Below are the steps for completing and properly reviewing a count in Crunchtime
Entering a count:
- Go to Inventory > Inventory Overview to enter/review inventories.
- Select Data Entry under the process column for your final for post count.
- Enter the quantities recorded on your count sheet. Be sure to check the total column to ensure items are adding up as you expect.
- For items that do not have a count amount just leave those blank.
- Once you have entered all recorded items into your count sheet, select By Exception at the top. This will fill any blank spaces with zeros.
- Select Save and Review if you are satisfied and would like to move on to the review process.
If you need to step away and finish adding the count later on, select Save and Close.
Reviewing your count:
Once you select save and review on your count, this will bring up a review report. This report should be reviewed for accuracy. If a problem is noticed, you can select Edit to bring you back to the data entry screen.
When you review this page you should be focused on the physical column to ensure the count information that you just entered is accurate. Also, make sure to review the purchasing column to ensure that all purchases have been recorded and are accurate. Finally, use the value or the analysis tab to review the inventory unit pricing.
You’ll see there are 3 tabs at the top of this report: Quantity, Value, and Analysis.
- Quantity: Displays inventory figures in terms of quantity for each item.
- Value: Displays inventory figures in terms of monetary value for each item.
- Analysis: Displays both quantity and value amounts.
TIP! The columns in these reports can be customized by hovering over the column header and clicking the drop down arrow on the right. This will allow you to add and remove columns. You can also change the order of the columns by dragging and dropping the column headers. The suggested ordering and columns are in the red box below.
It is not recommended that you have any other columns displayed as the information in those columns is NOT usable for the Five Guys method of inventory management.
Suggested columns and their definitions:
- Begin: the actual quantity entered at the end of the last inventory period.
- Received: the total quantities received by purchasing during the inventory period.
- In Transit: the amount of product that is "in transit" to another location that has not yet been reconciled.
- Adjustments: adjustments made by the system based on counts that occur in the middle of the inventory period (any non final for post count will cause numbers to show in the adjustments).
- Physical: the ending count value; this is what you just entered from your recent count.
- Sold: this is your theoretical usage for the inventory period.
- Book: This is what the system thinks that you have on hand at the time of the count. The formula is begin + received + adjustments – sold.
- Variance: this is the difference between book and physical.
Review Steps:
- Ensure the accuracy of the physical and received columns in both the quantity and value views. You can view both at the same time by using the analysis view.
- Once you are satisfied that the information is correct, select save and close.
- It is important that you are completely satisfied with the accuracy of the numbers in the received column and physical column. If something does not look correct, select edit to review the count and check your purchases in the purchasing area of Net-Chef. If all data is entered correctly but the numbers reported are not correct, please contact the Five Guys CrunchTime Team by opening a ticket via https://fiveguyshelp.zendesk.com/hc/en-us/requests/new with the details. Do not post inventory until you hear back from support.
- The Status on the Physical Inventory page for that specific count event will change to Complete.
- After completing the review, it is strongly encouraged that you run the Actual/Theoretical Cost report. This report shows your true costs and can help to highlight problems. Once your are happy with the accuracy of the numbers in this report, you can post inventory.
Important Note: Crunchtime inventory is Perpetual. Instead of only being based on a starting count, purchases, and ending count; it tries to keep a current inventory level, otherwise known as book value. The values that you are seeing in the adjustments is the system trying to adjust the book value based on the last mid period count. Purchases show based on the selected actual delivery date in the reconciliation process.