Counts

Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

Why It's Important

1) Inventory counts help you monitor your available stock and determine the total value of your inventory.
2) Counts indicate the cost of running your business over a specified date range.
3) Opening level + purchases – closing level = Actual Usage. This is determined by your counts.

Counts are calculated as having been taken at the close of business (end of day). Entering counts, then invoices or sales for the same day will result in the counted items having taken place AFTER the invoice and/or sale.

If you have multiple products of the same item and you want your On Hand to be accurate you will need to put all products in a location. You will NOT need to count each product, just one from each ingredient. This allows you to zero out all products before a count. Read about ghost locations for multiple products.

When you receive products and enter an invoice, we update the On Hand quantity for that product. However, if the product is not assigned to a specific location, reciProfity cannot adjust it to zero when you conduct inventory counts. As a result, the On Hand quantity for that product will remain unchanged, which can lead to inaccuracies in your On Hand totals after the count.

How To Use It

Create Locations
Create templates for your counts
Assign Products to Locations
Take A Count
Edit and View Counts

Let's get started

1) Click on the hamburger menu in the top left corner
2) Expand the Manage Inventory menu
3) Click on Counts

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Create Locations

1) From the main Counts screen, click on Locations.



2) On the following screen, click the New Location button.



3) Enter your location name and, if applicable, add sub-locations.
A sub-location can be something like Top Shelf, or any indication of where the product is in the location.
When you implement a physical count, you count everything in each sub-location.
After you enter a sub-location, press the green plus button to save the changes.

While the above paragraph mentions creating multiple Locations and Sub-Locations, it is advisable to keep the Locations structure simple until you have a comprehensive understanding of the various inventory management components and their interconnections.

If you order the same products from multiple vendors, please read this article which relates to assigning products to locations.

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Create templates for your counts.

1) From the main Counts screen, click on Templates.



2) Click the green +New Template button.



3) Give it a name. In this example, it's called "All Locations." One template is all you need; however, you can create multiple templates to meet your needs.

Click each Location that you want to appear on your count sheet



4) You'll see each location that you click in the column called Count These Locations on This Template



5) When you are ready to begin counting, you will see a list of the available Templates. You can either choose a single template for All Locations or create specific templates for different locations. It is essential to have a Ghost Location in order to account for non-active products.

The purpose of using templates is to reuse the same one for every counting activity. There is no need to create a new template for each inventory count exercise.

Templates enable you to select specific locations for inventory counting. If you count all your inventory together each time, you'll only need one template that contains all locations. However, if you prefer to count certain items more frequently, such as expensive items like wine or steaks, you can create additional templates. For example, you might have one template called "Weekly Count" for general inventory and another called "Nightly Wine Count" specifically for tracking wine. 

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Assign Products to Locations

1) From the main Counts screen, click on "Products"

Please note that ingredient descriptions are used in recipes, while product and prep recipe names are found in Count Sheets, Locations, and Templates. Ingredients themselves do not hold inventory; it is the ingredient products and prep recipes that maintain the on-hand value.

2) Type in the product name OR item code in the "Filter Products" box.

Rember, you type the product name, not the ingredient name. In the example below, "butter" returns two "butter, no salt" products. They are both linked to the same ingredient. Technically, this product can be used in two different production teams and stored in their respective storage locations. For today's exercise, we will keep it simple and place both products in the "Walk-in Cooler".

3) Choose the location you want to add them to by selecting from the "Select Location" drop-down menu.

4) Click the button to add the product to the location. 

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Take A Count

To insure that all your On Hand is correct zero everything out when you start a new count. Here is how to automatically zero out your on hand before taking a count.

If you would like to add items to a PO while taking a count click here to enable that feature.

1) From the main Counts screen, click on "Products."



2) On the following screen, you have a choice to Import or +New Count. Select +New Count.



3) Select a template from the drop-down menu. Enter the date. The "counted by" and "verified by" fields are optional, however, it's recommended to use them so there is an audit trail of who conducted the count.

Leaving a count blank will NOT zero it out. reciProfity will use the LAST count for this product. reciProfity can automatically zero out counts before each count session. 

Enter your counts for the packages and/or units for the items on the screen. 

Use the arrows to scroll through your different locations and enter counts for each item. 

When you are done, select "save and new" to start a new count or "save and close" to save and exit. You can hit "save" at any point while taking a count to save it while you are working. You can always go back and edit it later.

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Edit and View Counts

A count sheet can be viewed and/or edited after it is saved.

1) Click on the Counts icon to open the Count Sheet Journal, displaying all previous Counts.

Column Headers:

Template: this is the template used. 
Counted At: The count sheet effective date. 
Locations: number of locations associated with the template.
Products: number of products associated with the template

2) Click on any count sheet to view or edit it.

3) Make changes to the date, the item count, or add it to a PO.

4) Click the  button to keep your changes, or to discard them.