Inventory Spot Check

Spot Check allows to enter the item counts performed by the audit team. Counting here does not affect the actual system count and only serves as a reference for auditing purposes.

A spot check transaction allows auditing users to determine the variance between the ideal quantity (On-Hand) and the actual quantity (Physical Count) for a specific branch during the operation day.

It is required that the user has the needed authorities to manage spot checks.

Refer to the following steps to create inventory spot check:

1. Click Inventory on the side menu.

2. Click More.

3. Click Inventory Spot Check.

4. Click New Inventory Spot Check.

5. A pop-up window will open to choose the related branch.

6. Click Save.

7. Add the items either manually or by importing the items.

• Manually: Click Add Items.

- A pop-up window will open where you can select items to be added.

- You can also add items by their tags by clicking Select by tags?

- Click Save.

8. Importing the items: Click Import Items.

A pop-up window will open, click download template. Fill the file, which includes the following data:

- SKU: Unique code of the item.

- Name: The name of the item.

9. After filling the file, import the file by clicking on choose file to reflect on the system.

10. Click Edit quantities and enter the current physical quantity you have.

11. Click Save.

12. Click Submit Spot Check.

13. A pop-up window will appear to confirm the submission process. Click Yes.

14. After submitting the Spot Check, you will see new columns in the transaction details, including the following information: 

• Entered Quantity: The quantity submitted in the transaction.
• Original Quantity: The available quantity on the system before submitting the inventory spot check based on the previous transactions.
• Variance Quantity: The difference between the Entered and original Quantities(variance quantity = entered quantity - original quantity).
• Variance Percent: The percentage of the variance quantity to the original quantity(Variance Percent = [original quantity/variance quantity]*100).
• Variance Cost: The cost of the variance quantity.