previous counts area shows each count as a card: status and date, tags found, tags missing, elapsed time and a product summary. Tag counts and the product summary sit separately, because one product can have many pieces.

Say 17 of 33 tags were found; the screen shows 16 tags missing. That does not mean 16 pieces are gone. Three things shape that number:

• Scope — the piece may fall outside the scope you selected.
• Scanning order — you may simply not have reached that shelf yet.
• Records waiting on the device — scans may have happened without reaching the server.

The third one misleads people most, and the fix is in the next section.

Refresh and Sync are not the same button

On the movements tab you review records with a start and end date and a product filter, and export with Download CSV. Two buttons sit on that screen and they do different jobs:

• Refresh — reloads the list, nothing more.
• Sync — pushes scans waiting on the device, manually entered quantities and status changes up to the server.

There is a third rule worth writing down: Sync does not correct your stock quantity to match the count. Syncing moves records. Adjusting stock is a separate decision.

An empty movement list is not a reason to worry either. No records yet only means there is no movement in the selected period and filters. Check that you picked the right stock location, widen the date range, set the product filter to All. If records are waiting on the device, sync first.

A short checklist

1. Are the tags defined? (barcode, and RFID EPC where needed)
2. Is the scope right? (stock location, product, category)
3. Did you note expected products and expected quantity separately?
4. Is the scanning finished, or are records still waiting on the device?
5. Did you sync?
6. Did you open the result and read the summary and piece list?

Those six steps remove most of the "there is a difference but nobody knows where it came from" conversation that follows a count. To see every field of the stocktake screen with screenshots, visit the stocktaking and RFID labels page.