Inventory FAQ

A count schedule is a recurrence setting on an inventory template that determines how often the template should be used. Templates can be set to run weekly on a specific day, once per period, or on demand with no fixed schedule. Scheduled templates are automatically selected when a count is started on a scheduled day, which reduces setup time and helps ensure counts are completed consistently.

A scheduled template is configured to repeat on a set cadence — weekly or once per period. On the scheduled day, the template is automatically selected when a count is created for that location. An on demand template has no fixed schedule and can be used at any time. On demand templates are typically used for counts taken outside of the regular count cadence, such as spot counts taken between scheduled counts.

Scheduled templates are available for selection within a 48-hour window of their scheduled date. This allows counts to be started the day before without causing scheduling conflicts.

If a scheduled count is not completed on its scheduled date, the template will not automatically create a count. The count must be created manually. Missed counts are visible in reporting and may affect variance accuracy for the period in which the count was skipped.

Yes. Multiple inventory templates can be selected when creating a count. Items from all selected templates are combined into a single count, organized by storage location. After counts are entered, the Variance Review tab includes a template selector to filter results by template when applicable.

Yes. On demand templates can be used to create multiple counts in a single business day. This is referred to as a spot count. Spot counts are useful for tracking usage between scheduled counts — for example, counting items before and after a shift to calculate actual usage for that period.

There is no daily limit on spot counts. However, only one count per on demand template, location, and 15-minute interval is allowed. If a count already exists for a given template and location within the same 15-minute window, a new count cannot be created for that same slot. The count time can be edited on the Inventory Review screen if an adjustment is needed.

Count Time is the time assigned to a spot count. When a spot count is created, the system assigns the current time, rounded to the nearest 15-minute interval. Count Time appears on the Inventory Review screen and can be edited to reflect when the count was actually taken. Count Time is used to determine the correct previous count when calculating variance on same-day counts.

Note About Count Time and Uniqueness

Count Time cannot be changed to a time slot that already has a count for the same template and location on the same business day.

When multiple spot counts exist for the same template and location on the same business day, each count's variance is calculated against the most recent previous count for that item and template — even if that previous count was taken earlier the same day. This allows variance to reflect usage within a specific window rather than across the full day. The Date Last Counted column in Variance Review supports same-day resolution.

GL posting is now controlled at the inventory template level rather than on individual counts. When a template is configured as GL posting, all items on counts created from that template post to the general ledger automatically upon approval. If a count uses both GL posting and non-GL posting templates, only items from the GL posting templates are posted.

The Storage Location Manager is the page where storage locations are created and organized. Storage locations define the physical areas where inventory is stored — such as Walk-In Cooler, Dry Storage, or Bar. In the current inventory counting experience, storage locations are managed at the location level rather than within individual templates. This means the same storage location organization applies across all counts at that location, regardless of which template is used.

If a template is edited while a count using that template is in progress, the count is updated to reflect the template's structure when the count is marked as completed or approved. To avoid unintended changes, complete and approve all counts using a template before editing it.

Important Note About Editing Templates

Complete and approve all in-progress counts before editing an inventory template. Edits made to a template while a count is in progress will be applied to that count when it is completed or approved.

The following permission is required to create an inventory count:

• Food > Inventory Counts > Create Inventory Counts

Additional permissions control other actions within inventory counts, including approving, unlocking, deleting, and viewing the Distribution and Variance tabs. Learn more about inventory count permissions.

Editing Count Time requires the following permission:

• Food > Inventory Counts > Edit Inventory Counts > Edit Count Date/Time