After taking your first inventory count, you must add invoices for any stock that comes into your venue.
When you take your second inventory count, you'll see how much of each item was used between those two counts. This is called "Consumption".
The mobile app also remembers what you counted last time, in the order it was submitted. You can quickly adjust the previous counts to reflect the new amount.
Start New Inventory Count
To start your second inventory you can either:
Tap "Complete second inventory" on the To Do List
or tap "Start Inventory" on the "Inventories" screen
Important: When taking your second inventory count, you must start a new inventory as indicated above. Don't edit your first inventory count.
Each inventory count is a snapshot in time of what the stock levels were the day it was counted. If you edit the same inventory count every time you take inventory, you won't get any usable data because there is nothing to compare it to.
Add Invoices Prompt / Reminder
If you haven't added any invoices since your first inventory count, you'll see a prompt / reminder to add them. This is the only way to accurately track your consumption.
When taking your second inventory count, you can use the List view to save time while counting.
Just tap into an area, and you’ll see the List view by default:
The List view shows everything you submitted in that area from your previous inventory, in the order it was submitted. Instead of having to scan each item, you can adjust the counts from the list.
This is most helpful for areas where items don’t move around that much, and you can always switch back to the barcode scanner at any time.
If more than one user counted in that area during the previous inventory, it shows the user that submitted that item.
You don’t have to use this feature, but it can save you a lot of time when counting.
For full units, adjust the count with the + or - buttons, and then swipe it to the right to submit.
Note: You must swipe in an item for it to be counted as part of the current inventory. If you change the amount but don’t swipe it in, it won't be included in the count.
If you no longer have any full units of the item, please see "Items With a Count of 0" below.
Partial Units (Scale)
For partial units that were weighed using the scale, just tap them and put them on the scale to record the new weight, and tap confirm.
Note: Since you're not scanning the item, double-check that you're weighing the correct size of the item. For example, if you have multiple sizes of Jameson (750ml, 1L, 1.75L, etc), make sure you are weighing the one that is called up in the app.
Partial Units (Visual)
For any partial units that were counted using the visual mode, just tap the item, you’ll see a guideline showing what was submitted last time. Tap the current amount, then Confirm.
If you counted some items as full cases, and they are now open, just tap the item and adjust the amounts. In the example below, we counted 4 cases in the previous inventory, but now have a mix of cases and individual units. Just put the number of cases and units, and tap confirm.
Items with a Count of 0
If an item has been used up and you don’t have it anymore, you can either:
Swipe it to the left to submit as 0 to keep its spot on the previous list for the next count
ignore it and move onto the next item, or swipe it to the left and tap hide
To learn more, see:
Items Not on the Previous List / New Items
Let's say that your items have moved around, and there is now a new item before the tequila in the example below, which is the next item on the list.
You can switch back to the barcode scanner, and scan the barcode of the item, or you could use the Search/Add button.
Note: This also applies to new items that have been added to your venue list. If you received a new item between inventories, it won't appear in the inventory order list because it wasn't counted in the previous inventory. You'll have to add it by scanning the barcode, or by using the search.
You can also add an item by tapping the “View by inventory order” drop-down, and switch it to “View by item category”. Just find an item in the list, add the count, and swipe it in.
Saving an Area
After counting all of your items in an area, tap “Proceed to current scans” then “Review area inventory”.
You’ll see the total count for each item in the area, as well as the count from the previous inventory.
When finished reviewing, tap “Done”.
Note: Just like with your first inventory, you need to save each area to submit the inventory.
Reviewing the Inventory
When all of your areas have been saved, you’ll be asked to review and submit the inventory.
The Inventory Review screen shows for each item, your count from the previous inventory, any invoices added during this period, the current count, and then it will either show the consumption or a stock error.
Consumption is your usage of products between any two inventories.
Consumption = Starting Inventory + Invoices - Ending Inventory
To learn more about consumption, see:
A stock error, also known as negative consumption, means that your inventory count increased without a reason to account for it.
This is commonly due to a miscount on either the previous or current inventory, or a missing, or misdated invoice.
For example, you counted 6 units of an item in your previous inventory, added no invoices, but then counted 12 units in this inventory. Where did the extra items come from?
Before submitting the inventory, try to fix any stock errors by double-checking your counts for the current inventory, and make sure you have added all of your invoices.
To get more information you can tap an item to see a full breakdown of where it was counted.
Submitting the Inventory
When you're ready to submit, tap “Submit Inventory”.
You’ll be notified of any remaining stock errors. If you can’t fix them at that moment, make a note of them so you can troubleshoot later, then tap Submit Inventory.
After submitting the inventory, you'll receive a consumption report in addition to the inventory report. Learn more:
If you realized you made a mistake after submitting the inventory, you can edit the inventory in the app: