YD Yellow Dog Software Inventory Management OPERATIONS GUIDE End of Month Process A step-by-step guide to physical inventory counts — from
preparation through final reporting. 10 Days of Preparation Workflows can
and should be tailored to your specific operations. Use this document as a
starting framework. |
Pre-Inventory Preparation
Complete all setup and review tasks before counting begins.
Changes made after counting starts may compromise accuracy. The timeline below
spans 10 days — starting with count sheet review, a hard deadline at day 8, a
final check two days out, and last-minute prep the day before.
Count Sheet Review Begins ☐ Managers
begin reviewing current inventory count sheets | ☐ Missing Items: Add
new items or request additions through the appropriate channels if an item
is not available to your store | ☐ Missing Items: Create
new items or request new items be created through the appropriate channels
if an item does not exist yet | ☐ Additional Sizes / References Needed: Create any new sizes or request additional sizes
or reference (pack size) information to be created or added |
|
Deadline —
8 Days Prior to Inventory Day: All item additions and change requests must be submitted.
Items should not be edited during the Physical Inventory process — updates
must be completed before counting begins to ensure accuracy. Items added to a
session and then edited will retain the previous configuration in the
physical. |
Final
Count Sheet Review ☐ Verify
“sheet-to-shelf” accuracy — confirm that all countable items are listed | ☐ Ensure
all relevant departments have reviewed and updated their count sheets | ☐ Tidy
up areas to be counted; inventory locations should be organized and easily
counted | ☐ Ensure
all staff are aware of the plan for the physical: – Who
will be counting – Areas
to be counted – Where
each person is responsible for counting product – Staff
should not overlap in counted areas | ☐ Ensure
any users that will count in mobile have correct access: – Test
logging in and selecting stores and count sheets |
|
Final
Pre-Count Tasks ☐ Manual Adjustments — Submit all waste, spoilage, or breakage adjustments that have
not already been input | ☐ Transfer Completion —
All item transfers must be completed and committed in Yellow Dog; verify
all requests are in Transferred status via the Request List | ☐ Invoices — All
invoices representing product that will be counted must be committed in
Yellow Dog | ☐ Confirm
all expected stores are showing sales | ☐ Ensure
all COGS departments are mapped to: – Inventory Items – POS Menu Items – Hardware | ☐ If
handheld devices will be used, ensure they are charged and ready; mobile
apps should be on the latest version |
|
Physical Inventory Execution
Last day of the period — all counting takes place on this day.
Counting
Day Checklist ☐ All
assigned personnel count their respective areas; counters check in with
managers as they finish | ☐ Best
practice: count when the store is closed so product is not moving or being
used during the count | ☐ Exclude
any product that should not be counted based on the invoicing period | ☐ Sessions should be created for printed count sheets in Yellow Dog | ☐ Mobile
sessions should be finalized | ☐ Verify
that all count sheets or counted locations have a corresponding session in
Yellow Dog |
|
Complete these steps immediately after counts are finished,
before committing the physical.
Build
the Physical Inventory Document ☐ Managers
(per Yellow Dog store) should create a Full Physical Inventory document — each outlet should be represented by one physical inventory | ☐ Add all
relevant counting sessions to the physical | ☐ Set
the Effective Date and Time — this should be consistent across stores
(typically last day of period, 11:59 PM) | ☐ Review
counts and make adjustments as needed: – Check
for items with exact same counts – Check
for items with no counts – Spot
check several items for correctness |
|
Resulting
On-Hand Report Review ☐ Review
high counted cost or quantity items | ☐ Review
low or zero counts for expected items | ☐ Review
overall total counted cost — should be in line with seasonal/monthly usage
expectations | ☐ Variance
(difference between expected and counted values) should reflect actual
usage — unusual variances may require further investigation |
|
Before
Committing the Physical ☐ Complete
final review for correctness | ☐ Consider
your POS system and when sales for the day are posted — some POS systems
send sales the next day; the physical should be committed after those sales have been confirmed in
Yellow Dog | ☐ Commit
the Physical Inventory |
|
Uncommit
Window: Admin users
have seven days to uncommit the physical if corrections need to be
made after committing. |
Questions? Contact Yellow Dog Support for assistance with any step in this
process. |