Inventory Process

Inventory Process

An inventory count reconciles what IZI thinks you have in stock with what’s physically there. Running it monthly prevents stock discrepancies from accumulating and catches theft, waste, or recording errors early.

Preparation

Before counting:

• Schedule inventory at a low-activity time — before opening or after closing.
• Pause bar sales if possible during the count — sales during counting skew results.
• Print or export the count sheet from Warehouse → Inventory → New inventory.

The count sheet lists every item with its current system quantity (expected count).

Counting

Count every item in storage physically. Use the count sheet to mark the actual quantity next to the expected quantity. Work category by category — don’t skip items.

If an item is found damaged or expired — note it separately. Don’t count it as usable stock.

Entering results in IZI

1. Open the inventory form in Warehouse → Inventory.
2. For each item, enter the actual count from your physical count.
3. Leave items you didn’t count blank (they won’t be updated).

4. Save and review

Click Save inventory. IZI calculates the difference between expected and actual per item.

The discrepancy report shows:

• Items with shortage (actual < expected)
• Items with surplus (actual > expected)
• Estimated value of the total variance

5. Confirm the inventory

After reviewing and approving the counts, Confirm the inventory. Stock quantities update to match the actual counts. Discrepancies are recorded as automatic write-offs (shortages) or adjustments (surpluses).

Investigating discrepancies

Common causes:

• Unrecorded sales (bar item sold without recording the order)
• Theft or personal use
• Receipt entry error (quantity entered incorrectly)
• Spoilage not written off

For recurring shortages on the same item — cross-check with bar order history for that period.

See also

• Goods receipt
• Write-off
• Warehouse overview