---
title: "Create and Enter an Inventory Count"
slug: "create-and-enter-inventory-count"
description: "Create a new inventory count, select a template and location, enter item quantities by storage group, and submit for review."
updated: 2026-04-06T20:44:51Z
published: 2026-04-06T20:44:51Z
canonical: "docs.restaurant365.com/create-and-enter-inventory-count"
---

> ## 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.

# Create and Enter an Inventory Count

In Beta

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

Once an **Inventory Template** exists, an Inventory Count can be started for any location. To begin, select a **location** and an available **template**. If a scheduled template exists for the selected date, it appears automatically.

After opening the count, physically count the items in the restaurant and enter the quantities in the system. Counts can be entered manually, imported from an Excel (.CSV) file, or generated using the **Generate QTY** button if permissions allow.

Counts using **scheduled templates** can only be counted once per day. **Spot counts,** which use **on-demand templates** can be counted multiple times per day, once per 15-minute interval.

As items are entered, the system automatically updates completion percentages and flags unusual variances. When all quantities are recorded, move to the **Review** process to verify and either complete or approve the count.

---

## Security

**To create and enter inventory counts, the following permissions are required:**

- Food
  - Inventory Counts
    - View Inventory Counts
      - View Inventory Counts
      - View Count Distribution Tab
      - View Variance Tab
    - Edit Inventory Counts
      - Edit Inventory Counts
      - Edit Count Date / Time
      - Edit Count GL Posting Status
      - Edit Items/Recipes
        - Add Items/Recipes
        - Remove Items/Recipes
    - Create Inventory Counts
    - Generate Using Theo on Hand

> This permission is only needed if users should be able to generate the inventory count quantities using theoretical on hand values.

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

---

## Navigation

Inventory counts are created on the Inventory Counts page.

****Navigation Steps****

1. Open the **Inventory** app.
2. Expand **Inventory**.
3. Click **Inventory Counts**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7DU2EE9X.png)

****Search****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. 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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

---

## Start an Inventory Count

To create an inventory count, follow these steps:

*Click steps to expand for additional information and images.*

**1) In the right hand corner of the Inventory Counts page, click **Create**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G9UJCE83.png)

**2) Select a **Location**. This is the location where the count is occurring.**

Users will see all the locations in which they have access.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QPV0KVDM.png)

**3) Select the **inventory template(s)** to use. If there is a template scheduled the day that the count is created, the scheduled template will be auto-selected.**

> [!NOTE]
> **Notes About Template Selection**
> 
> - **Template Availability:** Only the templates assigned to the selected location is assigned to will be visible.
> - **GL Settings:** More than one inventory template can be selected when creating a count. When multiple templates are used, each item follows the GL posting settings of the template it belongs to.
> - **Scheduled Counts**: If a scheduled template does not need to be completed at the current time, it can be unselected. The template remains auto-selected for 48 hours, beginning at the **Start of Day** on its scheduled date.
> - **Spot Counts**: Spot counts are counts that can be counted multiple times per day. Spot counts can only be counted using on-demand templates..

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BZ82ZG0T.png)

**4 ) Select the **business** **date** associated with the count. This should be the day that the count quantities reflect.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8UNBP124.png)

**5) Click **Start Count**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0UHWV665.png)

This will open the inventory count sheet into count mode. From here, the inventory count can be entered.

Inventory counts can be entered:

- Manually
- Via import
- Using the Generate Qty button

---

## Enter Count Manually

To enter a count manually, follow these steps from an open inventory sheet:

*Click steps to expand for additional information and images.*

**1) Open the first **storage location** listed.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8QJE5B7I.png)

The inventory items for the selected [storage location](https://docs.restaurant365.com/docs/newstorage-locations) will be displayed in the order they are arranged in the storage location manger. They will list the cost and the units of measure (UofM) for each item, as noted on the [Item Location Record](/doc/docs/item-location-records) or [Purchased Item Record](/doc/docs/purchased-item-record-overview-security) if no Item locations are set up.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LCHM0MWM.png)

**2) Click the first empty quantity field. **Enter the number of items** that are currently in inventory for the correct UofM (unit of measure).**

In these fields, users can enter numbers or calculations. Read more about [entering amounts below](/doc/docs/create-and-enter-inventory-count#entering-amounts).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NMEV1BKN.png)

**3) Continue to **enter the count quantities** for each item in the storage location.**

The progress bar will update as counts are entered.

Additionally, items will be flagged with alerts if the system detects an unusual occurrence with the count. Read more about [item alerts below](/doc/docs/create-and-enter-inventory-count#line-item-icons).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1VDPCXAV.png)

**4) Click the **name of the next storage location** at the bottom of the list or **Go to Storage Locations** to return to the storage location list to open the next storage location to count.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NUQM9TQ1.png)

**5) Once all counts are entered, each storage location will be listed at 100%.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HAZZXED2.png)

The count can now be reviewed.

### Entering Amounts

The first field amount will be automatically highlighted under Unit of Measure 1 for immediate entry. When entering amounts, input a **number** or a **calculation** using addition ( + ), subtraction ( - ), multiplication ( * ), or division ( / ).

When a calculation is entered, the system will automatically perform the calculation and input the correct number.

> Calculation entries are **only available via Web Browser**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2025-10-14_17-34-38(1).gif)

When entering amounts, use the following keys to assist with entry:

| **Key Combination** | **Description** |
| --- | --- |
| **Enter** | Moves to the next inventory item entry. |
| **Shift + Enter** | Moves to the previous inventory item entry. |
| **Tab** | Moves the cursor through *Unit of Measure 2* and *Unit of Measure 3* fields, then to the next item in the sequence. |
| **Shift + Tab** | Moves the cursor to the previous unit of measure, then to the previous item in the sequence. |

### Line Item Icons

At the end of each line, one of two icons will appear when an entry is made:

| Symbol | Description |
| --- | --- |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/02b7c934-7fd9-48de-ac82-bde7f5cb015e.png) Blue Checkmark | Displays if the entry made was the same or a similar amount to the last inventory count. |
| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4203c071-5d98-4cfa-95f2-fc96b6eb2986.png) Red Alert Bell | Displays when the system detects an unusual occurrence. This alert will include a tool tip to describe the alert as one of the following, which can be later updated in the Review process: - - **'Less than Half'** - Displays if the entry is half or less of the item entry from the last count. - **'Twice as Much'** - Displays if the entry is double or more of the item entry from the last count. - '**Assume Zero'** - Displays when the system entered a '0' quantity because the item was missing from the current count but was present on the last count. - **'0 Quantity'** - Displays when '0' was entered for this count but had a quantity entered in the last count. |

---

## Import a Count

To import a count, follow these steps from an open inventory sheet:

*Click steps to expand for additional information and images.*

**1) Click the **menu** button.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7P8EELM9.png)

**2) From the drop down, click **Export Count Sheet**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JGIKH3QU.png)

This will export the current inventory count sheet as a CSV file. With the following information:

- Storage Location
- Item
- UofM
- Qty (based on UofM)
- UofM2
- Qty2
- UofM3
- Qty3

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VXIEDMLJ.png)

Exporting this count sheet enables users to print the count sheet so it can be completed physically if needed.

**3) Complete the count sheet as needed. Enter the **quantities for each unit of measure (UofM)** that are in inventory in the restaurant.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-47LCD413.png)

**4) Save the count sheet.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4IYUIRVR.png)

**5) Return to the inventory sheet in R365.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HM4RWNFM.png)

**6) Click the **menu** button.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-15OSV6VN.png)

**7) From the dropdown, click **Import Count Sheet**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RGNGLNAM.png)

**8) Add the saved count sheet file to the importer.**

Either drag and drop the file to the importer or click Browse and locate the correct file.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SWRPH6KE.png)

**9) Click **Import**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-04M1ESA3.png)

**10) The file will import, and the counts will update.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z07DH8E8.png)

The count quantities will update to reflect those on the file, and the storage location completion percentage will update to 100%.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-A8QXPTLZ.png)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1TJUOJL2.png)

****Import Errors****

If any errors occurred during import, they will be listed in red below the file name, along with their row number and reason for failure. Only these rows failed the import; all other rows without errors were successfully imported into the inventory count.

Click the export button![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b1503bf1-9d4d-4137-ada8-6b71af9ec562.png) to download a new template containing only the rows that failed. These rows will need to be fixed before attempting to import them again.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a4d58c29-3254-4814-b88e-cfa5e9d590db.png)

---

## Generate Count Quantities Using Theo on Hand

There are instances when inventory counts must be conducted multiple times within a short time frame, particularly in cases in which the end of the Operating Calendar and the end of a Posting Period are less than a week apart. When this occurs, users with the necessary permission can generate an Inventory Count using Theo on Hand. When this feature is used, the system uses the calculated theoretical usage for Item to estimate the Inventory on hand.

To generate quantities using theoretical on hand, click the **Generate Qty** button. Learn more about [Generating an Inventory Count using Theo on Hand.](/doc/docs/generate-an-inventory-count-using-theo-on-hand)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3D2KH36V.png)

---

## Add Items to Count

If an item that is not currently on the inventory template in use needs to be added to the count, it can be done from the inventory count sheet using the **Add Item** button.

> - The Add Item button will **not** appear if the only listed storage location is ‘**Unassigned**.’
> - In addition to Add Item permissions, adding items to a count requires permissions to edit storage locations.

To add an item to the count:

*Click steps to expand for additional information and images.*

**1) Select the **storage location** where the item will be added and counted.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CF5KLBLY.png)

**2) Click **Add Item**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WEH3GU7T.png)

**3) **Search** for the item(s) that need to be added.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Y8SOWXM1.png)

**4) Click the **plus sign** beside the item to add.**

The item will be added to the count list. Continue to add the necessary items to the count.

> When an item is added to an inventory count, it will also update the storage location in the Storage Location Manager. Going forward, this item will be associated with the selected storage location.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MKELM6FU.png)

**5) Once completed, **click out** of the Add Item dropdown to close the search and proceed with the count.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WJA5E56F.png)

---

## Review and Complete

Each count will autosave, so when completed, begin the review process by clicking **Review**. Learn more about the [review and approval process](/doc/docs/inventory-counts-review-and-approve-an-inventory-count).

---