Inventory Verification

Inventory verification is important to do once a year or once per quarter as it allows you to make sure the inventory you have in listed as in stock in OrderTrac matches the actual inventory you have available at your store/warehouse.

Inventory verification can be performed on both regular items as well as POS items.

You can put a laptop running OrderTrac on a cart and push the cart around the store verifying each item as you walk around. You will probably want to mark an item as verified by placing a sticker or something on the actual item so you can keep track of what items you have physically counted.

Item Inventory Verification

For regular item inventory verification, select Item Inventory Verification under the Items section of the main menu. This will show you a list of all items that are on hand in OrderTrac. There are 2 methods available to verify each item:

Manual Mode

Manual mode Manual mode means you will just find the item on the list, click it, and verify the inventory qty listed matches your actual inventory count.

With this method, let's say you want to verify all you dining tables first. So you walk up to your first table and then use the filter field to find that table in the list, and click on it. This will load the settings on the left hand side. If you only have 1 of that specific table in stock, enter 1 enter the Verified Qty field and click Verify.

Scan Mode

Scan mode is similar to manual mode, except you can just scan a barcode of an item in order to count that item in the verified inventory count. For example, if you have 6 chairs, and all 6 have a barcode label on them, then all you have to do is enter the item ID or SKU in the scan mode section and click the search Icon. This will automatically find that item and increase the verification count by 1. So if you scan all 6 chairs, the verification count will be 6. If you have a barcode scanner, you can also just place your cursor inside the box and then scan the barcode.

Batch Mode

Some barcode scanners support scan batches which means you can scan a whole bunch of barcodes and then when you are done, it will dump all the barcodes out into OrderTrac. If your scanner supports this, you can walk around your store and scan every single barcode. Once complete, return to OrderTrac and click the Add Batch Scans button. Dump all the barcode scans into the Batch box and select if these are Item ID's or SKU's. You may see duplicates in this list, for example if you have 2 chairs in stock with an item ID of 1035 and you scan both items, 1035 would show up in the list twice as expected.

Click Import at the bottom and this will process all the Item ID/SKU items in the list. If an item shows up twice, the Verification count will be 2.

If you are using SKU mode, it is possible you have multiple items that have different Item ID's but the same SKU (same item but ordered at different times). When scanning a SKU, OrderTrac will look for the first item with that SKU and increase the verification count by 1 for that item. Once the verification count matches the qty on hand in OrderTrac, if you scan that SKU again it will then look for another item with that same SKU and apply the verification count to that item.

If no more SKU items are found, it will just keep increasing the verification count for the last item with that SKU.

Completing Inventory Verification

If the Verified Qty matches the Qty OrderTrac has on file, then the row will turn green. This means the quantity in OrderTrac is correct since it matches the actual quantity. If the verified qty is greater than the stored quantity, it turns red, and if the verified quantity is less than the quantity in the system, it turns yellow:

Once you have verified ALL items (every row is either green, yellow, or red), then you are ready to complete the verification.

Important! Completing the verification means the quantity in OrderTrac will be updated to match the verified quantity you have entered. So if OrderTrac says you only have 3 of a certain chair but you counted 4 in reality, you would have entered 4 in the Verified Count field and the row would have turned red. When you complete the verification, the Qty field will be updated to 4 to match reality. Completing a verification cannot be undone so make sure all quantities are entered correctly before completing.

If you need to start over, click the red Reset Verification Counts button to clear out all verification counts and start over. This will not alter the qty on file in OrderTrac, it will only reset the verification count data used for inventory verification only.

POS Inventory Verification

POS inventory verification works in the exact same way. Read the instructions above to learn how POS inventory verification works. The only difference is POS items are searched using the UPC. You can find the POS inventory verification page under the Point-of-Sale section of the main menu.