How to use the Stock Count app

A tool for M-KOPA Nigeria's end-of-month stock count. Field and shop staff scan device serials; admins reconcile those scans against the expected inventory, explain any differences, and sign the count off for audit.

Who uses it

Shop Controller scans stock at a shop / depot.
Warehouse Team scans stock at the main warehouse locations.
Viewer admin views reconciliation and logs reasons for variances.
Auditor reviews the reasons and approves (or returns) each region's count.
Super admin runs everything — uploads, settings, admin management — and can also submit/approve.

1. Scanning (Shop Controllers & Warehouse Team)
2. The Admin page
3. Reconciliation metrics explained
4. Explaining variances & signing off

1. Scanning — Shop Controllers & Warehouse Team

Start a session

Open the app — you're signed in automatically with your M-KOPA account.
Choose your Role, then your Location. Warehouse Team sees only the warehouse locations; Shop Controllers see all the others.
Optionally set Model, Condition, and (Warehouse Team) the Dynamics Warehouse / Location and an expected unit count.
Tap Start scanning.

Scan

Use a hardware barcode scanner (keep the input field focused) or tap Start camera to scan with the phone's rear camera.
Two serial formats are accepted: IMEI — starts with 3, exactly 15 digits; or R-serial — starts with R, 11 characters. At the main warehouse, only IMEIs are accepted.
Every accepted scan gives a beep / vibration, so you don't need to watch the screen.
You can change Model / Condition / Dynamics Location mid-session — it applies from the next scan onward.

What the badges mean

Synced saved to the server. Pending saved on your device, syncing in the background.
Server dup already scanned this month — not counted again.
Wrong location / Rejected not allowed at this location (e.g. an R-serial at the main warehouse).
Not saved the count window is closed, so it wasn't recorded.

Good to know

Scans work even on a weak connection — they're held on the device and sync automatically.
You can pause and resume; the screen stays awake while scanning.
If scanning is disabled, the count window is closed — contact the admin.
Export CSV and the end-of-session summary let you review what you scanned.

2. The Admin page

Open it from the Admin link. What you see depends on your role.

Everyone (admin) sees

Current data in the system — what's loaded now: uploaded manifests, scans captured, and the depot→region map.
Sign-off overview — the approval status of every region, per month and manifest type.
Reconciliation dashboard — the heart of the tool (metrics below).

Auditor & Super also see

Master serial search — look up any serial(s): where it's expected, where it was scanned, by whom, and its full variance / reason / sign-off history.

Super admin only

Stock count window — open/close scanning, schedule it, and set the active count month (so scans done after month-end still count toward the right cycle).
Upload expected inventory — load the Warehouse and Shop manifests (the expected list) per month.
Depot → region map — which depot belongs to which region.
Admin access — add/remove admins and set each one's role.
Danger zone — delete count data (everything, one month, one location, or a list of serials).

3. Reconciliation metrics — what each number means

Pick a Count month and Manifest type (Shop or Warehouse), then Load reconciliation.

Expected — how many items the uploaded manifest says should be there.

Scanned — how many items were actually scanned.

Matched — scanned at the location the manifest expects them. Matching is location-strict: an item only counts as matched if scanned at the right place.

Missing — expected, but not scanned at that location.

Unexpected — scanned, but not on that location's manifest. It splits into Misplaced (it is in the manifest, just at another location — the "Belongs at" column shows where) and Not in any manifest (truly unexpected).

Duplicates — the same serial scanned more than once at the same location.

Overall completion — Matched ÷ Expected.

Coverage — how many variances (Missing / Unexpected) have a reason logged.

The dashboard also breaks these down by region and by location, shows a condition breakdown (Brand New / Refurbished / Faulty), and lists every serial under the Matched / Missing / Unexpected / Duplicates tabs. On-screen lists are capped at 5,000 rows — use the CSV export buttons for the full data.

4. Explaining variances & signing off

The month-end review runs region by region, so a clean region can be approved while another is still being worked on.

1. Log reasons (Viewer or Super) — on the Missing and Unexpected tabs, tag each variance with a reason: per-item, "Apply to current list" in bulk, or a CSV import. The coverage line shows how much is explained.
2. Submit for audit (Super only) — click a region in the "Breakdown by region" table, then Submit. You'll be warned if some variances still have no reason.
3. Approve or Return (Auditor or Super) — the auditor reviews the reasons, then Approves the region (which freezes a snapshot of its numbers) or Returns it with a note for more work.
4. Audit export (CSV) — the permanent record of every variance, its reason, and who approved it, for month-on-month audits.

Statuses you'll see: reconciling → submitted → approved, or returned (sent back for more detail).

Questions or something not working? Contact Ayodele.