How do I enter & post a Scheduled (regular) Inventory?

This article provides information and steps to enter and post a scheduled inventory from your inventory cycle via a web browser on Decision Logic’s platform.

Overview

Inventory is a complete list of all items and raw materials required to prepare dishes, including food, ingredients, prepped items, spices, paper items, cleaning supplies, linens, merchandise, liquor, beverages, etc. Counting inventory helps track the ingredients entering and leaving your restaurant.

Hot item inventory are daily, multiple counts that occur multiple times throughout the day. This type of inventory is different from scheduled inventory. Check out this article for more information about Hot Item Inventory.

Decision Logic provides two avenues when entering and posting inventory:

Web-based platform
Digital Manager mobile application

Users can add Notes to an Inventory Set which will appear on the web platform and Digital Manager when taking inventory.

Table of Contents

1 Overview
2 When to Count & Post Inventory
3 Enter & Post Scheduled Inventory
4 Calculations

For additional questions or assistance, please submit a support ticket by visiting the Decision Logic Service Center.

When to Count & Post Inventory

Each brand determines the frequency stores should count and post scheduled inventory. For example, weekly, monthly, bi-monthly, quarterly, etc. Stores must have at least two inventories entered into Decision Logic’s platform for reports and variance to populate and be accurate.

Missed inventory will result in inaccurate data for reporting. This prevents operators from making informed decisions for their store(s). If your store must skip counting inventory, they will still need to Post a zeroed inventory.

Reports that are affected are:

Cost of Goods Sold (COGS)
Ideal vs. Actual Usage (IvA)
Theoretical vs. Actual Usage (TvA)
Cost & Variance
Shelf Extensions

For example:

Monday - Sunday is the week defined. Monday is standard inventory day. Operators can count after the closing of business on Sunday or early Monday morning. They will post Monday morning after sales have been imported from Sunday and before sales are entered on the POS Monday morning.

The key takeaway is users should post the morning of the standard inventory day. All sales from the previous day need to be imported into Decision Logic’s platform before posting.

If a brand wants to change the day of their inventory cycle, which is their calendar management, they need to contact the Decision Logic Service Center.

Enter & Post Scheduled Inventory

Before you begin counting, Decision Logic recommends that you sort your inventory guide from sheet to shelf. This will make counting faster with less room for error.

Inventory items may be counted in multiple locations. Decision Logic’s platform will sum all the counts entered for items counted in multiple locations. Follow the steps below to enter and post regular inventory.

Navigate to:

Operations > Inventory > Inventory Home

Select a Company, Region, Area, or Store.
Define the Date Range.
Click Apply.
1. The results show:
  1. Type of inventory, such as Scheduled or Hot Item Inventory.
    1. Scheduled: represents counting all inventoried items based on your Inventory Cycle.
    2. Flame Icon: represents Hot Item Inventory and will appear on the Hot Item Inventory guide, including the Time Slot selected.
  2. Date inventory should be taken and posted.
  3. Status of an inventory, such as Scheduled, In-Process Review, or Posted.
  4. Start date of an inventory in process or posted.
  5. Who started the inventory.
  6. When the inventory was Posted.
  7. Who posted inventory.
  8. Any Change Requests submitted.
  9. Action item options.
Click New Inventory.
Select Scheduled Inventory as the Inventory Type:
1. Scheduled Inventory: The standard option that counts all items.
2. Hot Inventory: Count your high cost, high variance items multiple times a day.
Click Next.
Select the Inventory Date. Only the dates available to post inventory will appear. Additionally, there is a legend notating the status of post inventory dates for the month.
1. Red: The current date.
2. Light blue: Inventory is in process and needs completing.
3. Yellow: Inventory is in review and needs completing.
4. Green: Inventory has been posted.
5. Dark blue: Inventory date that is selected.
Click Done.
1. If there are pending orders to be received in Decision Logic, users will see a yellow banner with the option to click View.
2. Click Back to navigate back. Clicking Close will stop the inventory process from moving forward and bring you back to the Inventroy Home landing page.
Input the Quantity amount based on the measurement provided.
1. Users can view Notes if they are entered on the Inventory Set.
Click Review.
Items with quantities outside of the defined variance threshold will appear. If the page is blank, then Decision Logic’s system does not see an error when comparing to the most recent two inventories posted or an one of the recent inventories is not posted. Review and make changes if needed, and click Post Inventory.

New stores entering their first inventory will have a blank review page. Inventories moving forward will display only the items that fall outside of the defined variance threshold. Variance on the review screen is determined based on the most recent inventory posted.

Example of blank review page when items are within the defined variance threshold.

Users who have edit permission can make changes to posted inventories. Users who do not have edit permissions will need to submit a Change Request to update a posted inventory. Check out this article on how to submit a Change Request.

Calculations

Below are calculations configured when entering inventory through the Inventory Home page.

Metric	Formula
Extended Price Total	(Inventory Quantity / Inventory Multiplier) x last received bid file price
Actual Usage	Beginning Inventory + Orders Received - Ending Inventory