A Department Physical Count Order Guide is a way to count products on hand and track month-over-month usage.

1. Go to “Inventory” on the menu bar, “Department Physical Counts” and then select “Create Department Count Order Guide”

Department Count Code - This is an abbreviation of the Guide Name and will help when searching for the Order Guide. This is unique and limited to 15 characters.

Name - This should be the full description of the Order Guide and is limited to 50 characters.

Transaction Type - There is just one type of transaction for a Department Physical Count, so it will automatically default to Department Counts.

Count Department - This is the Department counting the Inventory.

Click “New” to create the Order Guide.

1. On the “Details” tab, click on “Items”. This will allow you to search and attach items to your order per item. 

2. Search and select the items that you would like to request, making sure to click on the item’s checkbox. You can go from 1 page to another selecting all your items before going to the next step.

3. If there are multiple pages, check mark the Items on the first page and click the scroll button to go to the next page. The system will remember all the Items the User check marked.

4. After you have selected all the items you need, click on “Enter Selected Lines”.

5. Then select “Create Selected Lines”.

1. Click on the “Item Level” tab, This will allow you to search and attach items to your order per commodities. 

2. Clicking the magnifying glass next to the Item Level box will display a list where you can find and select the Commodity Level(s) to add to the Order Guide.

3. The User can search for different type(s) of Item Levels & check mark them.

4. Once all the Item Levels that need to be added to the Guide are selected, click on “Select Checked”.

5. Click “Update”.

6. Clicking “Auto-Fill Associated Items” will add any Items classified with the Commodities selected to the Order Guide.

1. Shelf - You can assign Items by locations for easy sorting. (Example: if you have Racks, you can code them like A01 & B01 or Cooler & Freezer. Max characters is 10) Used to Assign shelves 1 at a time. 

2. Assign Shelf - You can assign multiple Items by locations for easy sorting. Select & Assign multiple items at a time.

1. Select the Items you want to place onto the shelf and click on “Assign Shelf”
2. Enter the Shelf Assignment and Click “Ok”

3. Default Sorting - Use this for how you would like the Items to come across when printing the Guide. Options include Shelf, Description and Item Number. (If you used Shelf, sort by Shelf then Description)

1. Go to “Inventory” on the menu bar, “Department Physical Counts” and then select “Manage Department Count Order Guides”

1. By default, the count department will be filtered to show only your home department. If you want to search across all departments, click “clear” on the right hand side. 

2. Use the “Search” or “Count Department” fields to locate the Department Count Order Guide you are looking to make changes to.

3. Once you locate the Order Guide, check the box next to it and click “Update,” or you can simply double-click to open it.

4. Make the required adjustments and click “Update” to save your changes.

Like other pages in RedRock, there are two delete options available on the screen. 

Delete in Details Tab - To remove an item, select it and then choose "delete" in the details tab.

Delete in the Header - The delete option in the header will remove the order guide.

1. Go to “Inventory” on the menu bar, “Department Physical Counts” and then select “Department Physical Counts”.

1. Previous Page - This will take you to the Previous RedRock Software screen you were working on.

2. Clear Search - This will remove any information that has been placed within any of the search fields.

3. New - This will begin a New Department Physical Count.

4. Update - Selecting a Check Box in front of any Inventory and selecting “Update” will Open the selected Inventory Count to make changes or review that Inventory.

5. Delete Line(s) - Selecting a Check Box in front of 1 or more Inventory’s and selecting “Delete Line(s)” will Delete the Count(s). A User will not be able to Delete a “Closed Inventory”.

• A Delete Confirmation pop-up will appear asking if you are sure you want to do this. Selecting “OK” will Delete the selected Count(s)

6. Print Usage Report - Checking the box next to one of the inventory items and selecting “Print Usage Report” will trigger a pop-up displaying the Department Counts. In this pop-up, the user can click the Export drop-down menu to choose their preferred program for exporting the report.

Before starting a count, it's important to confirm that all purchased items scheduled for counting have been received in RedRock. Additionally, make sure that any inventory transactions, like Stock Requests or Department Transfers, have been processed in RedRock prior to beginning the count. Neglecting these steps may lead to inaccuracies in the Department Physical Count.

1. Start a New Department Physical Count by clicking “New”.

1. Creating a New Department Physical Count 

1. Enter in the Name for the Department Count.
2. The Year and Current Period will automatically Populate but can be changed manually by the End user if needed.
3. Comments can be added to the Count and then click “continue”. 

1. Add an Administrator to the Department Count

1. The User Code of the individual creating the Department Physical Count will automatically fill in the Code field. If you need to assign a different user, click "Clear" and then search for the user you want.
2. Select the administrator then click “Continue”.

1. Select the Department Count Order Guide 

1. The search fields enable the user to find the Order Guide by Department, Order Guide Code, or Order Guide Name.
2. Select the order guide then click “Continue”.

1. Adding additional Items to the Department Physical Count

1. Add Products to Count Sheet: A drop-down menu will provide the user with the option to select either "yes" or “no.”

Selecting NO

Selecting YES

1. Adding Item Details to the Department Physical Count

1. Once the User has selected the additional Items they will click “Continue” where they will be prompted to add Shelf and Add the Items to the Order Guide.
   1. Shelf – A Shelf can be added to these additional Items for counting purposes
   2. Add to Order Guide - If the User selects this option these additional Items will be added to the Count Sheet Order Guide for all Counts going forward.
   3. Click “Finished”. 

The system goes in the following order to gather pricing, and only goes to the next level if a price was not found.

1. Recipes
2. Inventory (same entity)
3. Inventory (same property)
4. Transactions (for department)
5. Transactions (for entity)
6. Transactions (for property)
7. Bids

For Transaction, it checks the document type in the following order.

1. PINV
2. PRCV
3. PORD
4. CRLS
5. PREQ
6. DTFR

In the Department Inventory Count Details, once the inventory is open, the user can input counts in any of the available units. 

1. Once the counts are entered, select “Update”. 

Note: There are 4 count fields, each one refers to the Price/Unit to the left of the count. 

RedRock allows users to export the count sheet to Excel. Users can enter the counts in the Excel spreadsheet and then return to the system to import and upload those counts.

Exporting Count Sheets

Importing Count Sheet

In the Department Inventory Count Details, once the counts are entered the user can print the usage report. 

1. Click the down arrow next to “Print Count” and select “Print Usage Report”.

2. Click on the Export drop down menu and select Excel.

3. This report will give the User a Breakdown of the Usage of these Items.

Understanding the Report

When the department counts are ready to process & finalize follow the steps below. 

1. Select “Process & Finalize”

2. Department Inventory Confirmation pop-up will appear, select if you would like to Print Counts, Print Usage, and/or Email Counts.

3. Select “Finalize”.