Count a product in more than one place

Give a product an extra place when it sits in more than one storage area, such as sacks of potatoes in dry storage and a prepped batch in the walk-in. The product then shows in the count list of each place. You count what is in front of you, and Rinvy adds the places up into one total.

When to use this

Use extra places when one product sits in two or more storage areas, and you count those areas one at a time. Without extra places, you have two choices, and both cause problems:

• You add up the places in your head and enter one number in one storage area. This is slow, and a shelf you forget goes unnoticed.
• You make a second product for the second place. Then costs, recipes, orders and reports see two products instead of one.

With extra places, the product stays one product with one total. Only the count asks for it in each place.

Before you start

• Early access must be on for your kitchen.
• The product must be counted by quantity. Status-tracked, non-inventoried and auto-tracked products cannot have extra places. See choose the right product type.
• Each place is a storage area, so set up your storage areas first. See set up storage areas.
• To give a product an extra place, you must be an Owner or a Manager. Anyone who can count (Owner, Manager or Staff) can count the product in each place.

Add an extra place

The storage area that you pick on the product is its home storage area. A delivery, waste or prep that does not name a place goes to the home storage area.

1. On Products, open the product to edit it.

2. Under Also stored in, tap each storage area where the product also sits. Keep None if it sits only in its home storage area.

3. Save the product. On the Products page, the product now shows a chip such as +1 area.

A product that you add to a place goes to the end of the count order of that place. On the Storage Areas page, the place shows a line such as Also counted here: Potatoes.

To set up many products at once, use the Also counted in column of the products CSV. It lists the extra places of each product, separated by ;. The import reads the column for the new products it creates. See import products from CSV.

Count each place

1. In a count session, open one of the product's storage areas. The product is in its count list.

2. Enter only the quantity in this place, not the total. The field starts with the last count for this place.

3. Save your counts, open the next storage area, and count the product there too.

A blue chip on the row names the other places, for example also in Dry Storage. Under the product name, a line shows the total. When the field is empty, the line shows what the other places hold, for example 50 lb in 1 other place. When the field has a number, the line shows this place and the total, for example 8 lb here · 58 lb total across 2 places. The total changes as you type.

In speed mode, the product's card shows the same chip and total.

What happens to a place you skip?

Rinvy keeps what the place holds and adds it to the total, so you do not have to count every place in every session. The kept number is the last count of the place, plus the deliveries, waste, prep and moves that named the place since, and it keeps the name and time of the person who last counted the place. A partial count never makes stock look lower than it is. Rinvy does not mark a storage area as counted because of a number it kept.

When a product's total looks wrong, count it in every place in the same session, so no kept number hides the gap. A guide to accurate physical counts from the U.S. Government Accountability Office describes a distribution center that does the same: when a second count still disagrees with the records, it counts every spot in the warehouse that holds the item (GAO-02-447G).

When you skip the home storage area

The home storage area holds everything that did not name a place. If you skip the home storage area, Rinvy keeps its last count plus everything that came in or went out without a place since then.

Complete the session

When you tap Complete session, the message names up to three products that have a place you did not count, for example "Potatoes: counted in Walk-in Cooler, not yet in Dry Storage." If there are more, it gives their number. You can still complete the session.

In speed mode, the review screen lists these places under Other places to count. Tap one to save your counts and count that place next. If you are offline and have counts to save, the tap takes you back to the storage area list. Rinvy sends your counts when you are back online.

Name the place when stock comes in or goes out

Rinvy keeps the quantity of each place current between counts. For that, tell it where stock goes:

• When you receive a delivery, pick Put away in on the cart line. On a short, credit or return line, the picker reads Taken from.
• When you review an invoice, open the line and pick Put away in. A short that you record against the line comes out of the same place.
• When you log waste, pick Taken from.
• When you run prep, pick where each ingredient comes from and where the result goes.

The pickers show only for products with extra places. If you leave a picker on the home storage area, the stock goes there.

An invoice that Rinvy approves automatically does not go through review, so it names no place. Its stock goes to the home storage area. If you put that stock in another place, record a move.

Move stock between places

When stock moves from one place to another, for example butter from the freezer to the bakery fridge, record the move. On the Inventory page, tap the product, then fill in Move stock: from, to, and the quantity. The total stays the same. If you move more than a place holds, that place shows a negative number, so you can see that something was not recorded. Recent moves lists the last moves. Anyone who can count can record or undo a move. After someone counts the product again, the count already shows where the stock is, so an older move can no longer be undone.

See the split

On the Inventory page, the product shows under each of its places. Each row shows the quantity in that place, the total, and the other places, for example of 30 kg total · Bakery Fridge 10 · Freezer 15. The quantities are current: the last count of each place, plus everything that named the place since. Tap the product to see each place with the date of its last count and the change since.

The Inventory Value report shows the same split, with a Value by storage area card.

A past session in Inventory history shows the split of that session. A number that Rinvy kept from an earlier count shows (carried).

Fix a count after the session

Open the session in Inventory history and tap the product. The edit form shows one field for each place and adds them up. A place that Rinvy kept from an earlier count shows (carried forward).

Change the place that is wrong and save. The total follows. If later counts kept the old number for that place, Rinvy corrects them too. To learn who can edit a past count, and when, see editing past counts and receipts.

Remove a place or delete a storage area

If you remove an extra place from a product, Rinvy stops asking for the product there. Past counts keep their numbers. The next count of the home storage area leaves the removed place out of the total, so count the stock where it sits now.

If you delete a storage area that is an extra place, the delete still goes ahead. Rinvy removes the storage area from each product that is also counted there, and the delete message tells you how many products that is. Past counts keep their numbers. On the Inventory page, in count history, in the edit form and in reports, the place shows as Deleted storage area. It keeps its count, and you cannot edit it.

If early access is off for your kitchen, Also stored in shows only the places that the product already has. You can remove a place, but you cannot add one.

Copy to another kitchen

When you copy products to another kitchen that you own, their extra places come along if early access is on in that kitchen and it has the same storage areas. The copy does not make new storage areas for extra places. The result lists each place it had to skip. A product that is already in that kitchen keeps its own places. The copy does not add places to it. See copying between kitchens.

Related

• Set up storage areas
• Take your first inventory count
• Editing past counts and receipts
• Choose the right product type