There are several reasons your Count totals may not match your On Hand report:
Ingredients with an old On Hand:
Most likely you have ingredients that are not in locations and have not been zeroed out on your count sheet. If you have ingredients that are not in a location, even if you are not currently purchasing these items they may have an old on hand (from a previous count or from an invoice). That on hand will be added to your current on hand. Make sure you add ALL your ingredients to a location. If you are not counting these ingredients put them in a location called Not Counting (or any name you wish). Then when you zero out your counts it will zero out ALL ingredients so you start fresh.
To see which ingredients are NOT on your count sheet go to Counts/Products then click Show Products Without Locations:
Sort the On Hand by Group:
1. The first thing to do when there’s a mismatch is sort your On Hand by Group. So drag and drop the Group column header to the top of your On Hand report (see the image below).
2. In the On Hand scroll through and look at the Groups and match them to the Groups on your count sheet. Are you missing Groups in your Count Sheet?
3. Match the Group Total in the On Hand report against the total in the group for the count. If there is no match (generally the dollar amount is higher in the On Hand) this is because you may have received goods for new items after the count was taken.
Counts and blanks vs. zero
2. When you take a count and leave a quantity blank reciProfity retains the previous count (and any invoices, sales and adjustments) as the On Hand.
Yes, you CAN set counts to zero out whenever you start a new count. Follow these directions.
A blank is NOT a zero. If you have not set Zero Out Counts and if there is nothing on hand for that item and you want to indicate this make sure you put a zero in the quantity field.
2. Run an actual inventory journal and look to see if any Counts were done AFTER the dates of the transaction in question. A later date will override the on hand recalculation. Also look for invoices and adjustments!