Understanding Count Reports – reciProfity

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

Why Inventory Counts Matter

Inventory counts help you keep track of what you have on hand and how much it’s worth. They also help you understand how much product you’ve used over time.

Here’s how that works:

You start with your opening inventory
Add any purchases you’ve made
Subtract your closing inventory

To understand how much product you’ve actually used, reciProfity uses this formula:

Opening Level + Purchases − Closing Level = Actual Usage

That gives you your actual usage based on what you started with, what you added, and what’s left.

When Counts Are Recorded

reciProfity treats all inventory counts as if they happen at the end of the day. If you enter a count and then record an invoice or sale for the same day, the system will assume the count came after those transactions.

This timing affects how your On Hand values are calculated, so it’s important to enter counts and transactions in the correct order.

How Product Assignment Affects Counts

If you’re working with multiple products for the same ingredient—for example, tomato sauce from two different vendors—you’ll want to make sure all those products are assigned to a location. That way, you can zero them out before a count and avoid leftover values from previous invoices.

To learn more about ghost locations for handling multiple products, read this article.

Why Location Assignment Matters for Invoices

When you receive products and enter an invoice, reciProfity updates the On Hand quantity for that product.
But if the product isn’t assigned to a location:

It won’t be included in your next count.
Its On Hand value won’t be reset.
Your totals may be inaccurate after the count.

How To Use It

To get started with inventory counts in reciProfity,

Click on the hamburger menu in the top left corner
Expand the Manage Inventory menu
Click on Counts

Then, follow these five steps:

Step 1: Create Locations
Step 2: Create Templates for Your Counts
Step 3: Assign Products to Locations
Step 4: Take A Count
Step 5: Edit and View Counts

Step 1: Create Locations

From the main Counts screen, click Locations.
On the following screen, click the New Location button.
Enter a name for the location. If needed, add sub-locations (e.g., Top Shelf or Freezer Left Side) to reflect where products are stored.
- During a physical count, you’ll count everything in each sub-location.
- After entering a sub-location, click the green plus button to save it.

Keep your location structure simple until you're familiar with how inventory components work together.

If you order the same products from multiple vendors, read this article to learn how to assign those products to a location.

Step 2: Create Templates for Your Counts

From the main Counts screen, click Templates.
Click the green +New Template button.
Name your template (e.g., All Locations). One template is usually enough, but you can create more to suit your needs.
Click each location that you want to appear on your count sheet

These will appear in the Count These Locations on This Template column.
When you begin a count, you’ll choose from your saved templates. Use a Ghost Location to account for non-active products.

Templates are reusable. You don’t need to create a new one for each count. If you count all inventory at once, one template is sufficient. If you count certain items more frequently—like wine or steaks—you can create additional templates (e.g., Weekly Count, Nightly Wine Count).

Step 3: Assign Products to Locations

From the main Counts screen, click Products.
In the Filter Products box, type the product name or item code.
- Use the product name, not the ingredient name.
- For example, typing “butter” may return two “butter, no salt” products linked to the same ingredient. These can be used by different teams and stored in different locations.
From the Select Location drop-down, choose where to assign the product.
Click the add button to assign the product to that location.

Remember: Ingredients are used in recipes, but only products and prep recipes hold inventory and appear in count sheets.

Step 4: Take A Count

Before starting a new count, zero out your On Hand values to ensure accuracy. Learn how to enable automatic zeroing here.

If you want to add items to a PO while counting, Click here to enable that feature.

From the main Counts screen, click Products
On the following screen, you have a choice to Import or +New Count. Select +New Count.
Select a template and enter the count date.
- The Counted By and Verified By fields are optional but recommended for audit tracking.
  
  Leaving a count blank will not zero it out. reciProfity will use the last recorded count for that product unless you enable automatic zeroing.
Enter counts for each item’s packages and/or units.

Please note: these values are used in the Actual Usage Report to calculate inventory usage.
- Pack Count reflects the number of full packages counted.
- Unit Count captures any additional units beyond full packages.

Both values are pulled directly into the Actual Usage Report when the count date falls within the selected reporting range.
Use the arrows to scroll through each location in your template and enter counts for the items stored there.
When finished, click Save and New to start another count or Save and Close to exit.
- You can click Save at any time and return later to complete or edit the count.

Step 5: Edit and View Counts

You can view or edit any saved count sheet.

Click the Counts icon to open the Count Sheet Journal, which lists all previous counts.

Column headers include:
- Template: The template used for the count.
- Counted At: The effective date of the count.
- Locations: Number of locations included.
- Products: Number of products counted.
Click on any count sheet to open it.
Now, you can make changes to the date, the item count, or add it to a PO.
Click the button to keep your changes, or to discard them.

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