Inventory Count (Basic Aspects)

Created by Nefhy Webster, Modified on Thu, 9 May at 4:20 PM by Nefhy Webster

Estimated reading time: 6 minutes

It is a process of reviewing and verifying the products held in inventory. This process is important to ensure that the quantity of goods in a company's inventory matches the accounting records, and to identify any discrepancies or deviations that may exist.

Inventory Count Functions
- Count Panel
Creating Inventory Count
View Inventory Count: Inventory Review
Permission Settings

Inventory Count Functions

With these functions, you can manage and track inventory, as well as generate reports showing sales and existing product levels, and use this data to make informed decisions, such as ordering more supplies or adjusting prices.

Through the screens in this section, you can access various features designed to streamline inventory counting. Below, we will delve into the explanation of these areas and how they contribute to the inventory counting process effectively.

Count Panel

The main purpose is to offer a clear and accurate representation of numerical data and relevant information within the established time. It serves as a visual tool that aims to concisely and comprehensively display the information obtained after the physical count.

This screen displays detailed information about the physical stock levels of each product and allows for inventory limits to be set.

Segment	Description
Inventory Count	This field records the established description (Name) for the count.
Warehouse	From here, the location of the products when the count was conducted is established.
Created by	This identifies the name of the user who created the count.
Status	This indicates the condition in which the count is; it can be Pending and Processed.
Date	This is the time when the count was conducted.
Items	This records the quantity of products included.
Buttons	These are presented in two forms, depending on the count status, as each one allows working with the count differently. (Note: This field is not titled). Pending Count: Update, View, Delete, and Download. Processed Count: View and Download.
Export/Import	Counts can be downloaded and inputted in bulk to easily review information or record the current inventory.

Creating Inventory Count

From here, you can keep detailed track of physical inventory and assign a responsible user for the task, while automatically comparing physical inventory with that recorded in the system, thus updating product stock levels as necessary to ensure accurate management.

Inventory Count

Segment	Description
Name	Refers to the description of the count to be carried out. It is important that the name is clear and specific to avoid confusion and errors in the count. (Note: It is relevant to assign a name to visualize the product list).
Date	Sets the actual moment when the count is conducted.
Observation	Refers to any comments that the person in charge of the count wishes to add during the physical count (Note: This observation is visible during the modification of the count).
Status	Pre-established by default to track the count process. Pending: Set when the count needs to be completed at a later time or when it needs to be monitored by one or more people. Processed: Once the count has been completed and the relevant considerations made, it is set to processed, understood in the system as closed.
Subtract movements after date	This option is used during inventory counting to reflect changes in inventory after the physical count. It allows subtracting sales and adding purchases to the count result, thus updating inventory accurately; if we don't use the option, the system will display the data from the physical count as found, without considering subsequent sales and purchases.

Information

Segment	Description
Warehouse	Here, the warehouse from which the count will be conducted is selected. (Note: The system provides the Production and Warehouse warehouses by default. The Warehouse field can always be accessed from Settings to edit Warehouse or create any other required warehouse. However, products intended for sale must be registered in Production).
Product	If the count is based on a list external to the system, the name of the registered product is added in this field.
Add Product	Once the Product name is registered, this icon is pressed to update the Product List.
Add All	With this field, all Products in the system's inventory can be added. (Note: All products in the system are registered in inventory. By selecting Add All, sub-recipes and ingredients will be included).
Category	The name of the Ingredient Category is entered in this section. (Note: In this section and in the Product section, the system will present existing names to facilitate search as you begin typing in these fields).
Add Category	After registering the Ingredient Category for which the count will be conducted, this icon is pressed to load all products added in that category.
Delete All	All Products added to the list are deleted from here.
Product Listing	Products will be registered here as they are added to the count (Note: The listing can be viewed once products to be included in the count are started to be added and once the Name field has been filled).
Save Inventory Count	All information registered in the count is saved here.

Product Listing

Segment	Description
Image	Facilitates product identification. (Note: Must be set when creating the product in the system, in the Inventory Panel > Ingredients).
Code	This is the unique sequence designated to the product. (Note: Must be set when creating the product in the system, in the Inventory Panel > Ingredients. If no code has been previously established, the system will add one by default).
Product Name	This field displays the product description and allows easy differentiation, whether it is an ingredient or a sub-recipe.
Current Quantity	This is the figure previously recorded in the system for the product.
Count Quantity	This is the value entered after the physical count. (Note: This field is displayed in blue and with a dashed line to highlight that it can be modified).
Product Unit	This is the measurement parameter used for the product at the time of counting. (Note: This field is displayed in blue and with a dashed line to highlight that it can be modified).
Delete Product	A product can be removed from the count list using the icon at the end of each line. (Note: This field is not titled).

View Inventory Count: Inventory Review

It is an essential tool that provides a thorough and structured perspective of the results associated with the count conducted. (Note: In the system, it can only be viewed upon saving the count).

Once the count is saved, access the Inventory Review Panel to view and consult the registered information, perform analysis of the results, and verify their accuracy. If the count is in pending status, possible errors can be corrected and the status changed to Processed from this panel.

Permission Settings

The objective of this section is to facilitate the management and assignment of the necessary permissions to users involved in the counting process.

It is important to configure the appropriate permissions to ensure that only assigned members have access to the counting section. To achieve this, it is necessary to access from the Settings > Role section. This way, the integrity of inventory data is ensured, and unauthorized access is prevented.