Click to view/hide picture.Use the Order Counts screen to enter Counts Worksheet information from a physical inventory; posting the information updates theoretical quantities but not costs (only the Valuation Count updates costs). The valuation method used is displayed in the title bar of the screen.
The items that appear on the Order Counts screen are those that have the "Order Counts" box checked on their Restaurant Inventory Items screen, regardless of whether the "Inventoried" box is checked or not. You can also filter the Order Counts screen (by checking "Hot Items Only") so it only shows items that have the "Hot Items" box checked on their Restaurant Inventory Items screen. See Hot Items for more information.
Compeat allows multiple users in the same restaurant to enter inventory counts into the Order Counts screen at the same time, but does not allow the posting or unposting of these counts if more than one user has the Order Counts screen open. See Multiple Users Editing for more information.
You can do multiple counts in a single day, which makes the Order Counts screen very useful for updating theoretical quantity-on-hand values before running Suggest Orders by Par Levels.
Note: When a Valuation Count is completed or posted, the quantities and costs immediately update your Order Count/Hot Count table. For example, if a hot count is being entered daily and a Valuation Count is entered every Sunday, the hot count does not need to be entered on Sunday. When the Valuation Count is completed or posted, that information will copy into your hot count automatically.
The Order Counts screen initially sorts items by position within location.
Click to view/hide picture.
Note: Items with no value specified will retain their pre-posting item quantity. If you wish to set a quantity to zero, you must enter a zero.
To speed data entry and help ensure accuracy, the counts screen displays in the same order as your counts Worksheet.
Enter the Purchasing Unit Quantity or the Inventory Unit Quantity or both. If you click on the row of a prep item, the Purch Unit Qty column head changes to Prod Unit Qty, signalling that you can enter the Production Unit quantity (instead of or as well as the inventory unit quantity), unless the prep item is supplied by commissary. Additionally, the Purch/Inv Unit column head changes to Prod/Inv Unit when a prep item is highlighted, reflecting the conversion factor defined for the prep item.
If there is an item that you did not count, and you want the quantity on-hand to remain unchanged, leave that item’s quantity field blank; if you enter a zero, that will set the item’s quantity on-hand to zero.
You can set all items in a location to zero quantity by clicking the Zero All Counts button, with the location selected. If an item quantity is left blank, the system will default to theoretical quantity on-hand. By setting all quantities to zero prior to entering your counts, when a quantity entry is omitted, it will be zero instead of the theoretical quantity.
You can use the Par Level and Hot Items Only filters at the top of the screen to limit the items that display.
Note: You can customize the appearance of a list by using
the Field Chooser to select which data columns to display. Simply click
on the Field Chooser icon
in the upper left corner
of the list and select the fields that you would like to display. The
system will remember your preferences for next time. To reset to the default
settings, right-click anywhere on the list and select Restore Default
Settings.
Quick Tip: If there is a field that you would like to see that is not visible in a list, open the Field Chooser to see if it is an option.
When you are ready, you can double-check your data entry of each quantity on-hand by clicking the Pre-Post Report button.
Note: You can control access to the Pre-Post Report by unchecking its box in the Screen Access tab of a group security definition.
Click to view/hide picture.
On the Pre-Post screen, besides using filters to limit your item view, use one of the following three options:
Print by Inv
Level, Detail
One way to verify that your inventory is correct is to run the pre-post
report using the "Print by Inv Levels, Detail" option. This
will sort your inventory by level categories and show the total on-hand
cost for each category. This report allows you to check for anomalies
in category cost. For example, if someone accidentally counted some
bar items by the bottle instead of the case, your liquor category
costs would be excessively high. You could then go back and correct
the particular liquor item problem before posting your inventory data.
See sample report.
Print by Inv
Level, Summary
If you select "Print by Inv Level, Summary" each inventory
item will be listed only once, with the total quantity from all locations
(presuming the "Location" field is blank). It looks like this.
Print
by Location
Another way to verify that your inventory is correct is to produce
a report by location. Select the "Print by Location" option.
This will produce a report that is sorted in the same order as the
Order Counts screen—
that is, by position within location—
but with the quantity on-hand values and calculated cost per item.
It looks
like this.
When your Order Counts screen data appears correct, click the Post button to post your data (you must have permission to post or unpost, configured under Screen Access). This commits the theoretical quantity-on-hand amounts. The results of the transaction can be viewed by selecting Reports menu > Inventory Activity submenu > Inventory Count Variance report. The posting also affects the Suggest Orders by Par Levels screen.
Note: If you are not sure that your inventory is correct, but you have new invoices to enter, you should go ahead and Post your current inventory. This locks in the prices for the current inventory so that new invoices do not affect it. If you do not post, and then proceed with entering new invoices, your cost per item could be incorrect.
Unposting
If you need to make adjustments to your inventory quantities after posting,
click the Unpost button from the
Order Counts screen, make the needed corrections, and then re-post. You
can repeat the post/unpost process as many times as needed, until it is
time to enter your next inventory count.
Important: If you believe an Inventory Unit per Container purchase unit description may be incorrect, resulting in an erroneous Pre-Post Report or Valuation Report, see Adjust Posted Vouchers.
