Create Count

The Create Count page allows you to enter the results of a physical inventory count that was performed onto the inventory sheet of your choice.

The Create Physical Count page may be reached through:

The Create Count link under Inventory > Physical Counts on the navigation bar.
The Create button in the List Physical Counts page.

Inventory counts are of two kinds - a full inventory count and a mini inventory count.

A Full Inventory count, as the name suggests, is a physical count of all inventory items. Two types of sheets fall in this category - Master Sheet and Custom Sheet.
- Custom Sheets is the Master Sheet broken down into smaller sheets based on different sections of the restaurant or any other basis determined by your organization. A different employee maybe responsible for performing the physical counts for each section. When creating a custom count, all the custom sheets must be filled in before you close the count.
  
  All active inventory items must be assigned to at least one Custom Sheet. You will not be able to create a count on any Custom Sheet if there are active inventory items that have not been assigned to a custom sheet.
  
  Click here to learn how to identify inventory items that have not been assigned to any custom sheets.

A Mini Inventory count is a count of only select items (usually high-cost items) and is meant to be filled on a more regular basis. Count sheets for mini inventory counts are called Hot Item Sheets, and are smaller lists as compared to the Master Sheet.

While all inventory counts are assumed as performed at the end of the work day of the date selected, if your POS system supports live sales you can also enter the count for Hot Item Sheets as at a particular time of the day. This is called a mid day hot count.

Click here to learn how to enable or disable mid day hot counts in Update Store Information.

Click here to learn how to create, edit and delete custom and hot item Inventory Count Sheets.

TO CREATE A FULL INVENTORY COUNT:

Open the Create Physical Count page.
Select Custom or Master from the Count Sheet Type drop-down list.
Select the Store from the drop-down list.
Select the date on which the physical count was performed from the Count Date drop-down list(s).
If you would like to see the expected inventory balance based on the last count entered, recent purchases and sales, place a checkmark in the Display Theoretical on Hand* box.

Click here to learn how to change the Display Theo-on Hand control in Inventory Reporting.
Enter any comments in the Memo section if required.
Click on the Create button.
Click on the OK button in the confirmation pop-up box.
Click on the name of the sheet that you want to fill the counts for.
In the Enter Physical Count window:
1. Use the Sub-Category* filter, if required.
2. Enter the counts in the Count columns for each Item* or Product Description*.
  - Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes). This allows you to account for inventory easily and accurately.
    
    If the first column is labelled Product Description, the counts for each supplier product (if an inventory item has more than one supplier product) needs to be entered separately.
    
    Click here to learn how to change the Count Entry Method in Inventory Reporting.
3. Click on the Submit button.
4. Click on the OK button in the confirmation pop-up box.
5. Repeat steps a to d to add or edit any counts.
6. Click on once all counts have been entered.
If there's more than one sheet, repeat steps 9 and 10 for each of the remaining sheets.
To compare the current case yield with the previous case yield click on the Show Case Yield Variance button (click here for more information).

The Show Case Yield Variance button is available only if the Show Case Yield Variance control is set to Yes..

Click here to learn how to change the Show Case Yield Variance control in Inventory Case Yield Warning settings.
Once you've finished filling all the sheets, click on the Close Count button.
In the Close Physical Count Warnings window:
- If Open Purchase Orders are displayed on the page:
  1. Click on the PO Number* of an open PO.
  2. Click on the Turn PO Into Invoice button in the Update Purchase Order window.
  3. In the Create Invoice window:
    1. Enter the Invoice Number.
    2. Check the Invoice Date and change it if required.
    3. Check the Date Received and change it if required.
    4. Enter any notes for internal use in Internal Memo if required.
    5. Click on the Create button.
    6. Click on the OK button in the confirmation pop-up box.
    7. Check the Tax^, Shipping and Rebate/Discount figures with the invoice received from the supplier, and update the values if required.
    8. Click on the Update button if you made any changes to the figures.
    - To make changes to the quantity or price of existing supplier products:
      1. Click on the View Invoice Details button.
      2. In the Invoice Details window:
        
        Make changes to the Qty Received and Unit Cost as required.
        
        Changing the Unit Cost will update the Current Price of the Supplier Product for the store once the invoice is closed.
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
    1. If you don't need to make any more changes to the invoice, click on the Close Invoice button.
      Closing the invoice will add the stock received to the inventory.
      
      A closed invoice can be re-opened so that it can be edited.
    2. Click on the OK button in the confirmation request pop-up box.
  4. Repeat the steps for each open PO.
- If Open Transfers are displayed on the page:
  - If the Status of a transfer is Pending Approval:
    1. Click on the transfer date of the open transfer.
    2. In the Update Transfer window:
      1. Enter any notes for internal use in Memo if required.
        
        This field is mandatory if the transfer is being rejected.
      2. Click on the Approve or Refuse button to approve or reject the transfer, respectively.
      3. Click on the OK button in the confirmation request pop-up box.
      4. Click on the OK button in the confirmation pop-up box*.
    3. Repeat the steps for each open transfer that's Pending Approval.
  - If the Status of a transfer is In Process:
    1. Click on the transfer date of the open transfer.
    2. In the Update Transfer window:
      1. Place a checkmark in the Remove column of an item if you want to remove the item.
      2. To add more items:
        
        Click on the Add Products* button for finished goods or look up the raw materials using the Search* bar.
        
        In the Add Transfer Items*/Add Products to Transfer* window:
        
        Enter the Quantity* of the finished product or raw material being transferred as per each method in the Transfer* column.
        
        Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes).
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
      3. Make the changes to the quantities as required.
      4. Click on the Update Transfer button.
      5. Click on the OK button in the confirmation pop-up box.
      - If the transfer is with an internal store:
        
        Click on the Request Approval button.
        
        Click on the OK button in the confirmation request pop-up box*.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
      - If the transfer is with an external store:
        
        Click on the Close Transfer button.
        
        Clicking on the Close button will close the transfer window but will not complete the transfer. If you happen to close the transfer window, you will have to edit the transfer and complete it by clicking on the Close Transfer button.
        
        Click on the OK button in the confirmation request pop-up box.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
    3. Repeat the steps for each open transfer that's In Process.
1. Review the warnings displayed by clicking on the Show button next to each warning to see the details:
  
  Zero Count Warning
  - Indicates that the physical count for the items in the list is zero.
  - Verify that the quantity on-hand for the items in the list is actually zero.
  Negative Usage Warning
  - Indicates that the count that you entered for the items listed is more than physically possible (i.e. count entered > the last closed count for your store + purchases + transfers in - transfers out - inventory used). This implies that you have gained inventory that has not been accounted for in CLEARVIEW.
  - Verify the count entered is correct and that all purchases and transfers for the item have been recorded in CLEARVIEW.
  No Sales Information Available
  - Indicates that the sales information for your store for the days indicated weren't received by CLEARVIEW.
  - Verify that the end of day was completed for the days indicated.
  Zero Price Warning
  - Indicates that there isn't a price assigned to the items listed.
  - Check the last invoice for each of the items in the list and ensure that the price is recorded correctly on them.
2. If there are no warnings or you're satisfied that the warnings are of no concern, click on the Close Count button.
Click on the OK button in the confirmation request pop-up box.
Click on the OK button in the confirmation pop-up box.

TO CREATE A MINI INVENTORY COUNT:

Open the Create Physical Count page.
Select the Hot Item from the Count Sheet Type drop-down list.
Select the Store from the drop-down list.
Select the date and time* on which the physical count was performed from the Count Date*/Inventory counted on* drop-down list(s).
Select the financial day to be associated with the count from the For Day End* drop-down list.

If the For Day End field does not show on the page, it is assumed that the count was created for the end of the financial day selected in step 4.
- Select N/A (Not a Day End) if you're creating a mid-day count.
To view when the last transaction was received from your POS system, click on the Refresh* button.

The Refresh button is available only if mid-day counts is enabled for your store.

Click here to learn how to check if mid-day counts is enabled for your store in Update Store Information.
If you would like to see the expected inventory balance based on the last count entered, recent purchases and sales, place a checkmark in the Display Theoretical on Hand* box.

Click here to learn how to change the Display Theo-on Hand control in Inventory Reporting.
Place a checkmark against each of the sheets you plan to fill in Choose Sheets*.
Enter any comments in the Memo section if required.
Click on the Create button.
Click on the OK button in the confirmation pop-up box.
Click on the name of the sheet that you want to fill the counts for.
In the Enter Physical Count window:
1. Use the Sub-Category* filter, if required.
2. Enter the counts in the Count columns for each Item* or Product Description*.
  - Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes). This allows you to account for inventory easily and accurately.
    
    If the first column is labelled Product Description, the counts for each supplier product (if an inventory item has more than one supplier product) needs to be entered separately.
    
    Click here to learn how to change the Count Entry Method in Inventory Reporting.
3. Click on the Submit button.
4. Click on the OK button in the confirmation pop-up box.
5. Repeat steps a to d to add or edit any counts.
6. Click on once all counts have been entered.
If there's more than one sheet, repeat steps 12 and 13 for each of the remaining sheets.
Once you've finished filling all the sheets, click on the Close Count button.
In the Close Physical Count Warnings window:
- If Open Purchase Orders are displayed on the page:
  1. Click on the PO Number* of an open PO.
  2. Click on the Turn PO Into Invoice button in the Update Purchase Order window.
  3. In the Create Invoice window:
    1. Enter the Invoice Number.
    2. Check the Invoice Date and change it if required.
    3. Check the Date Received and change it if required.
    4. Enter any notes for internal use in Internal Memo if required.
    5. Click on the Create button.
    6. Click on the OK button in the confirmation pop-up box.
    7. Check the Tax^, Shipping and Rebate/Discount figures with the invoice received from the supplier, and update the values if required.
    8. Click on the Update button if you made any changes to the figures.
    - To make changes to the quantity or price of existing supplier products:
      1. Click on the View Invoice Details button.
      2. In the Invoice Details window:
        
        Make changes to the Qty Received and Unit Cost as required.
        
        Changing the Unit Cost will update the Current Price of the Supplier Product for the store once the invoice is closed.
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
    1. If you don't need to make any more changes to the invoice, click on the Close Invoice button.
      Closing the invoice will add the stock received to the inventory.
      
      A closed invoice can be re-opened so that it can be edited.
    2. Click on the OK button in the confirmation request pop-up box.
  4. Repeat the steps for each open PO.
- If Open Transfers are displayed on the page:
  - If the Status of a transfer is Pending Approval:
    1. Click on the transfer date of the open transfer.
    2. In the Update Transfer window:
      1. Enter any notes for internal use in Memo if required.
        
        This field is mandatory if the transfer is being rejected.
      2. Click on the Approve or Refuse button to approve or reject the transfer, respectively.
      3. Click on the OK button in the confirmation request pop-up box.
      4. Click on the OK button in the confirmation pop-up box*.
    3. Repeat the steps for each open transfer that's Pending Approval.
  - If the Status of a transfer is In Process:
    1. Click on the transfer date of the open transfer.
    2. In the Update Transfer window:
      1. Place a checkmark in the Remove column of an item if you want to remove the item.
      2. To add more items:
        
        Click on the Add Products* button for finished goods or look up the raw materials using the Search* bar.
        
        In the Add Transfer Items*/Add Products to Transfer* window:
        
        Enter the Quantity* of the finished product or raw material being transferred as per each method in the Transfer* column.
        
        Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes).
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
      3. Make the changes to the quantities as required.
      4. Click on the Update Transfer button.
      5. Click on the OK button in the confirmation pop-up box.
      - If the transfer is with an internal store:
        
        Click on the Request Approval button.
        
        Click on the OK button in the confirmation request pop-up box*.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
      - If the transfer is with an external store:
        
        Click on the Close Transfer button.
        
        Clicking on the Close button will close the transfer window but will not complete the transfer. If you happen to close the transfer window, you will have to edit the transfer and complete it by clicking on the Close Transfer button.
        
        Click on the OK button in the confirmation request pop-up box.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
    3. Repeat the steps for each open transfer that's In Process.
1. Review the warnings displayed by clicking on the Show button next to each warning to see the details:
  
  Zero Count Warning
  - Indicates that the physical count for the items in the list is zero.
  - Verify that the quantity on-hand for the items in the list is actually zero.
  Negative Usage Warning
  - Indicates that the count that you entered for the items listed is more than physically possible (i.e. count entered > the last closed count for your store + purchases + transfers in - transfers out - inventory used). This implies that you have gained inventory that has not been accounted for in CLEARVIEW.
  - Verify the count entered is correct and that all purchases and transfers for the item have been recorded in CLEARVIEW.
  No Sales Information Available
  - Indicates that the sales information for your store for the days indicated weren't received by CLEARVIEW.
  - Verify that the end of day was completed for the days indicated.
  Zero Price Warning
  - Indicates that there isn't a price assigned to the items listed.
  - Check the last invoice for each of the items in the list and ensure that the price is recorded correctly on them.
2. If there are no warnings or you're satisfied that the warnings are of no concern, click on the Close Count button.
Click on the OK button in the confirmation request pop-up box.
Click on the OK button in the confirmation pop-up box.

On the Create Physical Count page:

The Display Physical Count button will display a consolidated sheet encompassing all the items or products from the count.
The Actual Usage Report* button opens the Actual Inventory Usage page with the period set as the last count date to the date for which the count is being entered.
The Show Case Yield Variance* button opens the Case Yield Variance page with the period set as the last count date to the date for which the count is being entered.

The Show Case Yield Variance button is available only if the Show Case Yield Variance control is set to Yes.

Click here to learn how to change the case yield variance control in Inventory Case Yield Warning.
The Close Count* button seals the count entered and updates the stock levels in CLEARVIEW.

A count record that's been created can be edited later as long as the Status is not Closed (the record was not closed using the Close Count button).

Count sheets can be edited, reopened and deleted from the List Physical Counts page and printed form the Print Count Sheet page.

Associated Settings

Inventory Item Master List controls the complete list of inventory items in the organization.
Inventory Item by Location controls the inventory items for the store selected.
Inventory Items controls the set-up of individual inventory items.
Inventory Count Sheets controls the count sheets for all stores.
Inventory Count Sheet Audit is a quick way to identify issues with your count sheets.
Inventory Categories controls the categories for inventory items.
Inventory Sub-Categories controls the sub-categories for inventory items.
Inventory Case Yield Warning controls the link to the case yield variance page.
Sales Yield Worksheet controls the buffer percent for the case yield warning.

*optional section or field that may or may not be visible depending on the settings selected, whether the supplier is integrated or not, etc.