Inventory Count Sheet Details

In Beta

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

When Create is selected from the Inventory page, the Inventory Count screen opens in Count Mode. This screen is where item quantities are entered during a count.

After quantities are entered, the count can be reviewed. When the review process begins, the screen switches to Review Mode, where the count is verified, adjusted, and approved.

Inventory Count Screen – Count Mode

The Inventory Count Screen first opens into count mode.

	Field or Button	Description
1	Location	Displays the restaurant location where the inventory count is being completed. The selected location determines which items and templates are available for the count.
2	Inventory Template	Name of the inventory template(s) being used for the inventory count.
3	Search Bar	Enables searching for specific items within each Storage Location. Items with an assigned Item Number can be searched by that number. Item Numbers are defined on the Purchase Item Record or Recipe Item Record and differ from Vendor Item Numbers used for invoice imports. The Item Number does not appear in the list but is visible when hovering over the item.
4	Storage Locations	Display the areas where inventory items are organized within the restaurant. Each storage location on the count shows the percent of completion progress. Storage locations are managed in the Storage Location Manager, and that organization carries over. Items appear in the same order and grouping defined in the Storage Location Manager.
5	Auto-Save Details	Displays the date and time the Inventory Count was last auto-saved.
6	Review	Switches the count to Review mode and begins the review and approval process, where the count is reviewed and marked as Completed or Approved. A count does not need to be marked Complete before it is Approved.
7	Generate QTY	Available to users with the required permissions. Generates the Inventory Count using theoretical on-hand quantity calculations.
8	Menu	Contains the following options: Export Count Screen – Export the count as a CSV file. This will export the file that needs to be completed for import. Import Count Screen – Import a completed Inventory Count using a CSV template. Delete – Delete the Inventory Count.
9	Print	Prints the inventory count details.
10	Screen Actions	Include the following options: Help Menu – Opens the Help Menu with resources for creating an Inventory Count. Expand – Expand the Inventory Count screen to fullscreen. Click again to minimize. Close – Close the Inventory Count screen.

Open Storage Location

When a storage location is open and being counted, it lists the items.

	Field or Button	Description
1	Add Item	Opens a prompt to add an item to the Inventory Count. Learn more about adding items to a count.
2	Go To Storage Locations	Returns to the previous screen with the list of storage locations.
3	Storage Location Name	Displays the current storage location name. Items listed below belong to this storage location.
4	Item Name	Lists each inventory item assigned to the selected storage location.
5	Cost	The most recent cost of the item.
6	Unit of Measure 1, 2, 3	The available units of measure for the item. Item quantities should be entered in these fields, as needed.
7	Item Menu	Opens options to manage the selected item. From this menu, remove the item from the count or move the item to another storage location on the count.
8	Completed / Alerts	If the count was entered, and the system did not detect any variances, there will be a checkbox here. A warning bell icon appears when the system detects an abnormal variance compared to the previous count. Hover over the icon for details during review. One of the following alerts may appear: '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.
9	Next / Previous Storage Location	Navigates to the next or previous Storage Location in the count (for example, Freezer). Clicking the arrow on the left moves to the previous storage location, clicking any button on the right moves to the next storage location.

Inventory Count - Review Mode

	Field	Description
1	General Information	This header includes general information about the inventory count template used for that location, including the name of the team member who took the count and the date the count was made. This section can be expanded or collapse by clicking the expand/collapse arrow icon.
2	Business Date	The date the inventory count is associated with for reporting purposes. For scheduled counts, the business date reflects the date the count was scheduled. For spot counts, the business date reflects the date the count was conducted.
3	Start Time	he time the inventory count was initiated. For scheduled counts, this time is set to EOD (end of day). For spot counts, this reflects the actual time the count was created.
4	Upload Files / Add New File	This enables any other relevant documentation to be added to the count if desired. Accepted File Types include PDF, PNG, or JPG.
5	Variance Review Tab	From this tab, users can review Actual or Theoretical Variances that the system has identified in the Inventory Count. This allows for users to quickly identify discrepancies without having to run AvT Reports. Read more about the Variance Review tab. Variance Review Tab
6	Count Entry Tab	This tab lists the count and enables the user to correct any necessary count amounts. Users can refresh costs or add items to the count from this tab. Alert flags will be displayed on this screen for a quick view into any abnormalities in the count and can even be filtered via the alerts filter. Count Entry Tab
7	Storage Details Tab	This tab is for informational purposes only and displays all items and the details about their entry, regardless of Storage Location. Storage Details Tab This tab looks back at the last time the exact same template was used to determine the variance. This tab can easily be exported via the Excel icon . Details include the following: Current Qty – Total quantity entered for Inventory Item in the Storage Location Current $ Cost – Dollar cost for the Inventory Item at time of count Current $ Total – Current Qty x Current $ Cost Prev Qty – Previous count quantity from the last count with the same template Prev $ Cost – Previous dollar cost from the last count with the same template Prev $ Total – Prev Qty x Prev $ Cost Qty Variance – Difference between the Current Qty and Prev Qty $ Variance – Difference between the Current $ Total and Prev $ Total
8	Item Details Tab	This tab lists the actual Accounting Transaction and looks at the last time the item was counted to find its true net change. Item Details Tab This tab can be filtered by Alert Flags and can easily be exported via the Excel icon . Details include the following: Current Qty – Total quantity entered for the Inventory Item in all Storage Locations Current $ Cost - Dollar cost for the Inventory Item at time of count Current $ Total - Current Qty x Current $ Cost Prev Qty - Previous count quantity from the last count with the same template Prev $ Cost - Previous dollar cost from the last count with the same template Prev $ Total - Prev Qty x Prev $ Cost Adjustment – Inventory adjustment amount to be posted to the Cost Acct and Inventory Acct for the inventory item Cost Acct – Cost GL account Inventory Acct – Inventory GL Account Flag – Any inventory count alerts for the Inventory Item
9	Distribution Tab	This tab will only appear when any of the inventory templates added to the count have GL Posting toggled On and includes the account number, the amount debited and credited, and the corresponding location and legal entity. Distribution Tab This tab can easily be exported via the Excel icon .
10	Refresh Cost	Refreshes the cost to the most accurate cost in the system for every item in the list.
11	Search Bar	Searches the list for entered keywords.
12	Template Selector	Filters the items list on the Variance Review tab by template. If there is only one template being used on the count, this selector will be disabled.
13	Review Actual and Review Theoretical	Actual and Theoretical inventory variance notices. When yellow, the tab needs to be reviewed. When green, these have been reviewed. Click a notice to toggle between actual / theoretical variances. Read more about the Variance Review tab.
14	Variance Review Settings	Opens the Variance Review display options. The options include the following selectors: Display Mode: Select between viewing the Variance Review tab details by QTY or based on the current dollar cost. Unit of Measure: Select between viewing the item details by Reporting UofM or Inventory UofM. Read more about completing variance review.
15	Grid Functions Menu	The variance review table has the following grid functions in this menu: Views - Create and save table views. Columns - Show, hide, or rearrange grid columns. Download - Export the grid to a .csv file. Refresh - Refresh the grid data.
14	Approve Button	Clicking this button will lock any role from editing the count. While the Complete button can be clicked as an extra step before approval, it does not have to be marked as Completed to be Approved. Once clicked, the status of this count will be labeled as approved in the inventory count listing. When clicked, the Unapprove button will take its place.
15	Complete / Unlock	This signifies that the entry user has reviewed and marked the count as complete, which locks them and any other entry user from editing the count. Once Complete is clicked and this Unlock button is displayed, the status of this count will be labeled as completed in the inventory count listing, signifying that it is ready to be reviewed and approved. Clicking Unlock will reopen the count for edits The Unlock button is only available to Users with Approval access.
16	Context Menu	The context menu includes the following actions: Count Mode - Returns the inventory sheet back to count mode. Export Count Sheet -This will export the count sheet to Excel so that entries can be made on the home computer and then imported back into the system. Import Count Sheet - This will import the count sheet into the count sidesheet. Print- The following print options are available: Print Count Sheet Print Count Review (this is the Stock Count Quantities Report) Print Transaction Summary Share Email Link - This will share a link to the Inventory Count in a pre-formatted modal. Delete- This will enable the User to delete the Count. When the count is marked as 'Approved', the delete option will not be available.

Count Entry Tab

The Count Entry tab allows users to view count alerts, refresh counts, and add items to the count if necessary.

	Field	Description
1	View All	Click to view all the items entered in the count without filters.
2	Alerts Filter	Click to filter for items that were marked with an alert flag. These alerts include the following: Less than Half - This will display if the entry is half or less of the item entry from the last count Twice as Much- This will display if the entry is double or more of the item entry from the last count. Assume Zero - This will display when the system entered a zero-quantity because the item was missing from the current count but was present on the last count. 0 Quantity - This will display when 0 was entered for this count but had a quantity entered in the last count..
3	Add Item	This button will enable the user to search for a specific item to add to the Inventory Count. A prompt will appear asking whether the item should be added to the Template. Clicking Count and Template will add the item to the template for the current and future counts while Count Only would only include the item in the current count.

Field

Description

View All

Click to view all the items entered in the count without filters.

Alerts Filter

Click to filter for items that were marked with an alert flag. These alerts include the following:

Less than Half - This will display if the entry is half or less of the item entry from the last count
Twice as Much- This will display if the entry is double or more of the item entry from the last count.
Assume Zero - This will display when the system entered a zero-quantity because the item was missing from the current count but was present on the last count.
0 Quantity - This will display when 0 was entered for this count but had a quantity entered in the last count..

Add Item

This button will enable the user to search for a specific item to add to the Inventory Count. A prompt will appear asking whether the item should be added to the Template. Clicking Count and Template will add the item to the template for the current and future counts while Count Only would only include the item in the current count.