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Physical Inventory

By Malik Noor | Updated

NOTE: You can continue to use physical inventory in version 2.55. However, physical inventory will be phased out in an upcoming release. If you're starting a new inventory, give our new stocktake functionality a try. Note that you cannot run a physical inventory and a stocktake simultaneously.

Revel supports a Physical Inventory functionality that allows users to divide their stores into sections so that they may easily be inventoried. Store associates are assigned to count each section in order to submit the final count(s). The purpose of dividing a store into sections is so that if an actual scan count of a store doesn't match the expected count, it is easier for the manager to correct errors within a small section as opposed to finding errors in an entire store.

NOTE: The physical inventory itself is done on the Revel Inventory App and requires a separate paid subscription. Please contact support if this is something you're interested in.


Contents


Physical Inventory Settings & Role Permissions

To support this new feature, Revel has added some additional settings that you can manage: 

  1. From the Management Console (yourdomainname.revelup.com), navigate to Settings. Use the Clear Selections option and search Physical Inventory. Check the two boxes to display/edit those settings on the right. 
    • Require Count by Scan: If checked, the system will require that each item in a section be scanned as a method of counting. If unchecked, associates will not be required to scan items to count and will only be required to enter a count by hand.
    • Blind Scan: If checked, associates will not be able to see how many items are expected to be scanned. Additionally, associates will be unable to see progress of scanning. If unchecked, associates will be able to see how many items are expected, as well as their progress against that total:
  2. You can set up Administrative and Employee Permissions for Physical Inventory
    • Under Employees, choose Permissions, then select Management Console Permissions to set up permissions for Administrative access to Physical Inventory on the Management Console. 
    • Under Employees, choose Permissions, then select POS Role Permissions to assign role permissions for Physical Inventory to each appropriate employee role. 
    • Each Role Permission is Defined below:
Role Permission
Physical Inventory - Count Sections If checked, user will be allowed to perform manual section counts. This is dependent on whether or not manual counts are required as a step in the physical inventory.
Physical Inventory - Scan Sections If checked, user will be allowed to scan products in a section to perform inventory stock-take.
Physical Inventory - Set Recount If checked, user will be able to remove counts for a specific section and require that the section be recounted and rescanned.

 


Starting Physical Inventory

To begin a Physical Inventory session:

    1. Navigate to the Inventory page in the Management Console and click the Physical Inventory button. This will open up the Physical Inventory page, allowing the user to create a new physical inventory session. 
    2. Input Physical Inventory Name, Section Name and Group/Class Category to Count (which will pull up a list of your created groups, classes and categories to select from.)

    3. When finished, click Done
    4. After your page is saved, your inventory count sections will automatically display. Use the  arrow to expand and/or minimize each section to view your counts for individual products. 
    5. You'll see the counts for all individual products: 

    6. Should you need to delete your physical inventory, click the ... icon to Delete. Additionally, you can choose to Expand All sections at once: 

Once the user creates the sections for Physical Inventory, the system sends the Physical Inventory data to the Inventory app, allowing the user to begin the count / scan.


Using the Revel Inventory App

First, be sure to download the Revel Inventory App through the iTunes Store by searching Revel Inventory. Once the app finishes downloading, you'll need to login to the app as a manager using the same credentials you use to access the Management Console.

Once you're logged in, you are ready to start taking inventory. To do so:

  1. On the Inventory application, you'll see three options:
    • Products: Allows you to search for products on the application to manage the inventory qualities for that particular items. 
    • Purchase Orders: Allows you to view Purchase Orders that have already been created on the management console and mark items as received. 
    • Physical Inventory: Allows you to manage the Physical Inventory sections you created on the Management Console using the steps above. 
  2. Choose Physical Inventory. You'll see the sections you created for this physical inventory. Choose Scan for one of your sections: 

  3. A list of items associated with the selected Group/Class/Category will display. You can select the appropriate product or, if you don't see your product immediately and you have a long list of products, you can use the Type Name or Scan Barcode field to find an item rather than scrolling through the list:

    Note: Tapping "Scan" on any one of the sections will allow the user to physically scan each barcode  to populate the section count. The application will respond with a short beep and a single quick vibration with each scan that requires no user interaction. A user can enter in several counts for a barcode and the application shall sum the addends. In addition to scanning with a wired scanner, the Physical Inventory functionality also supports a bluetooth scanner or an iPhone's internal camera as a barcode scanner. Swiping left on a product and tapping "Delete" will delete the corresponding count. Tapping a product will allow the user to edit the quantity of the product count, as shown in the images below.

    If a product cannot be found via barcode scan, an "Unknown Products" dialog message (in red) will appear at the top of the screen. If two or more products have identical barcodes, a "Multiple Matches Found" dialog window will appear, allowing the user to select the desired product from a list. If a product has multiple units of measurement, a "Multiple Units Found" dialog window will appear with a list of various units to select from. All the examples mentioned here can be seen in the images below.

    Physical_Inventory_Error_Check.png


  4. Once you select a product, you'll see the Expected Inventory and a field for you to update the Counted Inventory number. Press Confirm to update:

  5. You'll be returned back to the list of products. You can switch between products In Progress or those that have been Completed using the options at the top. After you have completed your entire inventory for this section, press Finish to go to your next Section, if applicable:
  6. Once you've finished the Physical Inventory count for all sections, select Finish again, you'll get a message "No scheduled inventory at this time" and that will send the info to your Management Console:

Note: Only one Physical Inventory session will be open at a time.

Depending on the Physical Inventory settings and role permissions which the manager has set up in the Management Console, the user (store associate) may or may not have access to certain functionality.  


Finalizing Physical Inventory

After the Physical Inventory count is marked as Finished from the app, you will need to finalize the count from the Management Console. To do so:

  1. Go to Inventory and Choose Physical Inventory.
  2. You'll see the sections you created previously with an option to Recount or Accept the counts. Once you have accepted all sections, you can choose End Physical InventoryPhysical_Inventory_Recount.png
  3. When finalized, you'll get a message Physical Inventory Finished. 

Note: Users may NOT click the recount button when the Physical Inventory is in the 'count complete' state.

Clicking "Finalize Counts" completes the inventory count, allowing users to view the information on Reports.  


Physical Inventory History Report

You can view your Physical Inventory history on the Physical Inventory Report, located under Reports; choose Other Reports, then select Physical Inventory History.

This report shows results for each completed Physical Inventory count cycle. The report summarizes the expected count versus the actual count (variance).

Summary for each Physical Inventory will include:

  • Start date
  • End date
  • Total Quantity Expected
  • Total Quantity Counted
  • Variance in Quantity
  • Total Value Expected
  • Total Value Counted
  • Variance in Value
  • Who Completed the Physical Inventory

If you select the title of the Physical Inventory on the left, you have even more details to view, including a breakout by Category or Class

 

 


Physical Inventory and Actual Inventory in Revel

Once a Physical Inventory count has been finalized, the counted inventory number will be the actual inventory amount listed on the Management Console.

For example, if 10 apples are listed in actual Inventory (in the Management Console), but only 8 apples are counted in Physical Inventory, your actual inventory number will change from 10 to 8 apples. As a result, 2 apples will be marked as Waste or Damaged. On the contrary, if 8 apples are listed in actual inventory, but 10 apples are counted in physical inventory, the actual inventory will be over ridden to 10 apples. As a result, 2 apples will be marked as Received.

Please note that products NOT counted in Physical Inventory will not be modified in actual Inventory in the Management Console.

In the public release of 2.39 Revel will push all products listed in actual Inventory to be counted for in Physical Inventory. This enhancements will give the option to preselect the Product Classes and/or Product Category/Subcategory that will be counted. As a result, if something is not counted, a prompt will appear with the following options:

  • Don't complete the Physical Inventory until you can find the items that were not counted.
  • Set the count to "0" for all of the products which were not counted.
  • Pause the count to continue the action at a later time.

Have more questions? Submit a request

Physical Inventory

By Malik Noor | Updated

Follow
NOTE: You can continue to use physical inventory in version 2.55. However, physical inventory will be phased out in an upcoming release. If you're starting a new inventory, give our new stocktake functionality a try. Note that you cannot run a physical inventory and a stocktake simultaneously.

Revel supports a Physical Inventory functionality that allows users to divide their stores into sections so that they may easily be inventoried. Store associates are assigned to count each section in order to submit the final count(s). The purpose of dividing a store into sections is so that if an actual scan count of a store doesn't match the expected count, it is easier for the manager to correct errors within a small section as opposed to finding errors in an entire store.

NOTE: The physical inventory itself is done on the Revel Inventory App and requires a separate paid subscription. Please contact support if this is something you're interested in.


Contents


Physical Inventory Settings & Role Permissions

To support this new feature, Revel has added some additional settings that you can manage: 

  1. From the Management Console (yourdomainname.revelup.com), navigate to Settings. Use the Clear Selections option and search Physical Inventory. Check the two boxes to display/edit those settings on the right. 
    • Require Count by Scan: If checked, the system will require that each item in a section be scanned as a method of counting. If unchecked, associates will not be required to scan items to count and will only be required to enter a count by hand.
    • Blind Scan: If checked, associates will not be able to see how many items are expected to be scanned. Additionally, associates will be unable to see progress of scanning. If unchecked, associates will be able to see how many items are expected, as well as their progress against that total:
  2. You can set up Administrative and Employee Permissions for Physical Inventory
    • Under Employees, choose Permissions, then select Management Console Permissions to set up permissions for Administrative access to Physical Inventory on the Management Console. 
    • Under Employees, choose Permissions, then select POS Role Permissions to assign role permissions for Physical Inventory to each appropriate employee role. 
    • Each Role Permission is Defined below:
Role Permission
Physical Inventory - Count Sections If checked, user will be allowed to perform manual section counts. This is dependent on whether or not manual counts are required as a step in the physical inventory.
Physical Inventory - Scan Sections If checked, user will be allowed to scan products in a section to perform inventory stock-take.
Physical Inventory - Set Recount If checked, user will be able to remove counts for a specific section and require that the section be recounted and rescanned.

 


Starting Physical Inventory

To begin a Physical Inventory session:

    1. Navigate to the Inventory page in the Management Console and click the Physical Inventory button. This will open up the Physical Inventory page, allowing the user to create a new physical inventory session. 
    2. Input Physical Inventory Name, Section Name and Group/Class Category to Count (which will pull up a list of your created groups, classes and categories to select from.)

    3. When finished, click Done
    4. After your page is saved, your inventory count sections will automatically display. Use the  arrow to expand and/or minimize each section to view your counts for individual products. 
    5. You'll see the counts for all individual products: 

    6. Should you need to delete your physical inventory, click the ... icon to Delete. Additionally, you can choose to Expand All sections at once: 

Once the user creates the sections for Physical Inventory, the system sends the Physical Inventory data to the Inventory app, allowing the user to begin the count / scan.


Using the Revel Inventory App

First, be sure to download the Revel Inventory App through the iTunes Store by searching Revel Inventory. Once the app finishes downloading, you'll need to login to the app as a manager using the same credentials you use to access the Management Console.

Once you're logged in, you are ready to start taking inventory. To do so:

  1. On the Inventory application, you'll see three options:
    • Products: Allows you to search for products on the application to manage the inventory qualities for that particular items. 
    • Purchase Orders: Allows you to view Purchase Orders that have already been created on the management console and mark items as received. 
    • Physical Inventory: Allows you to manage the Physical Inventory sections you created on the Management Console using the steps above. 
  2. Choose Physical Inventory. You'll see the sections you created for this physical inventory. Choose Scan for one of your sections: 

  3. A list of items associated with the selected Group/Class/Category will display. You can select the appropriate product or, if you don't see your product immediately and you have a long list of products, you can use the Type Name or Scan Barcode field to find an item rather than scrolling through the list:

    Note: Tapping "Scan" on any one of the sections will allow the user to physically scan each barcode  to populate the section count. The application will respond with a short beep and a single quick vibration with each scan that requires no user interaction. A user can enter in several counts for a barcode and the application shall sum the addends. In addition to scanning with a wired scanner, the Physical Inventory functionality also supports a bluetooth scanner or an iPhone's internal camera as a barcode scanner. Swiping left on a product and tapping "Delete" will delete the corresponding count. Tapping a product will allow the user to edit the quantity of the product count, as shown in the images below.

    If a product cannot be found via barcode scan, an "Unknown Products" dialog message (in red) will appear at the top of the screen. If two or more products have identical barcodes, a "Multiple Matches Found" dialog window will appear, allowing the user to select the desired product from a list. If a product has multiple units of measurement, a "Multiple Units Found" dialog window will appear with a list of various units to select from. All the examples mentioned here can be seen in the images below.

    Physical_Inventory_Error_Check.png


  4. Once you select a product, you'll see the Expected Inventory and a field for you to update the Counted Inventory number. Press Confirm to update:

  5. You'll be returned back to the list of products. You can switch between products In Progress or those that have been Completed using the options at the top. After you have completed your entire inventory for this section, press Finish to go to your next Section, if applicable:
  6. Once you've finished the Physical Inventory count for all sections, select Finish again, you'll get a message "No scheduled inventory at this time" and that will send the info to your Management Console:

Note: Only one Physical Inventory session will be open at a time.

Depending on the Physical Inventory settings and role permissions which the manager has set up in the Management Console, the user (store associate) may or may not have access to certain functionality.  


Finalizing Physical Inventory

After the Physical Inventory count is marked as Finished from the app, you will need to finalize the count from the Management Console. To do so:

  1. Go to Inventory and Choose Physical Inventory.
  2. You'll see the sections you created previously with an option to Recount or Accept the counts. Once you have accepted all sections, you can choose End Physical InventoryPhysical_Inventory_Recount.png
  3. When finalized, you'll get a message Physical Inventory Finished. 

Note: Users may NOT click the recount button when the Physical Inventory is in the 'count complete' state.

Clicking "Finalize Counts" completes the inventory count, allowing users to view the information on Reports.  


Physical Inventory History Report

You can view your Physical Inventory history on the Physical Inventory Report, located under Reports; choose Other Reports, then select Physical Inventory History.

This report shows results for each completed Physical Inventory count cycle. The report summarizes the expected count versus the actual count (variance).

Summary for each Physical Inventory will include:

  • Start date
  • End date
  • Total Quantity Expected
  • Total Quantity Counted
  • Variance in Quantity
  • Total Value Expected
  • Total Value Counted
  • Variance in Value
  • Who Completed the Physical Inventory

If you select the title of the Physical Inventory on the left, you have even more details to view, including a breakout by Category or Class

 

 


Physical Inventory and Actual Inventory in Revel

Once a Physical Inventory count has been finalized, the counted inventory number will be the actual inventory amount listed on the Management Console.

For example, if 10 apples are listed in actual Inventory (in the Management Console), but only 8 apples are counted in Physical Inventory, your actual inventory number will change from 10 to 8 apples. As a result, 2 apples will be marked as Waste or Damaged. On the contrary, if 8 apples are listed in actual inventory, but 10 apples are counted in physical inventory, the actual inventory will be over ridden to 10 apples. As a result, 2 apples will be marked as Received.

Please note that products NOT counted in Physical Inventory will not be modified in actual Inventory in the Management Console.

In the public release of 2.39 Revel will push all products listed in actual Inventory to be counted for in Physical Inventory. This enhancements will give the option to preselect the Product Classes and/or Product Category/Subcategory that will be counted. As a result, if something is not counted, a prompt will appear with the following options:

  • Don't complete the Physical Inventory until you can find the items that were not counted.
  • Set the count to "0" for all of the products which were not counted.
  • Pause the count to continue the action at a later time.
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