This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release.



Inventory Counts track the amount of Inventory a restaurant has at a given time. A completed Inventory Count becomes the Inventory Journal Entry in the Accounting Module with the distribution being calculated automatically and recorded on the count if GL Posting is enabled. As a count is entered, it is being compared against the previous count so that if an abnormality arises that may cause an entry to be inaccurate, an Alert Flag will be displayed next to the line item for further evaluation during the Review Process.


The Review Process allows for a quick view into the count itself, the Previous to Current Count Adjustment for both quantity and cost, and any alerts tied to an entry, which can be edited as needed. The Review Process provides a hierarchy of Approval by including a tiered level of Count Status: 'In Progress', 'Completed', and 'Approved'. Each tier limits lower level Security Roles from making changes while also allowing an additional step in the Approval Process, although that step can be skipped if needed.


Note: This feature is currently only available to Early Adopters.



Security


Users with the following Primary Security Roles will be able to Create, view, save, and import Inventory Counts and Templates:

  • Full Access
  • Accounting Manager
  • Accounting Clerk
  • Restaurant Manager


Users with the following Security Roles will be able to approve an Inventory Count:

  • Full Access (Primary)
  • Accounting Manger (Primary)
  • Approve Stock Count (Secondary)


Users with the following Security Roles will be able to unapprove an Inventory Count:

  • Full Access (Primary)
  • Accounting Manager (Primary)
  • Unapprove All (Secondary)
  • Unapprove Inventory (Secondary)


Users with the following Security Roles will be able to delete Inventory Counts and Templates:

  • Full Access (Primary)
  • Accounting Manager (Primary)
  • Delete Stock Count (Secondary)


Users with the following Primary Security Role will only be able to View Inventory Counts and Templates:

  • Read Only Operations



Navigation



To access both Inventory Counts and Templates, first click 'Smart Operations NEW!' listed in either the Operations or Scheduling module. 

  • Note: Users with the 'Restaurant Manager' Primary Security Role will be automatically directed to the Smart Ops home screen upon logging into the system.



When the Smart Ops home screen opens, click 'Inventory' under 'Food' to open the Inventory page. From this page, Users can create a new Inventory Counts or Inventory Count Templates and view a listing of all Counts and Templates by clicking their respective tab. 



List Functions



1) Counts Tab - This tab displays the details of all existing and current counts, including their Status ('In Progress', 'Completed', or 'Approved'), Location, Date, Total Count, Template Name, and the details about when it was created, modified, and Approved

2) Templates Tab - This tab displays the details of all existing and current templates, including their Location, and the details about when it was created and modified

3) Search Bar - This will filter the listing for the characters entered

4) + Create - This will enable the User to create a new Inventory Count or Inventory Template

  • Note: Ensure that the desired Inventory Template is created first

5) Table Views - This enables the User to create and edit saved views of this list. Simply click this icon and then either 'Save Current View' to save the new view or 'Edit Table Views' to edit the selected saved view. All saved views are listed above these two action buttons



6) Filter - This allows the User to create a filter for the table. Click the filter icon to open the 'Filter Columns' modal. Once open, click '+ Add Filter' to select the Column and Filter Type and then enter the Value that should be filtered. Select the 'Apply' button to filter the table for the information entered or click the trash can icon to remove a filter



7) Columns - This lists all of the columns available to display in the Daily Sales list. Check or uncheck a column name to include or exclude it, respectively, in the list. Columns can also be reorganized by dragging and dropping the desired column's rearrange iconwhere needed

  • Note: Columns will vary depending on tab

8) Excel - This will download the listed information into an Excel file

9) Refresh - This will refresh the listing



Inventory Counts: Create an Inventory Template


Inventory Templates can be easily setup and later utilized for an Inventory Count. Click here to learn how to create an Inventory Template.



Inventory Counts: Create an Inventory Count


By creating a new Inventory Count, Users are utilizing a previously-created Inventory Template. Click here to learn how to create and understand the layout of an Inventory Count.



Inventory Counts: Enter and Review an Inventory Count


After creating an Inventory Count, the count will need to be entered correctly and then reviewed for any discrepancies before being approved. Click here to learn how to enter and review an Inventory Count.