How to Perform an Inventory Audit on the POSaBIT Audit App

Updated 2 months ago

Inventory audits are the key to maintaining accurate inventory counts at your venue. Therefore, POSaBIT suggests that inventory is audited at a minimum of once every quarter. The PocketPOS audit application combines the best parts of the other audit methods including the ability to count products using a scanner, manually enter counts within the application, and real-time synchronization between the audit application and a generated list of products on the portal. The following article walks through how to perform an audit that has already been created in the POSaBIT portal. CLICK HERE to learn how to create an audit for the POSaBIT audit application.

Starting an Audit

To begin an audit from the Inventory app, the audit must first be created in the POSaBIT portal.
1. Login to the POSaBIT web portal.
2. Go to Settings and select Inventory Settings.
3. Check the box for Enable Inventory Audit App to activate the inventory audit app, then Save.
4. Select "Audits" from the Inventory drop-down at the top of the page.
5. Press the blue button labeled "New Audit" found in the top right-hand corner of the page and select New Criteria Based Audit.
6. Enter a name for the audit as well as the employee's name who is going to be performing the audit.
7. Next, using the filters (Product Types, Product Brands, Supplier, etc) on the left side of the page, narrow down the list of products you'd like to audit, then click "Save".
8. You will now see a list of all products that apply to the filters you selected. You will also see a counter showing how many products will be audited in the top right-hand corner of the box on the left-hand side of the screen (Ex. 0/25).
  - Note: If you would like to change any of the filters be sure to re-press the blue "Save" button to update the list of products on the right-hand side of the page.
9. Once, you have the list of products that you would like to audit press the green "Start Audit" button to freeze the products inventory and make the audit available on the PocketPOS audit application.
In order to use the Inventory Audit app on the pocket POS, you must follow these 5 steps to enable the app through your portal settings:
1. Log on to the POSaBIT POS Portal
2. Navigate to the ‘Settings’ tab in the portal
3. Scroll down to the ‘Inventory’ section
4. Select the ‘Enable Inventory Audit App’
5. Hit ‘Save’
The user will enter in their employee pin on the Pocket POS device, and navigate to the ‘Inventory Audits’ tab from the man hamburger menu.
- If the user has already toggled over to the ‘Inventory Audits’ app, then the app will navigate directly to the ‘Open Audits’ page.
To start an audit, the user will locate the audit from the list of ‘Open’ audits and then hit the green ‘play’ button to start the audit.
Notice: Confirm the items after scanning to ensure you have saved the items, otherwise the memory fills up & will clear the scanned items.
At the top of the audit, there is the audit name, as well as the number of products included in the audit, and how many products have been audited. Below the audit details, each item in the audit will be listed with information such as: lot/package number, barcode number, room, supplier, brand, product family, and type.
- The current quantity of each product is also listed, UNLESS a blind audit has been set up - in that case, the user will not be able to see the current quantity on hand.
  - When using the ‘blind audit’ option, the ‘current quantity’ will not be visible to the auditor, and the color of the ‘scanned’, ‘counted’, and ‘total audited’ fields will all be shown in black text.
  - For regular audits where the ‘current quantity’ is visible, users will notice that the text color will be either green or red - which depends on if the ‘total audited’ and ‘current quantity’ match. Green indicates that the counts match, whereas red indicates a discrepancy.In addition to the differences in text color, the user will also be prompted to select a ‘reason’ if there is a discrepancy. The ‘discrepancy reason’ field will consist of a list of canned reasons from your state traceability system (if applicable), and there is also an ‘other’ to provide users with a way to add custom reasons.
    1. Log on to the POSaBIT POS Portal
    2. Navigate to the Inventory tab, then select Audits.
    3. Select the audit you just submitted from the Pocket POS. It should be in the Pending Approval state.
    4. Once you are on the audit, select the green Complete button to submit the audit. The audit will now show as Completed in the status column and all steps have been completed.