Quick Reference: Best Practices for Collecting Inventory Counts During Business Hours
Yellow Dog recommends capturing physical inventory counts outside of business hours. When this is not possible, setting the correct Effective Date & Time is essential to keeping inventory variances low.
Effective Date & Time
The Effective Date & Time represents the moment at which your on-hand counts apply in the system. In other words, you are telling Yellow Dog: “As of this date and time, we had this quantity on hand.”
If you collect counts during business hours, set the Effective Date & Time to before counting begins (for example, early morning).
For POS systems that use summary roll-up sales, set the time to 11:59 p.m. the night before.
If you are unsure whether your POS uses roll-up or transactional detail, see the Yellow Dog Help Site
Close Out Date & Roll Up POS Sales
If the effective date & time is not set as the night before at 11:59pm, then no sales for the date of the physical will be able to be processed into Yellow Dog because it will effectively be backdating the sales to prior to the close out date.
Tracking Items sold during counting
Counters must track sales that occur while counts are being collected:
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If an item is counted before it sells: No action is needed.
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If an item sells before it is counted: Add the sold quantity back to the collected count.
This ensures the counted quantity reflects what was on hand as of the Effective Date & Time.
Adjusting Counts for Sold Items
To add sold quantities back into your count, you can:
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Update the item within an existing session, or
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Create a new session specifically for items sold before being counted.
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