Objective
Here are some of the most common countsheets issues users encounter.
Uncategorized Items
An administrator has set specific inventory items as required to show on the specific countsheet type. If this item is not listed in any other category it will auto populate to “Uncategorized Items”. A user should drag and drop the item to the correct category for counting purposes. If it is a duplicate item, a user can delete the item. If a required item is deleted from the countsheet and it does not exist in any other category, it will add to the “Uncategorized Items”.
- If an item appears under “Uncategorized Items” that should not be on the countsheet, the account administrator will need to select the item and remove from the countsheet type. For details on editing an inventory item please review the Adding & Editing Inventory Items help guide.
Incorrect Price
The biggest issue users encounter is that the inventory item price is incorrect. The “Pricing Info” window shows you:
- Countsheet Price: Displays the price breakdown for each Unit of Measure.
- Latest Price From: Displays what invoice the countsheet price is coming from.
- Mapping Details: Displays how the purchases are mapped to the inventory item.
Invoices being entered/imported into QSROnline that are entered incorrectly could cause pricing issues.
- In the example above, the invoice shows 1 5LB Bag costs $83.65. Based off the price of the vendor item, it is safe to assume that it is actually a case and not a bag price.
- This issue can be corrected by updating the UOM for the vendor item in the Food Cost Configuration > Configure Inventory > Vendor Items.
The main cause of pricing issues is due to the vendor item being mapped incorrectly.
- The screenshot above shows that 1 CS = 1 5LB Bag which is causing the countsheet price to show as $501.90.
- This issue can be corrected by updating the mapping for the vendor item in question.
Once you have corrected the cause of the pricing issue, you must update the countsheet price within the “Pricing Info” window on the affected countsheet(s).
Missing Unit of Measure
Another common issue that users come across is when a Unit of Measure is missing from the countsheet.
- You can display up to 4 units of Measure on the countsheet for each inventory item. Some Units of Measure may be used for counting purposes while others for recipe purposes.
When creating/editing an inventory item, you have the ability to select which Units of Measure show on the countsheets. Simply add a check mark in the boxes next to the Units of Measure you would like to show on the countsheets.
Missing Inventory Items
One great feature of Web Countsheets is the ability to customize countsheets by adding or removing inventory items from countsheets. These may be items that aren’t carried by a specific unit or are not counted for inventory purposes. In the example above, SYRUP BIB DR. PEPPER 5GAL cannot be found on the Weekly Countsheet.
You can easily add an inventory item to a countsheet by selecting the “Green Plus Sign” next to any Location or Inventory Item within the countsheet.
Simply choose an inventory item that is needing to be added to the countsheet and select “Add”. Once the items have been added to the countsheet, you can drag and drop the item in the correct location or order.
Possible Errors
Negative Usage: The item has negative actual usage for this week. The quantity counted on this countsheet is greater than the purchases and transfers indicate it should be. This is usually due to a counting error or missing invoice(s) or transfer between the beginning and ending countsheet. You can select the item and see in the bottom grid all the recent “events” for that item (counts and purchases).
No Usage This Week: The item had the same amount of usage last week, but is currently showing 0 usage for this week. May or may not indicate a counting error.
No Usage Last Week: The item had 0 usage last week, but is currently showing some amount of usage this week. This may or may not indicate a counting error.
X.X% (positive usage): The item’s actual usage quantity is X.X% HIGHER this week than the previous week. If the store used 1.0 cases during the previous week and is currently showing 5.0 cases used during this week, then the item will show up as “500%” usage increase in the possible counting errors, because this week’s usage quantity was 5x higher than the previous week’s.
X.X% (negative percentage): The percentage shows up as a negative because this item had NEGATIVE USAGE last week.