After you have entered the stock count data and you are ready for your inventory to be reconciled, you need to submit it.

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Important: For businesses that have signed up with Zenoti after April 2020 release, the store and floor quantities are combined into a single quantity, called Current On-Hand quantity.
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To submit stock count data

  1. Ensure that you are at the center level.
    Note: You can only submit a stock count for all consumables or for all retail products at a time. That is, you cannot submit a stock count for a specific product (retail or consumable) at a time.
  2. Navigate to one of the following:
    - Inventory > Stock Levels > Retail > Audit - for a retail stock count
    - Inventory > Stock Levels > Consumables > Audit - for a professional supply stock count

Let’s say that you are conducting stock count for retail products. When you follow the navigation for retail audits, the Retail Audit Inventory page appears.

If you have signed up with Zenoti after April 2020 release, you will see the following page:

3. Verify the information that you have already entered. You can also enter quantities for the other products. After you have entered quantities for the products that you have manually counted, click Submit Audit.

Note: If you have raised orders and you are waiting for delivery, you will get a pop-up to confirm the submission. To view the orders, click OK. Or, click Cancel to proceed with the stock count submission.

On submitting the stock count data, the Audit Details window pops up.

  • No. of Audited Products: Number of products for which you have entered the quantities
  • No. of Products Not Audited: Number of products for which you have not entered the quantities
  • No. of Products: Total number of products active in your center

 4. Select the auditing option for the unaudited products. This is to let Zenoti know how the unaudited products must be considered for auditing.

  • Use projected stock values for unaudited products - negative stock would be considered as no stock
    Select this option to conduct a partial stock count

    Zenoti projects current stock quantities based on the orders received, conversions, sales, and in-service consumption. When this option is selected, you allow Zenoti to fill up the quantities for the unaudited products with these projections. For the negative quantities, Zenoti sets them to zero.

    Example: Consider you have three products Aloe Vera Face Wash, Shea Butter Face Cream, and Green Tea Shampoo in your warehouse. You have audited and updated the stock quantity of Aloe Vera Face Wash as 30. You have not audited Shea Butter Face Cream and Green Tea Shampoo and say in the current stock, the quantities are 40 and -3 (minus 3) respectively. When you select this auditing option and submit your audit, you will observe that the stock quantities are as follows on the Reconciliation page:

    - Aloe Vera Face Wash – 30  
    - Shea Butter Face Cream – 40  
    - Green Tea Shampoo – 0 
  • Use projected stock values for unaudited products - negative stock would be maintained
    Select this option to conduct a partial stock count

    With this option, stock quantities for unaudited products are set to the quantities from current stock. Stocks that have negative quantities will continue to show as negative.

    Example: Consider you have three products Aloe Vera Face Wash, Shea Butter Face Cream, and Green Tea Shampoo in your warehouse. You have audited and updated the stock quantity of Aloe Vera Face Wash as 30. You have not audited Shea Butter Face Cream and Green Tea Shampoo and say in the current stock, the quantities are 40 and -3 (minus 3) respectively.

    After you select this option and submit your audit, the stock quantities are as follows on the Reconciliation page:  

    - Aloe Vera Face Wash – 30  
    - Shea Butter Face Cream – 40
    - Green Tea Shampoo – -3 (minus 3)
  • Use zero stock values for unaudited products
    Select this option to conduct a full stock count

    With this option, stock quantities for unaudited products are reset to zero irrespective of the quantities they have in the current stock. Stocks that have negative quantities are also reset to zero.

    Example: Consider you have 3 products Aloe Vera Face Wash, Shea Butter Face Cream, and Green Tea Shampoo in your warehouse. You have audited and updated the stock quantity of Aloe Vera Face Wash as 30. You have not audited Shea Butter Face Cream and Green Tea Shampoo and say in the current stock, the quantities are 40 and  -3 (minus 3).

    After you select this option and submit your audit, the stock quantities are as follows on the Reconciliation page:  

    - Aloe Vera Face Wash – 30  
    - Shea Butter Face Cream – 0 (positive becomes 0)  
    - Green Tea Shampoo – 0 (negative becomes 0)

Note: In the Reconcile page, your manager can see the products that were manually audited (by entering the audit information) or whether projections were used. 

 6. Click Save and Submit.
The stock count is submitted to your manager for reconciliation. 

After an audit is submitted, you can neither edit it nor submit another audit for the same product type. In our example, we have audited retail products. So, we cannot submit another audit for retail products. When we navigate to the audit page, the following message is displayed:

Note: This message is also displayed when you do not have any retail products active in your center. You can make them active in your center.

Next Step: Wait for reconciliation and approval (if there are any deviations). Meanwhile, you can conduct the stock count for the other product types. In the example, you have conducted stock count for the retail products, while you are waiting for its verification and approval, you can conduct stock count for professional supplies.

After the stock count is submitted, the following may happen:

  1. The audit is reconciled and the current stock is updated accordingly
  2. If there’s a value deviation (actual vs expected) and your organization has enforced such audits to be approved, the reconcile is submitted for approval and you will see the following message in the Audit page:

Based on the value deviation, the reconcile can be approved or rejected:

  • Reconcile is approved and the current stock is updated. You can submit another stock count.
  • Reconcile is rejected and you can view the following message on the Audit page. Click the View Reconcile Report link to know the reason for rejection.


See Also

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