Which Retail Express stocktake method is best for your business?
Choosing the right Retail Express Stocktake method can make a significant difference to how efficiently your business manages inventory. Whether you’re operating a single retail store or multiple outlets, Retail Express offers several stocktake options, each with its own advantages and limitations.
Retail Express by Maropost offers four stocktake methods: Browser, Excel Basic, Excel Advanced and Mobile/PDA barcode scanning.
Each approach has advantages and limitations, and the best choice depends on your inventory size, number of staff, network connectivity and stocktake frequency.
Let’s compare the options.
1. Retail Express Stocktake Using a Browser
Retail Express allows users to perform stocktakes directly through its web browser interface.
Staff can enter quantities manually or use a barcode scanner connected to a computer.
Advantages
- Included within Retail Express.
- No additional stocktake software required.
- Straightforward for smaller stocktakes.
- Supports manual entry and barcode scanning.
- Allows stocktake progress to be saved and resumed.
Limitations
- Limited to 5,000 products per stocktake.
- Requires an active browser session.
- Less convenient when moving around large stores.
- Browser sessions can time out, putting unsaved counts at risk.
- Multiple counting sessions require careful management to avoid overlapping products.
What happens when your internet connection drops?
This is a concern raised by some Retail Express users.
Retail Express recommends saving browser stocktakes regularly because sessions can time out and unsaved work may be lost.
While a connection interruption doesn’t necessarily mean losing every count, retailers should understand the potential risk and save frequently.
Best suited to: Small stores, sectional stocktakes and businesses conducting occasional counts.
Retail Express Browser Stocktake Guide
2. Excel Basic Stocktake
The Excel Basic method allows retailers to download a stocktake spreadsheet from Retail Express, enter counted quantities and upload the completed file.
Advantages
- Familiar Excel environment.
- Can prepare and enter counts offline.
- No specialised stocktake application required.
- Allows counts to be reviewed before uploading.
- Practical for smaller inventories.
Limitations
- Quantities must be entered manually.
- Greater potential for typing mistakes.
- Counting often involves paper records or transferring information between systems.
- Multiple files may need to be consolidated.
- Can become time-consuming with thousands of products.
Best suited to: Businesses comfortable with spreadsheets and those conducting occasional stocktakes with relatively small inventories.
Retail Express Excel Basic Guide
3. Excel Advanced Stocktake
Excel Advanced introduces barcode scanning into the stocktake process.
Retail Express provides a macro-enabled Excel Scan Tool that allows staff to scan product barcodes and update quantities within the spreadsheet.
Advantages
- Faster than manually entering product codes.
- Barcode scanning reduces typing.
- Automatically increments quantities.
- Highlights unknown barcodes.
- Counts and variances can be reviewed before import.
- Can operate without continuous internet connectivity once files are prepared.
Limitations
- Requires a compatible Windows computer running Microsoft Excel.
- Uses Excel macros that may require security configuration.
- Scanning remains relatively workstation-focused.
- Multiple employees’ files may need to be consolidated.
- Requires some Excel and file-management knowledge.
Best suited to: Retailers wanting the benefits of barcode scanning without investing in dedicated mobile inventory software.
Retail Express Excel Advanced Guide
4. Retail Express Stocktake Using Mobile PDA Scanners
Mobile barcode scanning offers retailers the flexibility to move throughout their stores while counting inventory.
Rather than counting products at a computer, staff use handheld mobile devices or PDA barcode scanners.
Retail Express supports several methods of collecting mobile stocktake data, including mobile Excel files, PDA-generated text files and its mobile stocktake web application.
The collected data is subsequently processed through the Retail Express Excel Scan Tool.
Advantages
- Greater freedom of movement around stores and warehouses.
- Suitable for multiple staff counting simultaneously.
- Faster data capture using dedicated barcode scanners.
- Reduces reliance on manually recorded quantities.
- Appropriate for larger inventories and multi-store operations.
- Some mobile applications support offline counting.
Limitations
- Requires suitable hardware and scanning software.
- Data collection and import procedures vary by application.
- Collected counts generally require consolidation before import.
- Device setup and user training may be required.
Best suited to: Retailers with larger inventories, regular stocktakes, multiple locations or employees who need to count stock away from a computer.
Retail Express Mobile/PDA Guide
MobileREX: More Than Just a Stocktake Application
For retailers wanting to extend their mobile inventory capabilities, MobileREX provides a suite of inventory control functions designed specifically for Retail Express.
Developed by Track n Trace Solutions, MobileREX operates on compatible Android PDA barcode scanners and allows retail staff to perform everyday inventory tasks while moving around the store.
Its functions include:
- Stocktake: Perform full or partial inventory counts.
- Stock Adjustment: Make smaller inventory corrections directly through the Retail Express API.
- Purchase Order Receipting: Receive incoming stock against purchase orders.
- Price Check and Stock Availability: Check product prices and inventory availability across outlets.
Stocktake is one part of the MobileREX application, rather than its sole purpose.
Two Ways to Perform Stocktakes with MobileREX
One of MobileREX’s key advantages is the flexibility to choose how product information is accessed during stocktaking.
Retailers can operate with a live API connection or use a locally stored product lookup table.
Neither approach is necessarily better. The choice depends on the retailer’s requirements and preferred workflow.
Option A: Live Stocktake – Direct API Connection
MobileREX can communicate directly with Retail Express through an API connection.
As employees scan product barcodes, the application retrieves information from the Retail Express database and validates products.
Advantages
- Access to current product information.
- No need to prepare and download a product lookup table before counting.
- Immediate barcode validation.
- Product descriptions displayed on the scanner.
- Audible confirmation for valid or unknown products.
- Useful for full stocktakes and retailers who frequently add or change products.
Considerations
- Requires reliable Wi-Fi or mobile data for live product lookups.
- Poor wireless coverage may interrupt product validation.
- May not be the preferred approach when retailers want to count only selected product groups.
Option B: Local Stock File – Downloaded Product Lookup Table
MobileREX also supports a traditional local lookup table approach.
Before counting, a product list is exported from Retail Express and downloaded onto the PDA scanner.
The scanner uses this locally stored information to validate products as they are scanned.
Many experienced retailers continue to prefer this method, particularly when they already have established stocktake procedures or unreliable wireless coverage.
Advantages
- No continuous Wi-Fi connection required for barcode validation during counting.
- Ideal for stores with wireless dead spots, stockrooms or remote locations.
- Product lookup information is stored directly on the scanner.
- Retailers can prepare a specific list of products before counting.
- Particularly useful for partial stocktakes based on brand, category or supplier.
- Provides a familiar workflow for businesses accustomed to traditional PDA stocktaking.
Considerations
- Product information must be exported and loaded before counting.
- Changes made to the Retail Express product database after downloading will not automatically appear on the scanner.
- Product files should be refreshed regularly.
Which MobileREX Stocktake Method Is Better?
That depends entirely on the business.
Some retailers prefer the convenience of a direct API connection and access to current product information.
Others prefer downloading their lookup table before starting, knowing they can scan throughout their premises without worrying about wireless coverage.
Both methods support accurate mobile barcode data capture.
With MobileREX, the retailer has the flexibility to choose the workflow that suits them best.
What Happens After Counting?
Regardless of whether a retailer uses Live Stocktake or the Local Stock File method, MobileREX produces a Retail Express-compatible counts file.
The file can be transferred using Wi-Fi, mobile data or saved locally on the scanner for later retrieval.
The counts file is then imported into the Retail Express Wireless Excel Scan Tool.
This allows the retailer to:
- Import the barcode counts collected by the PDA scanner.
- Match the counts against products in Retail Express.
- Review discrepancies and stocktake variances.
- Prepare and upload the completed stocktake file into Retail Express.
This process retains Retail Express’s established inventory reconciliation workflow while allowing businesses to benefit from mobile data collection.
It’s also worth distinguishing this process from other MobileREX functions. For example, MobileREX Stock Adjustment can send inventory corrections directly through the Retail Express API without needing the Wireless Excel Scan Tool.
Retail Express Stocktake Methods: At a Glance
| Method | Main advantage | Main consideration |
|---|---|---|
| Browser | Simple, built-in solution | Browser connectivity and session timeouts |
| Excel Basic | Familiar spreadsheet workflow | Manual quantity entry |
| Excel Advanced | Barcode scanning within Excel | Computer and macro requirements |
| Standard Mobile/PDA | Portable stock counting | File preparation and consolidation |
| MobileREX Live | Direct API product lookups | Requires network access for live validation |
| MobileREX Local | Local product lookup, offline validation | Requires preparing and refreshing a lookup table |
Customer Experience: Fitness Cartel Australia
Fitness Cartel Australia operates 14 outlets and uses Retail Express.
One of its stocktake experiences provides a practical example of the improvements possible through dedicated mobile barcode scanning.
Previously, the business needed two employees working approximately eight hours each to complete a stocktake.
Using MobileREX Live Stocktake and an Android PDA barcode scanner, that same stocktake was completed by one employee in just over three hours.
This represented a reduction from approximately 16 staff hours to just over three staff hours.
While results will vary between retailers, it demonstrates how changes to the data collection process can substantially reduce stocktake labour requirements.
Which Stocktake Method Should You Choose?
Every retailer operates differently.
For small, occasional counts, the standard Retail Express Browser or Excel methods may provide everything required.
For larger inventories, mobile barcode scanning can significantly improve flexibility and efficiency.
Retailers who also want to manage Purchase Order Receipting, Stock Adjustments, Price Checks and Stock Availability from their handheld devices may find additional value in the broader MobileREX inventory control suite.
Importantly, businesses do not have to choose between live database lookups and traditional locally downloaded stock files when using MobileREX.
Both options are available, allowing retailers to choose what works best for their operation.
Need Help with Retail Express Barcode Scanning?
Track n Trace Solutions provides Android PDA barcode scanners, MobileREX inventory software and technical support for Retail Express users.
Whether you’re exploring your first barcode scanning solution or looking to improve an existing stocktake process, we can help you evaluate the available options.
Learn more: MobileREX Inventory Control Application for Retail Express
Phone: 1300 808 412
Email: sales@trackntrace.com.au
Retail Express is a Maropost product. MobileREX is developed by Track n Trace Solutions.