Central Kitchen - Physical Inventory
- Robin Rodrigue
On the last day of the month, you must perform a physical inventory to ensure accurate counts for all food and supply items. This process ensures over-ordering does not occur, items in-stock are accurate and accounted for, profit/loss reports are accurate, and assists with audits.
Before beginning a physical inventory, make sure you have received all invoices, produced all meals for all serving days, and completed all transfers for the current month.
By selecting Cancel Physical, ALL previously entered counts will be cleared from the system.
If you have not completed a physical inventory for the previous month, you will be notified when attempting to perform normal daily operations. You should complete a physical inventory as soon as you can.
Begin New Physical Inventory
- From the Home tab, select Physical Inventory.
Click Start New Physical to begin the physical inventory process. If you need to conduct inventory for a different site, you must use the Edison icon in the top, left corner and change the Site attachment.
Supervisors may use the Search area to narrow results of physical inventories for review. Search for a specific site by clicking the ellipsis icon or use the drop-down menu to select a specific Inventory Period.
Establish Physical Inventory options. Then, click Ok.
Ad-Hoc Physical Inventory - Allows you to conduct a physical inventory at a time other than the standard physical inventory period established.
Physical Inventory for Inventory Period - Use the drop-down menu to select an established inventory period.
Count Inventory as-of Date - Select an as-of date in which inventory should include.
In addition to inventory tags calculated to be on-hand, which tags should be pre-filled on the worksheet? - Select an option to include or exclude additional inventory tags on the worksheet.
Include any inventory tags that were issued or received during the inventory period - If an item has been depleted and has a quantity of zero, it will continue to be listed in the process.
Do not include any additional inventory tags - If an item has been depleted and has a quantity of zero, it will not be listed in the process.- Select Ad-Hoc Physical Inventory. Then, click the ellipsis icon to open the Item Filter window.
Select how you would like to search for an item by using the ellipsis icon or the drop-down menu. Then, click Ok.
Item Filter - Use the ellipsis icon or the drop-down menu to select a Specific Item, Specific Catalog Number, Item Storage Category, Item Usage Type, Ordering Category, Brand or By Other Category/Subcategory. You may also select All Items.
By default, all inactive and active items are included. You may uncheck an option if you do not wish to see it during the physical inventory process.
- Click Print and select Worksheet.
- Establish worksheet options. Then, click Ok.
Options - Select which options to include in the report.
Show Previously Entered Counts - Provides space to write the counted quantity on the worksheet.
Page-Break on Storage Category - Inserts page breaks between storage categories (cooler, freezer, dry storage). Selecting this option will allow you to easily delegate the inventory recording process to multiple staff. Print the report. Then, enter counted quantities in the space provided on the printed copy.
Your District determines if the Calculated Quantity column should appear on your worksheet.
The storage area (dry food, frozen, refrigerated, uncategorized, etc.) is noted along with the catalog number, item description, slot name (if applicable), inventory tag, lot number (if applicable), expiration date, brand, case/unit description, and calculated quantity.
Enter Counts
Once you have completed the Physical Inventory Worksheet, click Enter Counts.
- If you are conducting a physical inventory for the first time, click Prefill from Ordering List to create inventory tags for all available items available for ordering at the site.
- Click Ok to confirm adding line items to your ordering/receiving list.
- Use the calendar tool to establish an ordering list date and click Ok.
Enter physical inventory counts from your Physical Inventory Worksheet. Then, click Save Changes.
You may click Save Changes at any point during the process; however, you must complete Step 10 in order to commit the physical inventory for the period.
- By default, each category is expanded. You may click the arrow next to each storage category to collapse a category section.
- For each item, enter the totals in the Counted Quantity column where applicable or use the Scan Barcodes option.
For any items that do not have inventory quantities, leave blank.
Refer to Item Quantity Entry for examples of how quantities may be entered into the system.
Calculated Quantities highlighted in red indicate an item has been over issued and negative inventory exists. You may need to ask your District contact how to handle these issues.
You may choose to add an item to the physical inventory if it does not appear on the list.
a. Click the Add Item button at the top of the screen.
b. Use the Search function to locate an item by Inventory Tag, Lot Number, or Item. Select the correct item from the list and click Ok.You may narrow search criteria by changing the Site Filter.
If the item does not appear in the list, click the ellipsis icon to search by additional item properties.
Use the Search tool to locate and select the correct item. Then, click Ok.
Add a New TagIf there is no tag associated with the item, click New Tag and enter tag information where applicable. Then, click Ok.
Inventory Tag - Not editable.
Item - Not editable.
Donation Source - Use the drop-down menu to select a donation source.
Lot Number - Enter the lot number.
Expiration Date - Enter an expiration date.
Price Contract - Use the drop-down menu to select a price contract from the list.
Purchase Price/Case - Enter the purchase price/case cost (if available).
Delivery Fee/Case - Enter the delivery fee/case cost (if available).
Donated Value/Case - Enter the donated fee/case cost (if available).
Storage Fee/Case - Enter the storage fee/case cost (if available).
Tax Rate - Enter the tax rate.
Other Value/Case - Enter other values/case associated with the item.You may scan barcodes on an item, box, case, pallet, etc. in order to conduct physical inventory if your District has purchased scanners and setup items in the system.
a. Click the Scan Barcodes button at the top of the screen.
b. Scan the barcode(s) on the item(s), box(es), case(s), pallet(s), etc.Scanning multiple items of the same catalog number.
As you scan registered barcodes with the same catalog number, the system will continue to add the appropriate quantity of inventory related to the barcode.
- Click Ok to confirm adding line items to your ordering/receiving list.
- From the Physical Inventory Process tab, select Commit Physical.
Discrepancies
If discrepancies exist between inventory on-hand and quantities listed in Edison, a window will appear with a list of those discrepancies.
If you are sure the quantities you entered are correct and you would like to commit to those changes, click Ok to complete the physical inventory process. Otherwise, click Cancel and make any necessary adjustments in Step 8.
By selecting Cancel Physical, ALL previously entered counts will be cleared from the system.
Print Additional Reports
After you have committed an inventory period, you may wish to print additional reports.
Physical Inventory Worksheet with Previously Entered Counts
Printing the Inventory Worksheet after you have committed to your physical counts will provide an accurate record as to which changes have been made. You may review, print or export the report. Once you are done, click Close Preview.
- From the Physical Inventory Process tab, select the correct Site and Inventory Period.
- Locate Print, then select Worksheet.
- Leave Show Previously Entered Counts checked to review the quantities entered. Then, click Ok.
Options - Select which options to include in the report.
Show Previously Entered Counts - Provides space to write the counted quantity on the worksheet.
Page-Break on Storage Category - Inserts page breaks between storage categories (cooler, freezer, dry storage). Selecting this option will allow you to easily delegate the inventory recording process to multiple staff.
Corrections Detail
The Corrections Detail report displays overages, shortages, quantities with no change, and items with no quantities entered.
- From the Physical Inventory Process tab, select the correct Site and Inventory Period.
- Locate Print, then select Corrections Detail.
Establish report criteria. Then, click Ok.
Item Filter - Use the ellipsis icon or the drop-down menu to select a Specific Item, Specific Catalog Number Item Storage Category, Item Usage Category, Item Usage Type, Ordering Category, Brand, or By Other Category.By default, Include Inactive Items and Include Active Items are selected, You may uncheck one of these options to narrow report results.
Options - Select which options to include in the report.
Group Records By - Use the drop-down menu to group/subgroup results. You may also apply page breaks between groupings by placing a checkmark in the box.