Physical Inventory

Physical Inventory is the formal count-and-reconcile exercise you run periodically to make sure SecurityTrax's numbers match what's actually in your possession. It's the authoritative source of truth when the ledger drifts from reality — your boxes get miscounted, something goes missing without anyone logging it, a past transfer was recorded wrong.

You check off the items you're reporting, type in the quantity you actually have for each, review any discrepancies, and submit. SecurityTrax writes adjustments to your ledger so the counts match what you reported — and leaves the items you didn't check untouched.

Getting here

From the My Inventory Overview, click the blue Perform Physical Inventory button (top-right).
Or navigate directly to https://portal.securitytrax.com/{your-company}/home/inventory/physical.

Step 1 — Select items and enter your counts

When the page first loads, you see:

An explanation: "Check the box next to each equipment item you are reporting, then enter the quantity you physically have in your possession. Only checked items are submitted. Press the 'Review' button when done."
A table with two columns: On Hand # (a checkbox and a quantity field) and Name (the equipment).
A Review button (bottom-right).

For each item you want to report, check its box first — the quantity field stays disabled until you do — then type the number you actually have. Only the items you check are submitted. Leave an item unchecked and SecurityTrax won't touch its count at all.

Heads up. Every active equipment type in your company's catalog appears on this list, not just items you currently have stock for. You don't have to fill in every row — only check the items you're reporting. If you genuinely have none of an item and want to reconcile it down to zero, check its box and enter 0. Leaving an item unchecked means you're simply not reporting it this time, so its count is left as-is.

When you've checked and filled in the items you're reporting, click Review.

Step 2 — Review discrepancies

The page re-renders in review mode, showing only the items you checked. Each row is color-coded:

Green row — the quantity you reported matches what SecurityTrax had on record. No change needed.
Red row — there's a discrepancy. You reported a different number than SecurityTrax expected.

Above the table, a warnings callout summarizes any issues. For discrepancies, it lists each item whose count doesn't match and tells you the difference. It also includes this line: "You have warnings! By continuing you are confirming that you have reviewed these warnings and addressed them appropriately. If you do not understand the warnings, please contact your SecurityTrax administrator."

Heads up. If SecurityTrax shows you currently have an item on hand that you didn't check, you'll also see: "Not all of your On Hand Physical Inventory Equipment Items were given a value for reporting!" That's a reminder you skipped reporting something you actually hold — go Back and check it if you meant to count it. It does not fire just because you reported extra items or left catalog items you don't stock unchecked.

Two buttons at the bottom-right:

Back — returns to the entry screen so you can correct a number you mistyped.
Save & Submit — commits the physical inventory (see step 3).

Take the warnings seriously. Red rows are where SecurityTrax's records disagree with reality. Before clicking Save & Submit, decide for each:

Did you miscount? Click Back, fix the number, and re-review.
Is reality actually different? Proceed — submission will adjust the ledger.
Was the difference caused by something specific (damage, loss, theft)? Consider logging a Spillage entry with the reason before submitting physical inventory, so the cause is recorded separately from a generic adjustment.

Step 3 — Save & Submit

Clicking Save & Submit opens a confirmation modal:

Heading: "Are you sure you want to continue?"
If warnings exist: "You have warnings!" (in red), repeating the message from the review screen.
Two buttons: Cancel (goes nowhere) and Submit physical inventory (in red — this is the commit).

Click Submit physical inventory to finalize. SecurityTrax:

Writes one ledger adjustment entry per discrepancy among the items you checked — +N for items where you reported more than expected, −N where you reported less.
Sets the on-hand count for each checked item to exactly the number you reported. Items you didn't check are left untouched — they are not zeroed out.
Redirects you back to the My Inventory Overview with a success toast.

After submission, the physical inventory is committed and the ledger entries are permanent. They'll appear on the Equipment Detail page for each affected item, tagged as a physical-inventory adjustment.

When to run physical inventory

Companies vary. Common cadences:

Monthly for fast-moving items and high-turnover tech routes.
Quarterly is common as a company-wide routine.
After a big project (a bulk install, a warehouse move, a handoff between techs) to reset baselines.
Whenever something feels off — missed equipment, mismatched counts on a service call, questions from your manager about inventory.

Your admin can tell you the policy for your company.

What this page is not for

Logging one-off damage or loss. Use Spillage — it captures a reason code, which physical-inventory adjustments do not.
Receiving equipment from a shipment. Use Purchase Orders — physical inventory isn't how you record a delivery.
Handing boxes to another tech. Use Transfers.

My Inventory Overview — starting point; shows the button that opens this flow.
Equipment Detail — where the adjustment entries from physical inventory land afterward.
Spillage — the right tool for logging specific damage/loss, separate from bulk count adjustments.