--- title: "Inventory Counts Overview" slug: "inventory-counts-overview-security" description: "Overview of Inventory Counts including statuses, permissions, navigation, and links to create, enter, and review workflows." updated: 2026-01-20T20:32:33Z published: 2026-01-20T20:32:33Z canonical: "docs.restaurant365.com/inventory-counts-overview-security" --- > ## 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. # Inventory Counts Overview & Security Inventory Counts track the amount of Inventory a restaurant has at a given time. A completed Inventory Count becomes the Inventory journal entry in the Accounting Module with the distribution being calculated automatically and recorded on the count if GL Posting is enabled. As a count is entered, it is being compared against the previous count so that if an abnormality arises that may cause an entry to be inaccurate, an Alert Flag will be displayed next to the line item for further evaluation during the Review Process. The Review Process allows for a quick view into the count itself, the Previous to Current Count Adjustment for both quantity and cost, and any alerts tied to an entry, which can be edited as needed. The Review Process provides a hierarchy of Approval by including a tiered level of Count Status: 'In Progress', 'Completed', and 'Approved'. Each tier limits Users without the necessary permissions from making changes while also allowing an additional step in the Approval Process, although that step can be skipped if needed. --- ## 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 Template GL Posting Status - Edit Template Count Schedule - Create Inventory Count Templates - Delete 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 - 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 Count Date/Time - 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](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 ****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-16E2W4QH.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) --- ## List Functions In addition to the list functions explained below, lists can also be filtered to display in ascending or descending order by clicking the column title. The list can then be further filtered after the initial sort by holding down the 'Shift' key on your keyboard and clicking any other column header. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GZ4YLC9L.png) | | Button/Field | Description | | --- | --- | --- | | **1** | Counts Tab | This tab displays the details of all existing and current counts, including their status ('In Progress', 'Completed', or 'Approved'), location, date, total count, template name, and the details about when it was created, modified, and approved. | | **2** | Templates Tab | This tab displays the details of all existing and current templates, including their location, and the details about when it was created and modified. | | **3** | Search Bar | This will filter the listing for the characters entered. | | **4** | Create | This will enable the user to create a new [Inventory Count](/doc/docs/inventory-counts-create-and-enter-an-inventory-count) or [Inventory Template](/doc/docs/inventory-counts-create-and-edit-an-inventory-template) > Ensure that the desired [Inventory Template](/doc/docs/inventory-templates) is created first. | | **5** | Filter | This enables the user to create and edit saved views of this list. Simply click this icon and then either **Save Current View** to save the new view or **Edit Table Views** to edit the selected saved view. All saved views are listed above these two action buttons **![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/561216e6-679f-4158-beed-25406fa9c112.png)** | | **6** | Filter | This allows the user to create a filter for the table. Click the filter icon to open the Filter Columns pop out. Once open, click **+ Add Filter** to select the column and filter type and then enter the value that should be filtered. Select the **Apply** button to filter the table for the information entered or click the trash can icon to remove a filter. **![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/57f1af59-bc00-4004-bf6d-6b3c1fcfdd5a.png)** | | **7** | Columns | This lists all of the columns available to display in the Daily Sales list. Check or uncheck a column name to include or exclude it, respectively, in the list. Columns can also be reorganized by dragging and dropping the desired column's rearrange icon ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b64ac161-af46-42df-b4f7-9adced04b2f7.png) where needed. > Columns will vary depending on tab. | | **8** | Excel | Download the listed information into an Excel file. | | **9** | Refresh | Refreshes the list. | --- ## Inventory Counts: Create an Inventory Template Inventory Templates can be easily setup and later utilized for an Inventory Count. Click here to learn how to [create an Inventory Template](/doc/docs/inventory-counts-create-and-edit-an-inventory-template). --- ## Inventory Counts: Create an Inventory Count By creating a new Inventory Count, Users are utilizing a previously-created Inventory Template. Click here to learn how to [create and understand the layout of an Inventory Count](/doc/docs/inventory-counts-create-and-enter-an-inventory-count). --- ## Inventory Counts: Enter and Review an Inventory Count After creating an Inventory Count, the count will need to be entered correctly and then reviewed for any discrepancies before being approved. Click here to learn how to [enter and review an Inventory Count](/doc/docs/inventory-counts-review-and-approve-an-inventory-count). --- ## Inventory Counts: Add New Items Items added to your database will be tagged as 'New Items' and will appear for any Inventory Count or Inventory Count Template that is opened since the new item was added. Users can then choose to add or dismiss these items as needed. Click here to learn more about [adding new items](/doc/docs/inventory-counts-add-new-items) to Inventory Counts and Inventory Count Templates. --- ## Inventory Counts: Delete an Inventory Count Incomplete or abandoned inventory counts, such as in the event that two users create separate inventory counts that have been consolidated, can be deleted. [Learn more about deleting an inventory count](/doc/docs/step-by-step-style-guide-1). Journal entry (JE) Record posted to the General Ledger to document financial activity. Access rights granted to users or user roles that dictate what actions they can perform within the system.