Editing past counts and receipts

You can fix a completed count or a receipt after the fact. Either edit changes the record and moves the difference into every later stock change, up to the next count. Owners and managers can edit any count at any time. Staff can edit counts they started, for 24 hours after completion.

Editing a completed count

When a count session is completed, each product's count becomes the stock baseline. Editing a count in that session replaces the number and records you as the person who counted it. Rinvy then moves the difference forward through later deliveries, waste, prep and sales. The change stops at the next count, because that count is ground truth.

Owners and managers can also delete a whole completed session when it should never have happened, such as a test count or a duplicate. See Deleting a count session.

The 24-hour staff edit window

Staff can edit a completed session for 24 hours after it completes, and only a session they started. The window exists for catching obvious typos before they harden into history.

After 24 hours, staff can no longer edit. Owners and managers can edit any completed session at any time.

How to fix a wrong count

You have two options:

Edit the count. Open inventory history, find the session, tap the product, fix the number, and save. Use this when you know the right number for that day, for example 150 typed instead of 15.
Take a fresh count of the product. Use this when you only know what is on the shelf now. The fresh count sets stock from today on. The old number stays in the earlier session and still counts in reports for the period it closed.

Inventory history lists every completed session by date, so you can find the one to fix:

The Inventory history page listing past completed count sessions grouped by week, each showing the count date, how many products were counted, and who counted

Opening a session shows its snapshot. When you have edit rights, a "Tap a product to edit its count" hint appears and each product row is tappable:

A past session's Inventory snapshot with a "Tap a product to edit its count" hint above the counted products grouped by storage area

For a product that you count in more than one place, the edit form shows one field for each place. If you correct a place, Rinvy also corrects each later count that kept the old number for that place. See Count a product in more than one place.

Deleting a count session

Owners and managers can delete any completed session, not only the latest one. On Inventory history, swipe the session row to the left and tap Delete. The confirmation tells you how many counts it removes and from which day.

When you delete a session:

Rinvy removes every count in that session.
For each of those products, Rinvy recomputes stock from the count before the deleted one. When there is no earlier count, it starts from zero.
The recompute runs through later receipts, waste, prep, and sales. It stops at the next count, because that count is ground truth.
The activity feed shows a row such as "Count from Apr 1 deleted" with the name of the person who deleted it.

The session stays in the audit trail but no longer shows in history, reports, or the Food Cost count pickers. Health findings from that session move to resolved, and Reports → Health still lists them. A deleted session can't be restored. To undo one, take a fresh count.

To stop a count that is still in progress, cancel it from the count screen instead.

Why did my current stock change when I fixed an old receipt?

Because Rinvy carries the fix forward: editing a receipt adds the difference to every later stock change, up to the next count. A receipt can be edited at any time by anyone who can receive deliveries, and the edit works the same way as a count edit.

What "cascade" means

If you received 2 case of chicken on Monday, used some of it in prep on Tuesday, and logged some as waste on Wednesday, and then realized the original receipt should have been 3 case, not 2:

Edit the Monday receipt to 3 case.
Rinvy recomputes stock forward from Monday. The Tuesday prep deduction still happens, and so does the Wednesday waste.
The current stock ends up reflecting the corrected starting point.

The cascade stops at the next manual count. If a count happened on Friday, Friday's count overrides the cascaded stock as the new ground truth.

Why the next count stops it

A count is what was physically on the shelf at that moment. Fixing an earlier receipt can't change what someone saw on the shelf later, so the next count stays as counted. The extra case shows up instead as usage between the two counts.

A receipt is "this much product arrived from a supplier." If the receipt was recorded wrong (missed a case, wrong unit), the stock it implied was wrong too, and carrying the fix forward corrects it.

Permissions

Action	OWNER	MANAGER	STAFF
Take new count	✅	✅	✅
Edit a completed count within 24 hours	✅	✅	✅ (sessions they started)
Edit an older completed count	✅	✅	❌
Edit a receipt	✅	✅	✅
Delete a receipt	✅	✅	❌
Delete a completed count session	✅	✅	❌

canEditCompletedInventory is the capability that lets a role edit a completed session's counts. Owners, managers, and staff all have it. The 24-hour limit and the own-session rule aren't separate capabilities: the server adds them as staff-only checks, so owners and managers edit at any time.

Rinvy grants these actions by role, not person by person. Each role carries a set of permissions and each user gets a role, the role-based access control model that NIST describes.

What edits show up in reports

Reports read the corrected data the next time you open them:

A count edit changes every report that uses that count. A count closes one period and opens the next, the way IRS Publication 334 carries one year's closing inventory into the next year as beginning inventory. So a corrected count moves food cost and usage in both periods.
A receipt edit changes spending, weighted average cost, and variance for the receipt's date range.
Emails that already went out, such as the count summary, keep the old numbers.

If your plan includes inventory health, Rinvy also reruns the health check for the edited session shortly after your last edit.

Common mistakes

Deleting a session to fix one wrong number

Deleting removes every count in the session and recomputes stock for all of them. To fix one product, edit that row, or take a fresh count for it.

Editing a receipt and not understanding the cascade

If you up the receipt quantity by 1 case, current stock goes up by 1 case across all subsequent non-count entries. That's usually what you want — but if there's been a count since the receipt, the count overrides the cascade for everything that happened after the count.

Staff manager-overriding their own old count

Staff don't have the manager-override capability. If a staff-recorded count is wrong and outside the 24-hour window, an owner or manager has to make the edit. Don't waste time trying — escalate it.