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Updated on 1/26/2018
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Inventory Reconciliation at the End of the Day

To be able to work with inventory documents, grant employees appropriate permissions. For more details on the permissions required to handle storage operations, see the Separation of permissions .

Create an inventory reconciliation document to register the number of pre-prepared items and goods remained in stock at the end of the day. For this:
  1. Go to Inventory Management > Inventory Reconciliation.
  2. Click Create .
  3. In the Number field, edit an automatically generated number of the document if necessary. The number may be not available if the numbering system lacks some required data. In this case, the system will prompt to generate the number at the time of saving the document.
  4. Specify the day of the inventory reconciliation in the Date field. Document creation time is set in the outlet settings. As of this date and time, actual and book balances are matched in the system.
  5. In the Storage field, select the name of the storage where you want to carry out inventory reconciliation.
  6. Complete all the inventory steps.
Step 1. Inventory of prepared items and pre-prepared components.
  1. Count pre-prepared components and prepared items that have no ingredients written off yet and add them to the table: choose the name and specify the actual quantity. Those might be:
    • Items and pre-prepared components whose ingredients are only written off at the sale (the “Write off ingredients” method)
    • Items and pre-prepared components which have not been accounted in the cooking record, meaning that their ingredients have not been written off.
  2. To quickly populate an inventory reconciliation list, select the Fill with all prepared components , Fill with all items or Fill in balance, flow and category items in the Actions menu. The document will have pre-prepared components and items (with the “Write off ingredients” method and recipes) added.
    Information For your convenience use shortcut keys when the list   is being populated  . Enter the value and press  Enter. Hold the  Ctrl  key and press  End  or  Home  to move to the first or the last row, respectively.
  3. Click Next.
    Information You can return to the previous step to correct any calculation errors. For this, click  Back .

Step 2. Entering stock balance  The goods that were used in cooking pre-prepared food and items and specified during the first step have already been counted by the system and inserted in the table.

  1. Now you have to specify the stock balance as well as items and pre-prepared components that were booked in under cooking records:
    1. Select the required product from the Product drop-down list.
    2. If an item has various packages or it is a part of a pre-prepared component counted at the first step and requires its stock balance to be entered in the system, add a new row. For this, left-click the item and select  Add current item from the shortcut menu. The new row will merge with the existing one and their totals will be accounted. This particular value will be compared with the book balance.
    3. Inventory list may be populated automatically:
      • Stock list items. For this, go to Actions  and select Fill with all products or Fill with all prepared components .
      • Items that on the date of inventory reconciliation had positive or negative stock balance or there was a movement. You may sort them by a specific group or accounting category. For this, click Actions and then Fill in balance, flow and category and select the required item.
  2. Enter the actual stock balance and click Save at the end of the row. The system will show the book balance, match it with actual figures, and record the difference. If a discrepancy occurs, you may recount the item’s balance. However, the correction will be registered in the system. To save all the document items all at once, select Save all in the shortcut menu.
  3. Information The inventory document will be automatically saved once the book balance for at least one item is calculated.
    If you are granted a special permission - “Fill in book balance in inventory reconciliation record” ( B_FIBR ), you may populate the Actual qty column with the book balance. For this, click Fill in book balance and select the population option:
    • Fill all - all listed items will have their book stock balance (at the time of the inventory reconciliation) automatically filled up.
    • Fill zero - book balance will be inserted only in the unsaved rows with zero quantity.

    To get reliable inventory figures, enter the actual quantity of product in the required rows.

  4. The display of goods on the list is customizable. For this, check the required items.
    • Calculated only - the list will have only zero quantity goods displayed.
    • Step 1 items only - ingredients of pre-prepared components and items specified at step 1 will be displayed.
    • Saved only  - items that have their quantity recorded (the Save button is depressed) will be displayed.
  5. If you edit recipes of items and pre-prepared components retrospectively (e.g. due to regrading) that have been broken down into ingredients at the first step of inventory, you may recalculate them at the second step. Click Recalculate Step 1 to change the inventory reconciliation data.Modified rows will be highlighted in pink.
  6. Information To delete all unsaved remainders with zero quantity, click  Delete zero. To delete a particular item from the list, select the corresponding option in the shortcut menu.
  7. Click Next.

Step 3. Complete inventory reconciliation This table displays all stock surpluses and shortages (if any) as well as remaining quantity of goods in stock. By default, products on this list are grouped by the stock list group they belong to. To reset this grouping, select Ungroup. You have also an option to view the inventory reconciliation results only those items which have surpluses or shortages. To do this, check Discrepancies only.
  1. Select an account to write off the surpluses and shortages to. The system provides for the standard options by default.
  2. To include these expenditures (or receipts) with a certain concept in reports, select it in the Concept field.
  3. To create an inventory statement that will provide inventory reconciliation results using the INV-19 form or a simplified form, as well as an inventory register using the INV-3 form, click Print and select the required form.
  4. To print the inventory reconciliation results as they are given in the table, click Print > Inventory results with regard to groups while in step 3.
  5. Click Save and Close. By default, the inventory reconciliation is saved and posted, that is why the Post box is checked. If you do not want to post this document at the moment, remove the tick.
You can export the list of goods to Excel at each step of inventory reconciliation. For this, select Actions > Export to Excel.
If you find a product with a documented shortage:
  1. Find this document on the list and double-click. The inventory Step 2 prompt appears.
  2. Click Recalculate in the row corresponding to the product the quantity of which you wish to edit. This row becomes inactive and a new row for entering the new quantity of this product in stock appears at the bottom.
  3. Enter the total quantity of the product (not just a shortage or a surplus) and click Save at the end of the row.
  4. Save the document For these changes to have an effect on the company’s account activity, repost the document. For this, check the Rep osted  field.