How retailers and warehouses win with the inventory management service by COSYS

For years, this annual stocktake has been a stressful and costly exercise. Employees walked through aisles with clipboards, noting down quantities by hand. Afterwards, the data had to be typed into spreadsheets and matched with ERP records. Mistakes were common, often leading to mismatched figures and costly stock discrepancies.

The paper-based system also slowed down the process. Because counts could not be instantly compared against digital records, the reconciliation phase dragged on for days. GreenMarket often had to pause parts of its warehouse operations until the inventory was finalized, creating ripple effects on deliveries and store availability.

Adding to the problem, their outdated barcode scanners were unreliable. Devices often misread barcodes, forcing employees to double-check items manually. And when technical issues arose during the stocktake, support was rarely available in time. This left teams frustrated and operations delayed.

GreenMarket clearly needed a modern solution to turn the annual inventory from a painful bottleneck into a streamlined process.

How COSYS inventory management service brings change

Stocktaking software

The turning point came with COSYS’s stocktaking software. Instead of clipboards and manual lists, employees now use smartphones or rental inventory scanners to capture stock data digitally. The app is easy to learn, so even temporary staff can contribute without lengthy training. Scanned data flows directly into the system, eliminating the need for later manual entry and drastically reducing errors.

One of the biggest advantages for GreenMarket is speed. With multiple users scanning at the same time, entire warehouse zones can be processed in parallel. Even when internet coverage is poor—such as in refrigerated storage—the offline function ensures data is stored and synchronized later. At the same time, the app validates entries on the spot, immediately flagging duplicates or implausible quantities. This prevents costly mistakes from slipping through to the final report.

All results feed into the COSYS WebDesk, where managers can monitor progress in real time. Instead of waiting until the end of the week, GreenMarket now sees up-to-date figures throughout the stocktake. Reports are generated automatically, saving hours of administrative work and ensuring timely ERP updates.

Inventory management software

Beyond the yearly stocktake, GreenMarket also benefits from COSYS’s inventory management software in daily operations. The app gives employees fast access to current stock levels, booking options, and item locations. Searching for products is much quicker, which reduces picking times and improves replenishment accuracy.

The software can operate either as a standalone solution or connected to the company’s ERP. For GreenMarket, this flexibility proved valuable, allowing them to test the solution first without deep integration and then expand its use once they saw the results. The WebDesk functions as a central hub, giving warehouse staff and managers the same transparent view of stock history, bookings, and master data.

COSYS Business Intelligence

While the stocktaking app handles operational accuracy, COSYS Business Intelligence (BI) adds a strategic layer. The BI dashboards visualize sales and stock data, giving GreenMarket valuable insights into performance trends. Managers can see at a glance which products are top sellers, how order volumes fluctuate over the week, and where shortages are likely to occur.

This data-driven approach allows the company to prepare better for seasonal peaks, allocate staff more efficiently, and avoid unnecessary overstocks. Instead of reacting to problems after the fact, GreenMarket now makes proactive decisions based on reliable numbers. The dashboards are interactive and easy to use, so managers do not have to rely on IT departments for every report.

Barcode scanner rental

One practical problem GreenMarket used to face during the annual stocktake was a shortage of devices. Their old scanners were not only unreliable but also too few in number to equip the entire team. COSYS solved this with a barcode scanner rental service. When the annual inventory comes around, GreenMarket simply rents additional scanners and smartphones. This way, every employee can work simultaneously without the company having to purchase expensive devices that would sit idle for most of the year.

Reliable technical support

Finally, COSYS provides responsive technical support, which proved essential for GreenMarket. During their first stocktake with the new system, a few employees needed help adjusting device settings. The support team solved the issue remotely within minutes, ensuring the process kept running smoothly. Knowing that experts are just a call away has given the company confidence that even unexpected issues will not bring the annual stocktake to a halt.

From problems to benefits

By moving to COSYS’s Inventory Management Service, GreenMarket has addressed its biggest pain points:

• What was once a slow and error-prone manual process is now a fast, digital, and accurate workflow.
• Instead of relying on outdated scanners, the company uses modern devices through flexible rentals.
• Instead of weeks of uncertainty, real-time dashboards and BI reports give management clear visibility at all times.
• And instead of struggling alone during technical difficulties, dedicated support ensures smooth operations.

Conclusion

For GreenMarket, the annual stocktake is no longer a dreaded task. With COSYS’s combination of mobile apps, WebDesk management, Business Intelligence, device rental, and strong support, inventory management has become faster, more reliable, and far less costly.

The improvements extend beyond the once-a-year stocktake. Day-to-day warehouse processes now run more efficiently, stock levels are transparent, and strategic decisions are based on solid data.

In essence, COSYS has turned inventory management from a necessary burden into a competitive advantage. Retailers and warehouses like GreenMarket can now count on fewer errors, faster workflows, and lower costs—the very promise of COSYS’s Inventory Management Service.