Physical Inventory

By Noor | Updated



Revel now supports a Physical Inventory functionality that allows users to divide their stores into sections so that they may easily be inventoried. Each section is provided a number, and 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.

Physical Inventory Settings & Role Permissions

To support this new feature, Revel has added the following components:

Physical Inventory settings to the Settings > Physical Inventory page in the Management Console:

  • Require Count by Scan: f checked, 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.

Physical Inventory admin permissions are assigned on the Employees > Administrative Permissions page. Additionally, owners / managers may assign role permissions using the Physical Inventory role permission on the Employees > Role Permission page, both shown below.

Physical Inventory Admin and Role Permissions


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, navigate to the Inventory page in the Management Console and click the Physical Inventory button. Clicking this button will open up the Physical Inventory page, allowing the user to create a session by doing the following:

  1. Click "Start a New Physical Inventory".
  2. Enter a name for the physical inventory.
  3. Enter the number of sections to count.
  4. Click "Update Sections".
Physical Inventory Settings


Note: Once the user clicks the "Update Sections" option, Revel will generate a unique number for each section in the following format: establishment number - count - section number, i.e. E01-00-1. Users may enter comments for each section for further reference, as needed.

Clicking "Start Physical Inventory" sends the Physical Inventory data to the Inventory app, allowing the user to begin the count / scan. On the Inventory application, tapping Settings > Inventory > Join Physical Inventory will automatically connect the user to the active / open physical inventory. Note, only one Physical Inventory session will be open at a time.


Join Physical Inventory on Inventory Application


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. An example of the count option is shown in the image below.

Count in the Inventory App


Tapping "Count" on any one of the sections will allow the user to manually enter the quantity of the count in the provided field. After the user has performed a manual count, tapping "Confirm" on the Edit Quantity screen will save that count. A section only becomes ready to be scanned if it has already been counted.



Tapping "Scan" on any one of the sections will allow the user to physically scan each barcode in efforts 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.

Scanning Inventory on the Inventory App


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 Multiple Matches/Units Found


Finalizing Physical Inventory

Only Managers/Owners can manage Physical Inventory counts using the manager view (as shown in the images below) on the Manage Inventory screen of the Inventory app. Under the "In Progress" tab, tapping on any one of the sections will expand and display its corresponding physical inventory data. If a section remains to be scanned, the corresponding section will indicate with "Ready for Scan". If a section is in the middle of a scan, it will indicate with "Scanning". If a section has not been counted, it will indicate with "Not Counted". Under the "Completed" tab, tapping on a section will display the completed section counts, and allow the user to perform a recount by tapping "Recount", if necessary. As shown in the images below.

Manager View on Inventory App


After the count is performed, the Physical Inventory page in the Management Console will display the overall count, and also a breakdown of the count, section by section. The result is the difference (variance) between the expected count and the actual count. If needed, a manager / owner may perform a recount by clicking on any one of the corresponding "Recount" links under the "Recount" column in the Management Console.

Physical Inventory Summary


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/edit count results, segmented by section, by category, or by class, as shown in the image below.

Physical Inventory Count Summary


Clicking the "Category" tab option displays a breakdown of the Physical Inventory count by category/product, allowing users to either accept/adjust each count individually, or add/remove products, as shown in the image below.

Physical Inventory by Category


Clicking the "Class" tab option displays a breakdown of the Physical Inventory count based on product class(es), allowing users to either accept/adjust each count individually, or add/remove products.

Clicking "End Physical Inventory" will complete the process. If the user ends the Physical Inventory without accepting all current counts, Revel will display the prompt shown in the image below:

Physical Inventory End Prompt


  • Clicking No will close the dialog and the inventory will be left open.
  • Clicking Yes will close the dialog, end the physical inventory, and all products whose counts were NOT accepted will not be modified in any way. Current counts for these products will be ignored.

Physical Inventory History Report

A Physical Inventory History report can be found nested inside Reports > Other Reports page. This report shows results for each completed Physical Inventory count cycle, as shown in the image below. The report summarizes the expected count versus the actual count (variance). The Product Inventory Log and Product Inventory Summary reports will reflect the changes made to inventory. Only Physical Inventories in a "Finalized" state will appear in this list.

Summary for each Physical Inventory will include:

  • Start date
  • End date
  • Total variance by
    • qty
    • qty %
    • cost (value)
    • cost %

Clicking on a row will open a detailed physical inventory report


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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