Article Contents

Introduction

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:

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

  2. or tap "Start Inventory" on the "Inventories" screen

    An arrow points to the

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.

List View

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.

When you go into a new area, it shows everything that was counted in the previous inventory.

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.

Counting Items

This section goes over how to count your items if using the Previous List.

Full Units

  1. Adjust the count with the + or - buttons, or leave it the same if the count is unchanged

  2. Swipe to the right to submit the count

    An animated gif showing an item being adjust and swiped in to the right.

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.

Cases

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.

An arrow points to an item that was previously counted as cases.

Enter the number of cases and units, and tap confirm.

An amount of 1 case and 5 units has been entered for a total of 30 units.

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:

  1. Use the visual mode and estimate the amount remaining

  2. Enter a weight manually

  3. Place on the supported Bluetooth Scale

If the item is no longer in stock, please see "Items With a Count of 0" below.

An arrow points to a weight based item that was counted in the previous inventory.

Visual

For any partial units/weights that were previously counted using the visual mode you’ll see a guideline showing what was submitted last time.

An arrow points to the indicator line showing what was counted last time.

Tap the current % amount and tap "Confirm".

An arrow points to the percentage that is left.

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"

The new weight has been entered manually into the app and the

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"

The item has been placed on the scale and the new weight displays.

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 don’t need to count it as 0.

You can either:

  1. Ignore it and move onto the next item on the list

  2. Swipe it to the left and tap hide

    An animated GIF showing an item being swiped to the left and tapping

  3. Tap the "-" button repeatedly until a hide icon appears. Tap "Hide" on the confirmation pop-up

    A GIF showing the hide button that appears when tapping the minus sign.

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.

You can:

  1. Switch back to the barcode scanner, and scan the barcode of the item or

  2. Tap the Search/Add button

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”.

An arrow points to the

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"

An arrow points to the

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 in-app prompt that appears when all areas display as

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

Consumption is the item's usage between the two inventory counts.

Consumption = Starting Inventory + Invoices - Ending Inventory

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:

  1. A miscount on either the previous or current inventory

  2. 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.

An arrow points to an item with a stock arrow, indicating to tap it.

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.

The item has been tapped and it shows a breakdown of where it is counted. The stock error is underlined for emphasis.

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.

Learn More:

Submitting the Inventory

When you are ready to submit, tap “Submit Inventory”.

An arrow points to the

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.

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