--- title: "Mobile Inventory Counts Overview" slug: "mobile-inventory-counts-overview" description: "Overview of the mobile inventory counts workflow: create a count, enter quantities, review variances, complete, and approve." updated: 2026-01-21T22:14:07Z published: 2026-01-21T22:14:07Z canonical: "docs.restaurant365.com/mobile-inventory-counts-overview" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Mobile Inventory Counts Overview Inventory counts track the actual quantities of items on hand for a specific location. Counts can be [created](/doc/docs/r365-app-create-and-enter-inventory-counts), [entered](/doc/docs/enter-an-inventory-count-mobile), [completed](/doc/docs/review-inventory-count-variances-on-the-r365-app), and [approved](/doc/docs/r365-red-app-review-and-approve-inventory-counts) in the R365 mobile app. When [barcode scanning](/doc/docs/r365-app-barcode-scanning-overview) is enabled, counts can also be [entered using an external or in-app scanner.](/doc/docs/r365-app-barcode-scanning-inventory-counts) Once a count is [started](/doc/docs/r365-app-create-and-enter-inventory-counts), quantities are [entered](/doc/docs/enter-an-inventory-count-mobile) across all storage locations. Multiple users can participate at the same time, and progress updates in real time as entries are made. Counts recorded while offline are stored locally and sync automatically when the device reconnects. This ensures accurate entry in areas with limited signal, such as walk-ins and wine cellars. During an active count, items can be [added](/doc/docs/add-or-remove-items-from-an-inventory-count-mobile#add-an-item-to-a-count), [removed](/doc/docs/add-or-remove-items-from-an-inventory-count-mobile#remove-items-from-inventory-counts), or [reordered](/doc/docs/rearrange-items-in-an-inventory-count-mobile) to match shelf order. These updates help ensure that all products on hand are accurately represented. After all storage locations reach 100% completion, the count can be [reviewed and completed](/doc/docs/review-inventory-count-variances-on-the-r365-app). Users with the **View Variances** permission see a [variance review screen](/doc/docs/mobile-variance-review-screen) after entering all counts. When variance review is required, only users with this permission can complete the count. Completed counts can be [approved](/doc/docs/r365-red-app-review-and-approve-inventory-counts) in the mobile app. [Unlocking](/doc/docs/inventory-counts-review-and-approve-an-inventory-count#editing-item-counts) a completed count for editing and management of [inventory templates](/doc/docs/inventory-counts-create-and-edit-an-inventory-template) is only available in the web application. ### Working with Templates in Mobile Templates define which items and storage locations are included in an inventory count. The available options depend on which template experience is enabled for the organization. [**New Inventory Template Experience**](/doc/docs/inventory-count-template) Multiple templates can be selected to build a count. Scheduled templates due within 48 hours of the current date are automatically selected. The variance review screen can be filtered by the templates used in the count. Templates can only be edited in the web application. In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. [**Legacy Inventory Template Experience**](/doc/docs/inventory-counts-overview-security) Only one template can be selected to build a count. Items can be added or removed from both the count and the template directly in the mobile app. A ‘Recently Added’ notice appears when new purchased items have been added to the template since the last count. Each new item must be assigned to a storage location before continuing the count. --- ## Inventory Count Screens ### Inventory Screen The Inventory screen displays all inventory counts, organized by status into **In Progress**, **Completed**, and **Approved** tabs. Each tab provides a list of counts for entry and review. Only counts with an In Progress or Completed status can be updated, while Approved counts are view-only. From this screen, users can: - View in progress counts - View completed counts - View approved counts - [Create inventory counts](/doc/docs/r365-app-create-and-enter-inventory-counts) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DX176TCC.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) ### Inventory Count Screens The [Inventory Count](/doc/docs/inventory-count-screens-mobile#inventory-count-screen), [Storage Location](/doc/docs/inventory-count-screens-mobile#storage-location-screen), and [Item Count](/doc/docs/inventory-count-screens-mobile#storage-location-screen) screens work together to guide the counting process. - The **Inventory Count screen** provides an overview of all **storage locations** in the count. - Selecting a storage location opens its **Storage Location screen**, where **items** within that location are listed. - Selecting an item opens its **Item Count screen**, where **quantities are entered**. This flow allows counts to be completed efficiently by navigating through each storage location and its items in sequence. From these screens, users can: - [Enter count quantities by storage location and item](/doc/docs/enter-an-inventory-count-mobile) - View count progress and totals in dollars - Open the [Theoretical Variance Review screen](/doc/docs/mobile-variance-review-screen) before [completing the count](/doc/docs/review-inventory-count-variances-on-the-r365-app) - [Complete the inventory count](/doc/docs/review-and-complete-an-inventory-count-without-variance-review-mobile) when variance review is not required | Inventory Count Screen | Storage Location Screen | Item Count Screen | | --- | --- | --- | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-90SU77ZC.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X38HP5WZ.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-I2I7Q7RK.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) | ### Edit Storage Location Screen The [**Edit Storage Location**](/doc/docs/inventory-count-screens-mobile#edit-storage-location-screen) screen lists all items assigned to a storage location for the current count. Items can be added, removed, or reordered to reflect the physical layout of the storage area. From this screen, users can: - [Add items to the count](/doc/docs/add-or-remove-items-from-an-inventory-count-mobile#add-items) - [Remove items from the count](/doc/docs/add-or-remove-items-from-an-inventory-count-mobile#remove-items) - [Rearrange the order of items in the list](/doc/docs/rearrange-items-in-an-inventory-count-mobile) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JM98SPWM.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) ### Theoretical Variance Review Screen The Theoretical Variance Review screen lists all counted items with their actual and theoretical quantities. It is used to review and resolve discrepancies before completing the inventory count. From this screen, users can: - View all counted items and their variance details - Filter or sort the list to focus on specific variances - Review items flagged as violations - Open item details to confirm or adjust quantities ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BO0TKPSW.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A24%3A57Z&se=2026-11-12T11%3A24%3A57Z&sr=c&sp=r&sig=u6gMnUd53Ei9CYMYWeltisJp4xlt6%2F0gF4fjgIj%2F5X0%3D) --- ## Inventory Count Setup ### Inventory Templates Inventory counts are built from templates that define the items and storage locations to be counted. Templates are created and maintained in the R365 web application and are required to start a count in mobile. Two template experiences determine how inventory counts are created and managed across R365. The available options depend on which experience is enabled for the organization. Learn more about the [**new inventory template experience**](/doc/docs/inventory-count-template) and the [**legacy inventory template experience**](/doc/docs/inventory-counts-overview-security). ### Require Count Variance Review Setting Theoretical variance review provides an additional accuracy check before inventory counts are completed. It highlights items with significant quantity differences compared to theoretical usage. The **Require Variance Review** setting on the [Miscellaneous tab of System Preferences](/doc/docs/system-preferences-miscellaneous) determines whether this review step is mandatory. - **When enabled:** Counts must go through theoretical variance review before completion. Only users with the **View Variances** permission can access this step and complete the count. - **When disabled:** Variance review remains optional. Users without the permission can complete counts directly after manual review.