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Inventory

Inventory (or inventory count) is the process of physically counting and verifying the actual quantities of items held in stock and comparing them with the recorded quantities in the system. This helps to identify discrepancies, such as shortages or surpluses, and ensures that the recorded inventory balances match the real stock on hand. This process is typically performed at specific intervals (e.g., end of month or fiscal year) or when changes are made to the system.

Inventory Section – General Information

To monitor the inventory process, go to Inventory → Inventory Count. On this page, you can easily track the status of previous count documents. In this section, you can see the following information:

The number of inventory documents within the selected date range
ID code of the inventory document
Whether the process is currently in progress
Which warehouse the count was done for
Whether the document status is confirmed or draft
Creation time, operation time, and verification time
Difference value (Expected balance ‑ Total actual balance)
Total inventory value (Actual warehouse balance × Cost value)

You can click the View button to open the executed inventory count. If an inventory document has not been confirmed, instead of “View,” the label will show “Open.”

Inventory Document Actions

By clicking the three dots next to an inventory count document, you can choose from several available actions:

🔹 Delete — Clicking this option will completely remove the inventory count document from the system.

🔹 Export — Use this to download the inventory count document as an Excel file to your computer. The exported file will include only the columns that are currently active in the table.

🔹 Duplicate — If you count the same products in the same warehouse each month, this function makes your work easier. It creates a new inventory document with the same products already added, so you don’t have to enter them again manually. In the new document, the column for the actual stock count remains empty.

🔹 Reject — If you reject a confirmed inventory count document, the document itself is not deleted. Instead, the completed operation is cancelled, and the document’s status changes back to draft.

💡 Important Note: If a later inventory count has already been performed for the same product and warehouse, you will not be able to delete or reject the earlier inventory document. These actions are only possible if no subsequent inventory count exists for that warehouse.

Product filter – When you enter a product name in the search, only the inventory documents that contain this product within the selected date range are shown.

Warehouse – You can choose the warehouse to see the inventory documents that belong to that warehouse.

Show deleted – Adds deleted inventory documents to the list. However, please note that deleted documents cannot be restored. Deleted documents are moved to draft status, and it is not possible to view them.

Create a New Inventory Count Document

You can create a new inventory count document by clicking the +Create button located in the top right corner.

Operation Time – You must specify the time when you completed the inventory count. The date you select will determine the expected stock balance in the warehouse. The warehouse balance for that date will be displayed.

💡 Recommendation: We advise you not to perform the inventory count during sales, because the quantities change as sales continue, which can affect accuracy. It is recommended to carry out the count after sales have finished.

Warehouse – Select the warehouse where you want to perform the inventory count. The selected warehouse must have an active status; otherwise, the count will not be valid.

Description – The description you enter here is shown in the inventory documents list. If you do not see the description, you need to enable the description column in the table.

Inventory Steps:

There are two types of steps for carrying out an inventory count:

Step 1: This step is used to count the ingredients in the recipes (tech cards) or semi-finished products. The actual warehouse quantity you enter in this step will be passed to Step 2 for the corresponding ingredients.
Step 2: In this step, you can now begin counting the ingredients. That is, the inventory count of the ingredients is carried out based on the actual quantity you entered in Step 1. To add products to the inventory document, you can add products to the list by using the "Add" button.

💡 We Recommend: If you are producing semi-finished products using the production module, forming them as products and storing them in your warehouse, produce the semi-finished products before doing the inventory count and then create the inventory document. With this process, your ingredients will decrease from the warehouse, while the semi-finished products will enter the warehouse.If you want the semi-finished products or tech cards themselves to be added directly to the warehouse, use Step 2. Step 1 is only used for calculating the ingredients.If you are not using the production module and your ingredients are decreasing, in this case you can use Step 1.

Step 1: Information in the Inventory Document:

Product ID code
Icons corresponding to the product type
Product name
Barcode (if available)
Column for entering the actual warehouse quantity
Space for writing a comment about the product

After entering this information in Step 1, you can begin Step 2.

Step 2: Counting the Products in the Warehouse

The second step is used to count the goods, products, food items, and semi-finished products in the warehouse. If you want to count the products in the warehouse, you must use this step.

After entering the information in

Step 1, the products in those recipes are passed to Step 2. On this page, by clicking the Add button, you can add any product to the inventory document.

Step 2: Information in the* Inventory Document:**

Product ID code
Icons corresponding to the product type
Category
Product name
Barcode (if available) – If you want to search by barcode, simply click the Add button, scan the barcode, and the product will appear on the search page where you can select it.
Last check – If the product has been inventoried before, you will see its inventory date and time. If it has not been inventoried, there will be a (-) symbol.
Starting quantity – If the product has been inventoried before, the starting quantity shows the actual warehouse quantity recorded in the previous inventory document. If the product (ingredients only) has been newly created, the initial quantity entered at the time of creation is written as the starting quantity.
Supplied – The quantity that has been supplied.
Used – The quantity used in sales.
Waste quantity – The quantity that has been wasted.
Waste cost – The cost value of the waste.
Transfer quantity – The difference between the quantity transferred from the warehouse to another warehouse and the quantity transferred from another warehouse is shown.

Example:

We transferred 9 units of Cola from the Bar warehouse to the Kitchen.

We transferred 2 units from the Kitchen to the Grill warehouse.

In this case, the transfer column will show that 7 units were transferred.

Additionally, when you click on the quantity in the transfer section, a detailed window related to the transfer opens on the right side, showing the details of the operation.

Sales return quantity – The quantity returned from sales.
Returned to supplier – The quantity returned to the supplier after supply.
Quantity used in production
Expected balance – The quantity expected to be in the selected warehouse on the selected date.
Actual warehouse balance – We write the quantity that we will actually record as a result of the count in this column.
Coming from preparations – In this section, based on the portion entered in Step 1, the quantity calculated in Step 2 is shown.

Example:

In the Orange Juice tech card, 5 portions remain in the warehouse.
In Step 1, we record these 5 portions.
In Step 2, the Orange (kg) ingredient is entered, and the quantity needed for 5 portions is shown in the "coming from preparations" section.

If we click on this "coming from preparations" quantity, a window opens on the right side showing the details of the operation. In this window, the following table is shown:

The portion we entered
The quantity in one unit's recipe (the kg needed for 1 portion)
The total quantity of the ingredient coming from preparations.

The calculation is done as follows:

Product balance × Quantity in one unit's recipe = Total quantity coming from preparations.

Total balance – This is the sum of the actual warehouse balance and the balance coming from preparations. It is made up of the total of the ingredients (ingredients and finished products) coming from Step 2, based on the recipes of the tech cards and semi-finished products added in Step 1, plus the actual warehouse balance.
Average cost – The average cost of the goods that entered the warehouse between the previous inventory and the current one.
Last cost – The most recent cost of the goods that entered the warehouse.
Total cost – This is the product of the total balance and the average cost.

💡 When carrying out an inventory count, if the quantity you record in the actual warehouse balance is more than the expected balance, the product to be added to the warehouse is calculated and added at the last cost price. If the quantity you record in the actual warehouse balance is less than the expected quantity, it is reduced from the first batch in the warehouse.Example:If there are 3 supplies:The first supply was purchased at 3 manats,The second supply was purchased at 4 manats,The third supply was purchased at 7 manats.If you write 2 in the actual warehouse balance, 1 unit of the product will be reduced from the warehouse. When reducing, the first supply — the 3-manat product — is reduced, and the 4-manat and 7-manat products remain.These calculations are made after the inventory check is completed. That is, while the inventory document is open, the value of the difference section is calculated conditionally using the total cost.

Unit difference – The difference between the expected balance and the total balance.
Value of difference – This is the product of the unit difference and the cost price.
Comment – You can write a comment about the product. The next time you look at this inventory, you will see that comment again.

💡 All the information in the columns in Step 2 covers the period since the previous inventory count. For example, if 5 units are written next to a product in the Supply column, it means that 5 units of that product have been supplied since the last inventory count.

Saving and Checking Information

After entering all the information, you can save the document as a draft by clicking the "Save" button. In this case, what we have written will not be applied to the system and the document will be saved as a "draft." Later, or without saving as a draft, we can also confirm it directly by clicking the "Run Inventory Check" button.![](https://storage.crisp.chat/users/helpdesk/website/-/7/4/0/e/740e20bde3bec000/image_fjq6jn.png)

Inventory documents with a "draft" status are marked in orange, and the status is visible when you hover your mouse over it. Documents marked in green are confirmed documents.

Updated on: 03/05/2026

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