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


After creating a new Inventory Count, the User is then able to complete the count by filling in each item's current quantities. Alert icons will appear as a count is entered to show which items are both within and outside of the typical count amounts. The Count Reviewer can then assess these icons to determine if discrepancies exist before finalizing the Inventory Count.


This training article reviews how to enter and then review an Inventory Count.



Enter an Inventory Count



The Inventory Items for the selected Storage Location will be displayed in the order entered on the Inventory Template and list the Cost and the Units of Measure for each item, as noted on the Item Location Record or Purchased Item Record if no Item Locations are set up. The first entry amount will be automatically highlighted under 'Unit of Measure 1' for immediate entry. Enter in the amount for the first item and click 'Enter' on your keyboard to move to the next Inventory Item entry. Pressing 'Tab' on your keyboard will move the cursor to the 'Unit of Measure 2' and 'Unit of Measure 3' fields and then the next item in the sequence once all Units of measure have been tabbed through on the previous item.


At the end of each line, one of two icons will appear when an entry is made:

  •  - This check mark icon will display if the entry made was the same or a similar amount to the last Inventory Count
  • - This Alert Flag will include a tool tip to describe the alert as one of the following, which can be later updated in the Review process:
    • 'Less than Half' - This will display if the entry is half or less of the item entry from the last count
    • 'Twice as Much' - This will display if the entry is double or more of the item entry from the last count
    • 'Assume Zero' - This will display when the system entered a '0' quantity because the item was missing from the current count but was present on the last count
    • '0 Quantity' - This will display when '0' was entered for this count but had a quantity entered in the last count



Continue until all items have their count entered and then click the Storage Location name in the bottom, right-hand corner of your Inventory Count sidesheet to move to the next Inventory Items listing. 

  • Note: Users can navigate between Storage Locations through this bottom bar or click thebutton located just above the Storage Location name in the header to return to the initial listing of all Storage Locations



Upon returning to the Storage Locations listing, each Storage Location will display the percentage of count completion to show which counts still need to be completed before a Review is conducted. 


Each count will autosave, so when completed, close out of the window or begin the Review process.



Review Inventory Counts


Inventory Counts will need to be reviewed before marking the count as 'Complete' and/or 'Approved'. To initiate the Review process, select the desired Inventory Count and then click 'Review' in the Inventory Count modal. This will open the Review modal.



1) General Information - This header includes general information about the Template used for that Location, including the name of the team member who took the count and the date the count was made

2) GL Posting - This toggle enables the Inventory Template to post to the General Ledger when toggled on. If toggled off, the Inventory Count will not have an impact on the General Ledger

3) Uploaded Files - This enables any other relevant documentation to be added to the count if desired. Accepted File Types include PDF, PNG, or JPG

4) Review Tab - This tab lists the count and enables the User to correct any necessary count amounts. Alert Flagswill be displayed on this screen for a quick view into any abnormalities in the count and can even be filtered via the Alerts Filter (#10). These alerts include the following:

  • 'Less than Half' - This will display if the entry is half or less of the item entry from the last count
  • 'Twice as Much' - This will display if the entry is double or more of the item entry from the last count
  • 'Assume Zero' - This will display when the system entered a '0' quantity because the item was missing from the current count but was present on the last count
  • '0 Quantity' - This will display when '0' was entered for this count but had a quantity entered in the last count

5) Details Tab - This tab displays all Items, regardless of Storage Location, and the details about their entry, including the Total Cost, the Previous Count Cost, and the Adjustment (the difference between the Previous Count Cost and the Current Count Cost). This tab can easily be exported via the Excel icon

6) Distribution Tab - This tab will only appear when GL Posting (#2) is toggled on and includes the Account Number, the amount Debited and Credited, and the corresponding Location and Legal Entity. This tab can easily be exported via the Excel icon

7) Items Tab - This tab provides a final look into the quantity and cost for both the previous Inventory Count and the current Inventory Count. This tab can be filtered by Alert Flags (#10) and can easily be exported via the Excel icon

8) Search Bar - This enables the User to filter for a specific Item on any tab 

9) View All - This will display all items included in the count

10) Alerts Filter - This will filter for items that were marked with an Alert Flag

11) + Add Item Button - This button will enable the User to search for a specific item to add to the Inventory Count. A prompt will appear asking whether the item should be added to the Template. Clicking 'Count and Template' will add the item to the template for the current and future counts while 'Count Only' would only include the item in the current count. Clicking 'X' will exit out without adding the item to either the count or template



12) Approve Button - Clicking this button will lock any role from editing the count. While the 'Complete' button can be clicked as an extra step before Approval, it does not have to be marked as 'Completed' to be 'Approved'. Once clicked, the status of this count will be labeled as 'Approved' in the Inventory Count listing

  • Note: When clicked, the 'Unapprove' button will take its place

13) Complete Button - Clicking this button will lock any Restaurant Manager Role from editing the count and marks this count ready for the Approval process. Once clicked, the status of this count will be labeled as 'Completed' in the Inventory Count listing. Clicking 'Unlock' will reopen the count for Manager edits

  • Note: The 'Unlock' button is only available to Users with Approval access

14) Inventory Count Review Menu - The Inventory Count Review Menu includes the following actions:

  • Export Count Sheet - This will export the count sheet to Excel so that entries can be made on the home computer and then imported back into the system
  • Import Count Sheet - This will import the count sheet into the Count Screen
  • Print- The following print options are available:
    • Print Count Sheet
    • Print Count Review
    • Print Transaction Summary
  • Share Email Link - This will share a link to the Inventory Count in a pre-formatted modal
  • Delete- This will enable the User to delete the Count
    • Note: When the count is marked as 'Approved', the delete option will not be available

15) Expand - This will expand the modal to full screen. Once expanded, this icon can be clicked again to minimize the modal back to its original size

16) Close Out - This will close out the modal