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How RFID cycle counting works in a retail store

In RFID cycle counting, every item carries a UHF tag with a unique identifier linked to its product and variant. Staff walk the store with a handheld reader that reads many tags at once without line of sight. The software compares the tags it read with the stock it expected and lists missing, extra and misplaced items for review and reconciliation.

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What is a tag’s unique identifier and why does it matter?

Every RFID tag stores a unique identifier (technically called an EPC, Electronic Product Code). Unlike a barcode, which says “this is product X”, the identifier says “this is that exact item”. Counting unique identifiers means the system knows each individual item, so it can tell a missing item from one sitting in the wrong location.

What are the steps of an RFID count?

An RFID count has five steps: choose the location, start a count session on the handheld, sweep every rack, shelf and stock-room area, review the results, then reconcile. In Orixya the count is tied to a warehouse or store, so results are compared with that location’s expected stock.

  1. 1Pick the store or warehouse to count and start a session on the handheld.
  2. 2Sweep the floor, fitting rooms and stock room in a fixed pattern.
  3. 3Stop the session; the reads are sent to Orixya in real time.
  4. 4Review missing, extra and misplaced items.
  5. 5Reconcile to update stock in one step, or investigate first.

What do missing, extra and misplaced mean?

Missing items are expected at this location but were not read. Extra items were read but the system did not expect them here. Misplaced items were read here but belong to another store or warehouse, which usually means a transfer was not recorded, not that stock was lost. Separating the three stops relocations being booked as shrinkage.

  • Missing: expected here, not read
  • Extra: read here, not expected anywhere in the records
  • Misplaced: read here, but recorded at another location

What should I do about missing items?

Before writing anything off, look for it. With a UHF RFID handheld you can pick a missing item from the count and switch to locate mode: the reader beeps faster as you get closer, like a Geiger counter. Items often turn up in fitting rooms, behind other stock or in a customer-hold bag.

How often should a store count with RFID?

Because an RFID count is quick, many stores move from one or two full stocktakes a year to regular cycle counts, often weekly for the sales floor and monthly for stock rooms. Start with a frequency your team can keep, then count high-value or fast-moving areas more often.

How do I sweep a store for an accurate count?

Walk a fixed route every time so no area is skipped, keep the reader pointed at the stock and move slowly past dense racks and folded piles. Lower the antenna power in small stores so you do not read the next room, and finish the stock room last so items moved during the count are not double-handled.

  • Use the same route every count
  • Slow down at dense racks, shelves and folded stacks
  • Adjust antenna power to your room size
  • Count the stock room last

Frequently asked questions

Do RFID readers need line of sight?

No. UHF RFID readers read tags through fabric, bags and cardboard, which is why a whole rack can be read in one pass. Metal and liquids can reduce read range.

Can I count one store while another is trading?

Yes. Each count is tied to one location, and Orixya flags items that belong to another location as misplaced rather than mixing stores.

Does Orixya reconcile stock automatically?

You review the result first, then reconcile in one step. Orixya updates stock levels for missing and extra items and treats misplaced items as relocations.

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