IMPORTANT NOTICE: The contents of this article are for the Legacy Stock Counts feature in the Legacy Ops module. Customers that are new to R365 as of 4/1/21 have been automatically updated to the new Smart Ops experience.
Customers that have been using R365 prior to 4/1/21 will be migrated to the new Smart Ops experience over the next several months. If you have received the Smart Ops experience upgrade, please refer to the updated article.
Stock Counts (Inventory Counts) are essential in the Restaurant365 Operations Module. Through the use of Stock Counts, Users can obtain an accurate snapshot of the inventory in their restaurants. A completed Stock Count becomes the Inventory Journal Entry in the Accounting Module with the distribution being calculated automatically and recorded on the Stock Count. Additionally, the quantities entered on Stock Counts are utilized in several reports in Restaurant365. Click here for more information on Stock Counts in Restaurant365.
Navigate to Stock Count Template List
The Stock Count Template list resides in the Operations Module in Restaurant365. Navigate to the Operations Module by selecting the Module Selector in the top left of the ribbon and selecting 'Operations'.
Next, navigate to the 'Inventory' subsection. Click on 'Stock Count Templates' tab to load the list of Stock Count Templates. The Stock Count records will be found under the Stock Count List. This and any future Stock Count will be found here.
Create Stock Count from Stock Count Template
A Stock Count can be created from a Stock Count Template in one of two ways:
- Open the Stock Count Template Record -> Hover over the 'Action' menu -> Select 'Use'
- Select the Stock Count Template Record -> Click 'Edit Selected' menu -> Select 'Use'
Upon 'Using' a Stock Count Template, a new Stock Count will open in a new browser tab.
Enter Count Quantities
On the Stock Count screen, the User will enter the count quantities. Count quantities can be entered in to the Stock Count in one of three ways:
- In the Browser window
- Via Excel Export / Import
- Via Restaurant365 Mobile App
In the Browser Window
For Users interested in performing counts using pen and paper, the 'Count Sheet' can be printed via the 'Action' menu. Hover over 'Action' and select 'Print Count Sheet'.
This action will generate a Count Sheet that can then be saved as PDF and physically printed for performing Inventory Counts.
Upon completion of the Count, the User would then take the completed Count Sheet and enter the Count Quantities in to the Stock Count in Restaurant365. This process is accomplished in the Stock Count window by clicking in the respective 'Quantity' fields and entering in the count quantity.
- Note: the User can utilize the 'Tab' key on their keyboard to go from one field to the next until the completion of data entry
Click to watch an animated GIF of Stock Count Manual Entry.
Via Excel Export / Import
For Users interested entering count quantities in to Excel and then importing the count quantities in to the Stock Count in Restaurant365, this can be accomplished 'Export Count Sheet'. Hover over 'Action' and select 'Export Count Sheet'.
This action will generate an Excel version of the Stock Count that can then be updated with the quantities from the inventory count. The User would then update the quantities in each 'Qty' column. Column F (below, red) is the 'Qty' for the 'Inventory U of M' (found in Column E). Column H (below, green) is the 'Qty' for 'Count U of M 2', and column J (below, orange) is the 'Qty' for 'Count U of M 3'. Click here for more information on Multiple Count U of Ms.
Upon completing the count quantities in the Excel file, save the file as a CSV and return to the Stock Count in Restuarant365.
Click the 'Import Stock Count' button on the Stock Count screen and select the file that was just updated and saved in Excel.
Once the upload has concluded, the Stock Count quantities will be updated to reflect the values in the Excel file. Click here to watch an animated GIF of Excel Count Sheet Import.
Via Restaurant365 Mobile App
Click here for detailed instructions on how to Perform Stock Counts via Mobile App.
Save the Stock Count
When the Stock Count has been completed, ensure to Save the Stock Count via the 'Save' menu. A saved Stock Count can still be edited by Restaurant Manager Users.
In addition to saving a Stock Count, Users can mark the Stock Count as Complete to signify to an Accounting User that the Stock Count is ready to be Approved. Marking the Stock Count as 'Count Complete' will also perform the Save function to save the Stock Count data. Hover over the 'Action' menu and select 'Count Complete'.
Stock Counts that have been marked as 'Count Complete' will have the value of 'Yes' in the 'Count Complete' column in the Stock Count list.
Approve the Stock Count
The final necessary action is for a User with the requisite Security Role to Approve (lock) the Stock Count. When Approved, the Stock Count will have an affect in the Accounting Module. Users with the 'Accounting Manager' Security Role have the ability to Approve Stock Counts. Additionally, Users with the Secondary Security Role 'Approve Stock Count' have the ability to Approve Stock Counts.
Edit an Approved Stock Count
An Approved Stock Count may need to be edited due to many reasons, including the need to update an error causing Item Costing issues. Users with the Account Manager role will be able to edit an Approved Stock Count. Click here to add Security Roles or to see Security Role Descriptions. Please work with the Restaurant365 administration to request additional access.
There are two ways to edit an Approved Stock Count:
1) Unapprove and Edit - Modifies the 'Quantity' and 'U of M' fields
2) Click Edit Button - Modifies only the 'Quantity' fields
If a User does not want to 'Unapprove' a Stock Count, select the Approved Stock Count record that needs to be changed and double click to open it in a new window. Navigate to the the 'Stock Counts' list in the Inventory subsection. Then, use one of the two following methods to edit the Stock Count: in the Browser and via Excel Import View.
In the Browser
After choosing the desired Approved Stock Count, click the 'Edit' button located on the right-hand side of the header below 'Location' and 'Count Time'.
1) New Row - The 'Edit' button will drop down a new row that allows for a new Stock Count Entry to be added
2) Quantity Edits - This feature will allow Purchased Items to have their Quantities edited in relation to their 'U of M' field
Entries will be recalculated and saved automatically without Re-Approval.
- Note: If the GL posting is enabled (Green), changing the Stock Count Quantities will recalculate the Distribution Accounts and affect the Cost of Goods Sold and Inventory Numbers. If the GL posting is disabled (Red), no effect will take place in these areas
Via Excel Import View
Hover over 'Action' in the Tool Bar and click 'Export Count Sheet'. An Excel document will be be downloaded at the left-hand bottom of the screen. Click and open this document.
When the document opens, note the 'Quantity' tabs in Column F, Column H, and Column J. Update the quantity values as needd and then save the file as CSV.
Return back to Stock Count record and click 'Import Stock Count'. Entries will be recalculated and saved automatically without Re-Approval.
- Note: If the GL posting is enabled (Green), changing the Stock Count Quantities will recalculate the Distribution Accounts and affect the Cost of Goods Sold and Inventory Numbers. If the GL posting is disabled (Red), no effect will take place in these areas.