Article Contents

Introduction

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:

  1. Tap "Complete second inventory" on the To Do List

  2. 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.

The message that appears if you haven't added an invoice for an inventory period

List View

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:

A GIF showing the List View when you tap into an area.

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.

Counting Items

Full Units

For full units, adjust the count with the + or - buttons, and then swipe it to the right to submit.

Animated GIF showing adjusting full unit counts and swiping them to the right.

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.

GIF showing the partial item being tapped, then put on the Bluetooth Scale

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.

GIF showing how to enter a new value using the visual mode.

Cases

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.

GIF showing 4 cases counted previously, but now a mix of cases and individual units

Items with a Count of 0

If an item has been used up and you don’t have it anymore, you don’t put it as 0. You can either ignore it and move onto the next item, or swipe it to the left and tap hide.

GIF showing how to hide items from the list if you no longer have them

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.

GIF showing ways to count an item that isn't on the previous inventory list.

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.

GIF showing how to scroll through your item list.

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.

The area review screen showing the counts.

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

Consumption is your usage of products between any two inventories.

Consumption = Starting Inventory + Invoices - Ending Inventory

To learn more about consumption, see:

Stock Errors

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.

GIF showing how to tap an item to see the breakdown of where it was counted.

Learn More:

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:

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