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Many retailers have the people to count. What they lack is time to prepare the technical side of the process: devices, software, stocktaking data, Wi-Fi settings and a plan for getting the results into the stock system. That part can be prepared with a partner.

What arrives in the box

When COSYS supplies hired devices for a stocktake, they arrive ready to count. Depending on the project, that means:

• The COSYS Stocktaking App is installed and configured.
• Item master data from the retailer's system is already loaded.
• Users and Wi-Fi settings are prepared where the project includes them.
• Devices are shipped to head office or directly to individual stores.

The store team switches on a device, scans a count area and starts counting. Nobody has to install an app or import a product list the evening before.

What the store team still does

A prepared stocktaking setup does not remove the retailer’s operational responsibilities.

• Define count areas. The store decides how to divide shop floor, stockroom and displays into count areas. This is where local knowledge matters most.
• Count. The retailer's own staff do the counting. In toy and gift retail, that often includes seasonal staff who are still on the rota after Christmas.
• Resolve discrepancies. Results come together in COSYS WebDesk, where discrepancy lists show what needs a recount. The retailer decides which results are final before they are exported to the stock system.
• After review, the results can be transferred to the retailer’s ERP or merchandise management system using the agreed interface or import and export process. COSYS supports data transfer online or in batch, depending on the configured solution.
• After the agreed rental period, the devices are returned according to the arranged rental process.

Why this matters for toy and gift retail

Toy and gift ranges change quickly, and a large share of seasonal stock moves in the weeks before Christmas.

A year-end count therefore often takes place while returns, residual Christmas ranges and other seasonal stock are still being processed. Preparing the required master data before the count reduces the risk that unclear or missing article assignments interrupt the work.

Connectivity can also vary between shop floor and stockroom. The COSYS Stocktaking app supports a combined offline and online mode with a local database, so counting can continue in areas with limited network coverage. The exact offline behaviour depends on the project configuration.

A middle way between two stocktaking models

Retailers often see two alternatives: An outside stocktaking firm brings its own counters. A fully in-house count leaves the retailer to source devices and build the process alone. With a ready-to-count kit, the retailer's team counts and keeps control of dates and data, while the technical preparation comes from one supplier.

Practical tip: define the handover before Christmas

Before the devices are prepared, agree on three points: which data COSYS receives, how the stores are divided into count areas and how the final results are returned to the retailer’s system. A short test with one representative area can then confirm that device, article data and data transfer work together before the year-end count begins.

For retailers planning a count in late December or early January, the practical step now is to confirm how many devices are needed and where they should be delivered. To discuss hired devices and the COSYS Stocktaking Service, contact COSYS at vertrieb@cosys.de or +49 5062 900 0.

Alternatively, you can test the free COSYS Inventory Demo App for Android and iOS.