Inventory Counts

In Beta

This feature is in beta for select customers. Contact your CSM for more information.

Inventory Counts track the amount and value of items on hand at a specific time. In Restaurant365, the Inventory Counts feature gives restaurants an accurate, shelf-to-sheet view of their stock. It helps managers and staff verify quantities, reduce waste, and keep food costs under control.

When configured with Storage Locations and Inventory Templates, Inventory Counts follow the physical layout of a restaurant. This structure creates an efficient, consistent experience from shelf to sheet—helping teams complete counts faster and with greater accuracy. With shelf-to-sheet setup, staff count efficiently in the order items are stored, while managers gain accurate cost and usage data for decision-making.

From the Inventory Counts page:

Create and enter an inventory count
Open existing counts for review and approval
Access the Inventory Count Settings page

Important Note on Updating Inventory Count Templates

Before updating an inventory count template, ensure that all counts using that template are completed and/or approved. If a template is edited while it is in use, then it will be updated to reflect the structure of the In Progress count when that count is marked as completed and/or approved.

Security

Inventory Count permissions are found in the permission tree as follows:

Food
- Inventory Count Templates
  - View Inventory Count Templates
  - Edit Inventory Count Templates
    - Edit Inventory Template General Details
    - Edit Template GL Posting Status
    - Edit Template Count Schedule
    - Edit Items/Recipes
      - Add Items/Recipes
      - Remove Items/Recipes
      - Rearrange Items/Recipes
  - Create Inventory Count Templates
  - Delete Inventory Count Templates
- Inventory Counts
  - View Inventory Counts
    - View Inventory Counts
    - View Count Distribution Tab
    - View Variance Tab
  - Edit Inventory Counts
    - Edit Inventory Counts
    - Edit Count GL Posting Status
    - Edit Items/Recipes
      - Add Items/Recipes
      - Remove Items/Recipes
  - Create Inventory Counts
  - Unlock Inventory Counts
  - Approve Inventory Counts
  - Unapprove Inventory Counts
  - Delete Inventory Counts
  - Generate Using Theo on Hand

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation

Navigation Steps

Open the Inventory app.
Expand Inventory.
Click Inventory Counts.

Search

Navigate to pages with the R365 global search bar:

Enter all or part of the page name in the R365 global search bar.
Select the page from the results list.

Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

Inventory Counts Page

	Button/Field	Description
1	Inventory Count Settings	Opens the Inventory Count Settings. From the Inventory Count Settings, inventory templates can be viewed, created, and managed. Read more about new inventory templates.
2	Create	Starts a new inventory count.
3	Views	Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. Learn more about managing table views: Create or duplicate a view Edit or rename a view Set a default view Set a view as public or private Delete a view
4	Table Actions	Search - Filters the table for the entered text. Filter - Opens the Filter menu, where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button. Columns - Opens the Columns menu, where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button. Export - Exports the table to a .csv file. Refresh Data - Refreshes the table without changing the view. Row Height - Switches table row spacing between tall, medium, or short. Striped Rows - Enables or disables alternating row colors. Column Filtering - Turns column filtering on or off. When enabled, filters can be applied directly in the column headers.
5	Inventory Counts Table	Lists all created Inventory Counts and their details. Read about the column details below.

Table Columns

Column	Description
Status	The status of the inventory count. The status may be one of the following: In Progress - For counts that are still being conducted. These have not been marked as completed or approved. Completed - For counts marked as complete but are still awaiting approval Approved - For counts that have been approved.
Location	The location that the count is associated with.
Date	The date the count represents. This is the date selected upon creation of the inventory count.
Type	Type of count that is used. This is determined by the type(s) of inventory templates used to create the count. If more than one template is used, the types will be separated by commas.
Total	Total dollar amount for the items counted on the inventory count. This is based on the each amount of each item and the quantity of the items.
Template	Name(s) of the template(s) used to conduct this inventory count.
Theo Generated	Whether the count quantities were entered using the Generate Qty button on the inventory count. Read more about generating a count using theo on hand.
GL Posting	Whether any of the items on the count were GL posting or not. The GL Posting status is tied to inventory templates. If the inventory count utilized a template that was GL posting, this status will be Yes.
Completed By	User that marked the inventory count as complete.
Completed On	Date and time that the inventory count was marked as complete.
Created By	User that created the inventory count.
Created On	Date and time that the inventory count was created.
Modified By	User that last edited or made changes to the inventory count.
Modified On	Date and time that the inventory count was last edited.
Approved By	User that approved the inventory count (if the count has a status of Approved).
Approved On	Date and time that the inventory count was approved (if the count has a status of Approved).

Inventory Counts Setup

Before starting a count, set up the storage locations and inventory templates that organize items in the restaurant:

Storage Locations define where inventory is stored, such as Walk-In Cooler, Dry Storage, or Bar.
Inventory Templates determine which items appear on a count for a location and whether the count posts to the general ledger. Templates can be set to run on demand or on a schedule to ensure counts are completed regularly.
If GL posting is enabled on the template, the approved inventory count automatically updates the restaurant’s accounting records. The system calculates item distributions and posts them directly from the count.
GL posting settings are now controlled on the Inventory Template rather than on individual counts. Items linked to a posting template post automatically once the count is approved.

Setting these up in advance ensures the count mirrors the restaurant’s layout and supports a true shelf-to-sheet workflow.

Inventory Counts

To conduct a count, record the quantity of each item directly in the count sheet. Items sorting is determined by storage location setup, allowing staff to move through the restaurant in the same order they would physically check shelves.

Each entry is compared to the previous count. If an unusual change is detected, the system alerts users. These alerts help identify potential data entry errors or missing quantities before submission. Read more about creating and entering an inventory count.

Mobile Inventory Counts

Inventory Counts can also be completed in R365 Mobile using a phone or tablet. Read more about mobile inventory counts.

When using a mobile device, barcode scanning makes it faster to locate and count items directly from the shelf, ensuring accuracy and saving time during busy inventory periods. Read more about barcode scanning for inventory counts.

Review and Approve Counts

Once all items are entered, the count moves into Review. In this step, verify quantities, resolve alerts, and adjust variances as needed. Once verified, the count can be completed and/or approved. Approval finalizes the count and records it for accounting and reporting.

Learn more about reviewing and approving counts.