Entering Inventory Counts (via an Inventory Worksheet)

• About an Inventory Worksheet
• Creating an Inventory Worksheet
• Selecting Sort Option for How Items are Arranged on Inventory Worksheet
• Adding Item to Inventory via an Open Inventory Worksheet
  • Moving Newly-Added Item to Desired Storage Location
• Removing Item from an Inventory Worksheet
• Adding a Note to a Product on Inventory Worksheet
  • Editing or Removing a Note
• Changing the Pack Size of Product on Inventory Worksheet
  • Entering Special Unit of Measure (SUoM)
• Exporting an Inventory Worksheet to an Excel® File to do Physical Counts
• Creating a PDF of the Inventory Worksheet for Printing to do Physical Counts
• Entering Inventory Counts in System via an Inventory Worksheet Screen

About an Inventory Worksheet

An inventory worksheet is used to record the quantity of goods on hand. The frequency of creating an inventory worksheet can vary based on your organization. For example weekly, monthly, quarterly, etc.

Creating an Inventory Worksheet

A worksheet can be created for a storage area that is currently not assigned to an existing open inventory worksheet. Assuming so, then complete the following steps to create a new inventory worksheet: 

1. Select Inventory > Inventory Worksheets. The Inventory Worksheets screen appears, listing any existing worksheets.
    
2. Click the Add New button. The Add Inventory Worksheet modal appears.
   
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3. In the Worksheet Name field, enter a name for the worksheet (usually the name includes the date). It is recommend to use a clear name that makes sense to you and your team for tracking. Examples:
   • March 12, 2026
   • Week 2/52 (2026)
   • Dry Storage, March 12, 2026.
      
4. From the Storage Areas drop-down, select one or more storage areas the worksheet will pull its items from. Note: A storage area is not available in the drop-down if that storage area is associated with a currently-open worksheet. 
    
5. Click the Create button. The newly-created worksheet is listed in the Inventory Worksheets screen.
   
   

Selecting Sort Option for How Items are Arranged on Inventory Worksheet

Prior to doing an inventory count, you must arrange the items on your inventory worksheet in the desired order for your counts (either shelf-to-sheet or sheet-to-shelf). The item sort order is selected from the Display Options tool at the top of the screen, which offers the following sort options: 

• Location - sorted by alphabetical ascending order of storage locations. 
• Category (stock item category) - sorted by alphabetical ascending order of the stock item categories. 
• Item - sorted by alphabetical ascending order of the food items.
  
  

Adding Item to Inventory via an Open Inventory Worksheet

You can add an item to your inventory via an inventory worksheet that is currently open (i.e., not closed yet). Only when the inventory worksheet is closed will any items populate to your inventory list.

When adding an item to inventory via an inventory worksheet, that item will be stored in the storage area of the storage area tab that is currently selected onscreen, but in the "General" storage location of that storage area. After the item is added, you can then move it a different storage location if needed. 

To add an item to inventory via an open inventory worksheet, complete the following steps:

1. Search for and open the open inventory worksheet.
    
2. Select the storage area that you want to add the item to.
   
   
    
3. From the Add Item button at the top left of the screen, select From Product Search (first screenshot below). The Product Search screen appears (second screenshot below). 
   
   
   
   
    
4. In the Search field, either enter the item you are searching for or the specific product (either by description, product ID, or brand), and click Go. The screen returns the items that match your search input. The Item column lists the item and the Product column lists the specific vendor products that are linked to the item. 
   
   
    
5. If searching for a specific vendor product, you can further refine your search by using the Filters tools from the top of the screen. The following filters are available:
   • Brand - filter by product brand.
   • Vendor - filter by the vendor. 
   • Status - availability status of the vendor product. 
     
     
      
6. To add the item to your inventory in the selected storage area, click its Add button. The item is added to your inventory.
    
7. See Moving Newly-Added Item to Desired Storage Location below.

Moving Newly-Added Item to Desired Storage Location

When an item is added to your inventory via an open inventory worksheet (as per above steps), that item is automatically added to the default "General" storage location in the storage area you had selected (screenshot below). 

To move the item to a different storage location, complete the following steps:

1. Search for the newly-added item on the inventory worksheet via the Search field at the top right of screen. 
2. Click the cog wheel in the Actions column and select Edit Location. The Edit Location modal appears (second screenshot below). 
   
   
   
   
    
3. From the Move to drop-down, select the desired storage location.
   
   
    
4. Click Save to apply your changes. 

Removing Item from an Inventory Worksheet

You can remove an item from an inventory worksheet. Doing so just removes the item from the worksheet, but not from your inventory list of items. To remove an item from an inventory worksheet, complete the following steps:

1. Open the open inventory worksheet.
2. Locate the item to be removed. 
3. You have two options to remove the item from the inventory worksheet:
    
   • Click its gear icon in the Actions column and select Delete. From the confirmation message that appears, click Delete. The item is removed. 
     
     
     
     
     
     or 
      
   • Select the check box of the item, and then click the Remove button. From the confirmation message that appears, click Delete. The item is removed. 
     
     
     

Adding a Note to an Item on Inventory Worksheet

You can add a note to an item on an inventory worksheet. For example, assume you have brand A on the shelf, but you know once that is depleted, it no longer will be available from the vendor or manufacturer. Therefore, you will be moving to a brand A and need to add a note to the brand A product to indicate such. 

To add a note to an item on the inventory worksheet:

1. For the item you want to add a note to, click its settings icon (i.e., gear icon) in the Actions column and select Add Note (first screenshot below). The Add Note window appears (second screenshot below).
   
   
   
   
    
2. Enter your note. The maximum character limit is 25. Click the Add button to apply your changes and close the window. 
    
3. An item with a note appears with the Note label beside its Product name. 
   
   
    
4. To read the note, hover over the Note label. 
   
   
   
   Note: An item with a note only appears on the Inventory Worksheet. That note is not shown for the product on the Inventory On Hand screen. 

Editing or Removing a Note

To edit or remove a note for an item, click its settings icon (i.e., gear icon) in the Actions column and select Edit Note (first screenshot below). The Edit Note window appears (second screenshot below) for you to either delete the note or make edits (maximum 25 characters). 

Changing the Pack Size of Product on Inventory Worksheet

You have the ability to change the pack size of a product on the inventory worksheet. To do so, complete the following steps:

1. For the product you want to change the pack size for, click its settings icon (i.e., gear icon) in the Actions column and select Edit Pack Size (first screenshot below). The Add Note window appears (second screenshot below).
   
   
   
   
    
2. From the Replace Pack Size drop-down, select the desired pack size, and then click Save to apply your changes and close the window. 
    
3. If you need to create a custom pack size, then click the Add Custom Pack Size link, and the Add Custom Pack Size Variant(s) window appears. 
   
   
    
4. Enter the product information in the following fields:
   • Quantity (QTY) (level 1) - the number of packs in a pack/carton/box. For example, for eight packs of yogurt packs, enter 8.
   • Items per SU (Stock Unit) (level 2) - the number of individual stock units in one pack/carton/box. For example, for a six-pack of individual yogurt cups, enter 6.
   • Stock Unit & Measure (level 3) - the weight or volume of a single "stockable" item. For example, for a 100 g yogurt cup, enter 100 for the Stock Unit field and g for the Measure field. If a standard unit of measure is not applicable for the product, then you can create a special unit of measure (SUoM), such as “each”. To do so, see Entering Special Unit of Measure (SUoM) below. 

Entering Special Unit of Measure (SUoM)

For the Stock Unit field, if a standard unit of measure (i.e., oz, lb, gram) is not applicable, then you can create a special unit of measure and define its weight. For example, the special unit of measure is "each", and an "each" weighs six ounces. To create a special unit of measure, complete the following steps: 

1. In the Measure field, select Custom. The window refreshes with custom stock unit fields. 
   
   
    
2. In the Amount field, enter the approximate weight or volume of the custom stock unit
3. In the Measure field, select the appropriate unit of measure (i.e., grams, ounces, quarts, etc.).
4. In the Name of Custom Measure field, enter your custom stock unit name (e.g., Each).
5. Click Save to apply your changes and close the window.

Exporting an Inventory Worksheet to an Excel® File to do Physical Counts

You can export an inventory worksheet to an Excel file for you to enter your counts on the sheet. The item sort order in the file will match the onscreen sort order of the inventory worksheet (set via the Display Options tool). 

To export the inventory worksheet to an Excel file, click the Export button. 

When the export is completed, a message appears prompting you to download the file. Click Download to the message. 

The file is downloaded and available for you to open and print as needed (second screenshot below). 

Creating a PDF of the Inventory Worksheet for Printing to do Physical Counts

The system can generate a PDF version of the inventory worksheet, which you can then print to enter your counts. The item sort order in the file will match the onscreen sort order of the inventory worksheet (set via the Display Options tool).

To export the inventory worksheet to an Excel file, click the Print button (first screenshot below). The PDF file is downloaded and available for you to open and print as needed (second screenshot below). 

Entering Inventory Counts in the System via Inventory Worksheet Screen

After you make your counts on your Excel worksheet or paper copy of the inventory worksheet, you can then enter those counts into the system via the Inventory Worksheet screen. To do so:

1. Open the inventory worksheet. 
2. In the Case Amount field for an item, enter the number of whole packs that are in stock for that item. A whole number or decimals of 0.25, 0.5, or 0.75 are accepted. 
   
   
    

3. In the Stock Unit Amount field for an item, enter the number of individual items that are in stock for the item, outside of the packs entered in the Case Amount field. A whole number or decimals of 0.25, 0.5, or 0.75 are accepted. 
   
   

   Note 1: When you enter the Case Amount for an item, the system will automatically enter 0 in the Stock Unit Amount field, which can be changed by you as needed. Alternatively, when you enter the Stock Unit Amount for an item, the system will automatically enter 0 in the Case Amount field, which can be changed by you as needed. The system automatically enters 0 into these fields because it requires a value. 
   
   Note 2: You can use the Tab key on your keyboard to automatically and quickly navigate to each Case Amount and Stock Unit Amount field. 
    

4. As you enter your counts, the storage area tab displays how many items a count has been entered for, and the remaining items without a count yet.