How to run an inventory check in the management console

Create an  inventory check in the management console under Inventory → Inventory checks. Enter the actual stock quantities of products, and Poster will compare them with the expected quantities and show the difference in quantity and cost. After you run the inventory check, the stock levels in the storage location will automatically change to match the actual quantities you entered.

An inventory check can be conducted by the owner, manager, or any employee whose position has access to the Inventory section. If an employee does not have access to the Inventory section, they will not see it in the management console and will not be able to run an inventory check.

How to create an inventory

1. Open Inventory → Inventory checks in the management console.
2. Click Add.
3. Select the storage location where you plan to run the inventory check.
4. Select when you plan to check the stock:
   
   — Retroactive and specify the date and time as of which you counted the actual stock;
   — Current, if you are counting the stock now.
5. Select the inventory check type:
   
   — Full, if you want to check the stock of all products in the storage location;
   — Partial, to count the stock of specific products or categories. Find them using quick search and select the checkboxes.
6. Click Save.
7. Fill in the Actual balance column. Enter the quantity of products and ingredients in the storage location so that Poster can automatically calculate the difference in money and quantity.
   
   ☝️ The Initial balance column shows the stock based on the previous inventory check, so supplies and expenses are shown for the period since the last inventory check for each product.
8. Click Run an inventory check.
   
   

After runing the inventory check, the stock of products and ingredients in the storage location changes to the actual quantities.

☝️ Run the inventory after closing the cash shift or on a day off. During sales, products and ingredients are deducted from the storage location, so the stock changes while you are counting and discrepancies appear in the inventory check.

If you count the stock on paper, print the inventory checklist.

To count stock from a tablet or smartphone, use inventory check in the Poster app.

Frequently asked questions

Why is a product or ingredient missing in the inventory check

The inventory check shows products and ingredients that had stock movements during the inventory period. For example, you added a supply, processed sales, transferred, or deducted products.

If the required product or ingredient is missing from the inventory check:

• create a supply of the product to the storage location where you are rening the inventory, within the inventory period;
• change the inventory check date and time so that the product's stock movement falls within the required period.

How to include prepared dishes,preparations, and manufactures in the inventory check

If there are prepared dishes or preparations in the storage location when you conduct the inventory, count them separately:

1. In the open inventory, select the Dishes and preparations tab.
2. Enter the Actual balance for each dish or preparation.

Poster will convert these quantities into ingredients and show their quantity in the Actual bslsnce in the Dishes and preparations column.

If you use manufacture, open the Manufactures tab in the inventory check and enter the actual balance for each manufacture.

How to find the reason for a shortage or surplus in the inventory

If the actual stock does not match the expected stock, review the product or ingredient movements for the inventory period. The inventory table shows how the expected stock was calculated.

• Initial balance — the quantity of the product or ingredient at the beginning of the inventory period.
• Supplies — the quantity of the product or ingredient added to the storage location through a supply or transfer. Click ▼ to view the details.
• Sales — the quantity of the product sold or ingredients used in sold dishes. Click ▼ to view the data.
• Waste — the quantity of the product or ingredient manually deducted from the storage location. Click ▼ to view the deductions.
• Expected balance — the quantity that should remain in the storage location after all supplies, expenses, and stock deductions.

Compare the actual and expected stock. If the actual stock is lower, you have a shortage. If it is higher, you have a surplus.

What happens to open partial inventory checks when you conduct a full inventory check

If there are open partial inventory checks in the storage location and you run a full inventory check for a period that covers them, Poster will automatically close these partial inventory checks.

The full inventory  check replaces them because it covers all products and ingredients in the storage location for this period.

How to change the inventory check date and time

1. In the open inventory check, click Change settings in the upper-right corner of the screen.
2. Specify the new date and time.
3. Click Save changes.

☝️ If you have already conducted the inventory check  and then opened it for editing, you will not be able to change the inventory period.

How to correct an error in a conducted inventory check

If you entered incorrect stock quantities, open the conducted inventory for editing:

1. Open Inventory → Inventory checks in the management console.
2. Click View next to the required inventory.
3. Click Open inventory check and edit.
4. If necessary, correct supplies, stock deductions, transfers, and manufactures that took place before the date of this inventory check.
5. Enter the correct actual balance and click Run an inventory check.

☝️ Only one inventory check can be open for editing for a storage location at a time.

How to delete an inventory check

You can delete only the latest inventory check for a storage location.

1. Open Inventory → Inventory checks in the management console.
2. Click  • • •  next to the latest inventory check and select Delete.

If you need to delete the latest inventory check for a storage location but it is currently open for editing, first click Run an  inventory check to close it. Then return to the inventory checks list and delete it.

Only employees whose position has access to the Inventory section can delete inventory checks.

How to export an inventory check to Excel

1. Open the inventory check for viewing.
   
   💡 If the inventory check has already been run, click View next to it.
2. Click Export in the upper-right corner.
3. Wait for the file to download in XLS format.