Count sessions (RFID)

Overview

The Count Sessions screen lets you run physical fixed asset inventories using RFID. The full flow covers opening a session (which snapshots the set of expected Assets), uploading the RFID tag reads captured in the field from a CSV file, running the automatic reconciliation that classifies each asset as found, missing, unexpected or moved, and finally closing the session once the count is complete. It is aimed at audit staff, Custodians and fixed asset administrators.

How to get there

In the side menu, expand Audit and click Count Sessions.

Direct URL: /rfid/sessions

Key concepts

How to use it

Open a new count session

1. Click New Session (top right of the screen).
2. Enter the Code (required; it must be unique for the active company, for example INV-2026-01).
3. Enter the Name (required; a readable description of the count).
4. If you want, complete the Notes field with remarks or extra instructions.
5. Click Open Session. The system creates the session and takes you straight to its detail screen.

The Open Session button stays disabled until both required fields contain text.

View and filter the session list

• The table shows every session of the active company, sorted by opening date (newest first).
• Click a session's Code to open its detail screen.
• Use the filter controls in the column headers to narrow by code, name, status or other columns.
• When filters are active, the page header shows the filtered record count and a Clear filters link to reset them.
• Click Refresh to reload the list manually.

When no session exists, the table shows No count sessions found - Open a session to start a physical count.

Upload RFID reads from a CSV file

From the session's detail screen (reached by clicking its code):

1. In the Upload reads (CSV) field, click the file picker.
2. Choose a .csv file with the reads captured by the RFID reader (maximum size: 5 MB).
3. The system processes the file, ingests the reads and shows a notification with how many records went in (for example: "Ingested 128 reads.").
4. CSV rows with a blank EPC or an invalid timestamp are skipped automatically.

CSV file format:

Epc,Timestamp,ReaderId,LocationCode
E28011XXXXXXXX0000123456,2026-06-25T09:15:00,Reader-01,WAREHOUSE-A
E28011XXXXXXXX0000789012,2026-06-25T09:15:05,Reader-01,WAREHOUSE-A

Reconcile the session

1. From the detail screen, click Reconcile.
2. The system compares the expected Assets against the EPCs read and produces the results in the Results table.
3. Each row shows the asset code, the EPC and its status (Found, Missing, Unexpected or Moved).
4. A notification confirms: "Session reconciled."

You can reconcile more than once if you upload additional reads after a first reconciliation.

Apply a transfer to a moved asset

1. In the Results table, find the rows with Moved status.
2. In the Actions column, click Apply transfer.
3. The system records the asset's location change. A notification confirms it.
4. The Apply transfer button disappears from that row once applied; the action cannot be undone from this screen.

Close the session

1. From the detail screen, click Close.
2. Confirm the action in the dialog that appears: "Are you sure you want to close this session?" - click Close Session to confirm, or Cancel to go back.
3. The session moves to Closed. A notification confirms: "Session closed."

Fields

Main table - session list

"New Session" dialog

Results table (on the session detail)

Permissions

Available to users with access to the module, as configured by your administrator.

Notes

• Active company: count sessions are tied to the company selected in the header. If you switch company, the list reloads automatically to show only the active company's sessions.
• Results paging: the results table on the detail shows 15 rows per page with paging controls.
• History: each count session is recorded with change tracking.

Troubleshooting

Related

• Count reconciliation and variance
• Transfers
• Mobile app (RFID inventory)
• Reports