Inventory Step – by – Step

What this tutorial covers—and doesn’t Inventory tasks 1. Record transfers 2. Report losses 3. Get organized 4. Print worksheet 5. Receiving 6. Count and record on worksheet 7. Enter the counts into WebSMARTT 8. Print – review – correct 9. Submit 10. Notify that you’re done. This tutorial covers the over-all steps for the inventory process. More detail for tasks shown in blue are in separate tutorials.

Inventory Calendar Inventory is usually the last 3 working days of the month.

Tasks 2 days before inventory Record any transfers... Report any losses... Get organized... Print inventory worksheet... Today’s tasks:

Last day to record transfers! Why do it? If you don’t record the transfer in WebSMARTT before inventory, you pay for it (and the other school gets it free).

1. Know the correct item number 2. Know the “pack size” or unit 3. Use WebSMARTT’s “Transfer Items Out” feature Details Recording Transfers: Details

Last day to report any losses Last day to report any losses! Why do it? If you don’t report the losses at least two days before inventory, you can’t get the credit (your food costs will be higher).

What to report: Any food or supply loss due to: human error or mechanical failure. Cooler quit, food spoiled? Freezer quit, food thawed? Damaged or poor quality from the vendor?

How to report losses: List what was thrown away. Include the item number, the item description, and the quantity. Make sure to note the unit of measure. Give the list to your school specialist or if within a couple of days of inventory, call Gretta for instructions. Again, report the losses before inventory!

Why?  Faster and easier inventory  More accurate inventory  Lower food costs  Better quality food Get organized - why Get organized...

Getting organized... Update your freezer list.

Getting organized... Tidy your stockroom

Getting organized... Update your stockroom list.

Print your inventory worksheet Details Need help printing the worksheet? Click the Details button:

Tasks one day before inventory Receive Count Today’s tasks:

Clean up all receiving Your inventory cannot be opened if receiving is incomplete. and Check two places!

Need help with receiving? Click the Details button: Finding all the orders that need receiving Details View All Open Orders is the only way to find all of the orders that need to be received / cleaned up. Receive all orders for everything that has actually arrived. are orders you mistakenly held open. Clean them up, too. Most of them are in thestage.

Counting inventory accurately Look at the actual products, not lists Be certain of the item number Be certain of the pack size Details Click the Details button for counting instructions and tips:

Finish counting Enter the counts into WebSMARTT Print – review – correct Submit Notify that you’re done Today’s tasks:

Enter the counts into WebSMARTT Need help entering counts? Click the Details button: Details

then Details After entering, and before you submit... Need more help with confirming, printing, or entry?

Check and compare – mark any problems Before you submit...

If you made any changes after confirming and printing, confirm and print again. Before you submit...

Remember: You cannot change your inventory after submitting You cannot print the same way after submitting (but other reports are available)

Before you submit... If you have questions or want a second opinion, call your school specialist or Gretta at

Submit your inventory

After submitting Notify when you have submitted. Do one of these: Call Or call your School Specialist Or call your Program Manager.