After taking your first inventory count, you must add invoices of 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".
Note: If you haven't added any invoices and start a new inventory count, the app reminds you to add them.
The mobile app remembers what you counted last time, in the order it was submitted. You can quickly adjust the previous counts to reflect the new amount.
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.
When taking your second inventory count, you can use the List view to save time when 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 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 or use the search at any time.
You don’t have to use this feature, but it can save you a lot of time when counting.
This section goes over how to count your items if using the Previous List.
Adjust the count with the + or - buttons, or leave it the same if the count is unchanged
Swipe to the right to submit the count
Note: You must swipe 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. When an item is counted the number increases on the "Proceed to current scans" bar.
If you no longer have any full units of the item, please see "Items With a Count of 0" below.
If you counted some items as full cases, and they're now open, tap the item and adjust the amounts. In the example below, we counted 2 cases of limes in the previous inventory, but now have a mix of cases and individual units.
Enter the number of cases and units, and tap confirm.
Partial Units / By Weight
For any items from the previous inventory that were partial units or weighed, tap them and use any of the following method to count them:
Use the visual mode and estimate the amount remaining
Enter a weight manually
Place on the supported Bluetooth Scale
If the item is no longer in stock, please see "Items With a Count of 0" below.
For any partial units/weights that were previously counted using the visual mode you’ll see a guideline showing what was submitted last time.
Tap the current % amount and tap "Confirm".
Enter a Weight Manually
For any partial units / weights that were previously counted by entering a weigh manually, enter the new weight and tap "Confirm"
Supported Bluetooth Scale
For partial units / weights that were previously counted using the scale, put them on the scale to record the new weight, then tap "Confirm"
If the item you've placed on the scale is in a container, learn more here:
Items with a Count of 0
If an item on the previous list has been used up and you don’t have it anymore, you can either:
Submit the item with a count of 0. Use this if you want to keep the item's place in the previous list for next time
Hide the item on the previous list or ignore it
For more information, see:
Submit as 0
On "View by previous inventory" swipe the item to the left
Tap "Submit as 0"
Tap "Yes, submit" on the confirmation window
Note: This message displays each time you submit an item as 0 unless you tap "Don't show again"
To check the item was submitted as 0, tap "Review item counts"
The item with a count of 0 appears on the area summary
Hide / Ignore
There are multiple ways to hide / ignore items on the previous list while counting:
Ignore it and move onto the next item on the list
Swipe it to the left and tap hide
Tap the "-" button repeatedly until a hide icon appears. Tap "Hide" on the confirmation pop-up
Items Not on the Previous List / New Items
Let's say that your items have moved around, and now there's a new item before the Pizza Mozzarella in the example below.
Note: This also applies to any new items that've been added to your venue. If you received a new item between inventories, it won't appear in the previous inventory 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.
Reviewing an Area
After counting all of your items in an area, tap “Proceed to current scans”.
Like in your first inventory, you'll see everything you counted in the area, in the order it was submitted.
You can adjust the counts or delete items by swiping them to the left. After making any required changes, tap "Review area inventory"
For each item counted in that area, it displays the previous and current count. This is to help identify any potential miscounts.
If there's an extreme difference between the counts, you can tap the item to see the breakdown of the current count. You can then go back and make any edits if needed.
When finished reviewing the area, tap “Done"
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:
the count from the previous inventory
any invoices added during this period
the current count
then it either shows the consumption or a stock error
Consumption is the item's usage between the two inventory counts.
Consumption = Starting Inventory + Invoices - Ending Inventory
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
A missed, or misdated invoice
Before submitting the inventory, try to fix any stock errors by double-checking your counts for the current inventory, and make sure you've added all of your invoices.
To get more information you can tap an item to see a full breakdown of where it was counted.
In this example, there is a large difference between the previous (50) and current count (125) in the Stockroom area. It also shows that no invoices contained the item during this period. Verify that the current count is correct, and then add any missing invoices.
Note: Individual areas may show a stock error for the item which is fine. It's only an issue if there is a stock error for the item overall.
Submitting the Inventory
When you are ready to submit, tap “Submit Inventory”.
Then tap "Approve" to confirm the inventory count is complete.
Note: If submit the inventory while it has stock errors, you'll receive a notification. 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.