Inventory Lists Templates

With recurring inventory templates, managing inventory becomes simpler and more automated, ensuring you are always fully prepared to meet customer demand and minimize waste.

Inventory templates allow you to schedule inventory checks at regular intervals, so you don’t have to remember to do them manually. You can either use an existing inventory list or create a new template.

Creating a Template

Navigate to Purchasing > Inventory to create a template. Here, you can choose to convert an existing inventory list into a template or create a new template.

• Using an Existing List
  Open the list you wish to use as a template. Then click on “Create a template from this list” in the menu. The list will be duplicated as a template (without quantities).
• Creating a New List
  For a new template, go to the Templates tab and click on +New. Here, you can add categories and items, just like in regular inventory lists.

Assigning Users and Locations

Give the template a name, select the location, and assign a user to receive an email notification on the scheduled count date (at 07:00 AM).

Important: 

• Kitchen Only: Employees without accounts cannot log in, even if their email address is registered. Ensure an account is available or contact Customer Support to add a new office account (fees may apply).
• Suite: Make sure employees have the necessary permissions to count inventory. If needed, you can create a new role on the Permission page.

Setting Up Recurring Counts

Schedule automatic repeats for inventory counts, choosing frequency (weekly, monthly, or annually) and start date.

Example Settings:

• Weekly on Wednesday: Select ‘weekly’ and set Wednesday as the day.
• Every Other Week on Saturday: Choose ‘weekly,’ set ‘repeat every 2 weeks,’ and set Saturday as the day.
• Monthly: Choose the day, e.g., the first Monday of each month.

Once you have entered all details (what, who, where, and when), click on Save.

Counting and Processing Inventory

At the scheduled days, the inventory list will become available at 07:00 AM in the inventory list overview. The “Template” column will show which template was used.

The status changes to In Progress once the list is opened, allowing the employee to start counting. It’s useful to save the list periodically as a precaution.

When counting is complete, the status can be changed to Count Locked. The manager then receives an email, can review the count, and, if necessary, adjust the status to Completed. At the next scheduled time, a new list is automatically prepared for the next count.

Stopping the Template

To stop recurring inventory list:

1. Open the template from the Templates tab.
2. Uncheck the Recurring box and save the changes.

If you want to delete the template entirely, you can do so from the Overview. Any inventory lists previously created from the template will still remain in the database.