Site Manager - Physical Inventory

Overview

You must perform a physical inventory to ensure accurate counts for all food and supply items. Depending on your District, you may need to perform physical inventory on the last day of every month, quarterly, semi-annually, etc. 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.

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 - Expand for more details about choosing Ad-Hoc Physical Inventory
1. Select Ad-Hoc Physical Inventory. Then, click the ellipsis icon to open the Item Filter window.
2. Select how you would like to search for an item by using the ellipsis icon or the drop-down menu. Then, click Ok.
Click Print and select Worksheet.
Establish worksheet options. Then, click Ok.
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.
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.
1. Click Ok to confirm adding line items to your ordering/receiving list.
2. Use the calendar tool to establish an ordering list date and click Ok.
3. 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.
  1. By default, each category is expanded. You may click the arrow next to each storage category to collapse a category section.
  2. For each item, enter the totals in the Counted Quantity column where applicable or use the Scan Barcodes option.
  3. 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.
    
    Add Item
    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.
    Search for an item by typing in the Catalog Number or Item Description. Select the correct item. Then, click Ok.
    
    Add a New Tag
    If there is no tag associated with the item, click New Tag and enter tag information where applicable. Then, click Ok.
    Remove Item
    To remove an item from the physical inventory, select the item from the list and click Remove Item. Items should only be removed from the physical inventory with supervisor approval and should not occur on a regular basis for accountability purposes.
    Scan Barcodes
    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.
From the Physical Inventory Process tab, select Commit Physical.

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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.

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Print the Inventory Worksheet

Printing the Inventory Worksheet after you have committed to your physical counts will provide an accurate record as to which changes have been made.

From the Physical Inventory Process tab, select the correct Site and Inventory Period. Then, select Print Worksheet.
Leave Show Previously Entered Counts checked to review the quantities entered. Then, click Ok.
Print or export the report. Then, click Close Print Preview.

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