Recipe: Performing an Inventory Audit

A physical inventory audit is crucial for ensuring your digital records in Space match the reality on your shelves. This guide shows you how to use Space to make this process fast and accurate.

Goal: To systematically check all items in a specific physical location and update their status in the app.

Step 1: Choose Your Location

First, decide which area you are going to audit. Let’s say you’re starting with “Prop Storage > Shelf B2”.

You can view your full location hierarchy on the Locations page to plan your audit route. For more detail, see Using Locations.

Step 2: Filter Your Search by Location

Now, get a list of everything that should be in that location according to Space.

1. Navigate to the Search page.
2. Click the settings icon next to the search bar to open the advanced search panel.
3. In the Location field, start typing “Shelf B2” and select it from the list.
4. Click Apply.

The search results will now show every item that is currently assigned to Shelf B2.

Ritchie’s Tip: Performing regular, small audits of one or two locations at a time is much less overwhelming than trying to do the entire warehouse at once!

Step 3: Compare and Update

With your device in hand, go to the physical shelf. Compare the items you see in front of you with the list on your screen.

For each item:

• Is it there and in good condition? Great! Move on to the next one.
• Is it damaged?
  1. Tap the item’s card to go to its detail page.
  2. Use the action button to select Report/Resolve Problem.
  3. Follow the steps to Report Damage, adding a note about what’s wrong.
• Is it missing from the shelf?
  1. Tap the item’s card.
  2. Use the action button to select Report/Resolve Problem.
  3. Follow the steps to Report Lost Item and mark it as “missing.”
• Did you find an item on the shelf that isn’t on your list?
  1. The item is in the wrong place. First, search for the item in Space to find out where it’s supposed to be.
  2. If you can, physically move the item to its correct location. No need to change anything in the app!
  3. If you can’t move it right now, you should update its location in the app to reflect its current placement. Go to its detail page and use the Move Item function to assign it to Shelf B2. This ensures the digital record matches the physical reality.

Ritchie’s Tip: Found an item and don’t know what it is? Use the visual search feature to find an item by snapping a picture. Learn more in Searching For Items.