Regular Stock Counts

After your initial setup, you'll need to do regular stock counts to keep your inventory accurate.

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Why Regular Counts Matter

Even with automatic tracking, small differences can add up over time:

• Items damaged and not logged as waste
• Recipe portions that vary slightly
• Theft or loss
• Data entry errors

Regular stock counts help you catch these variances early and keep your inventory data accurate.

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How Often to Count

The frequency of stock counts depends on your outlet's volume and needs:

Frequency	Best For
Daily	High-value items or fast-moving inventory
Weekly	Most outlets — good balance of accuracy and effort
Bi-weekly	Lower-volume outlets

Your Butter administrator will work with you to set a schedule and expectations for how frequently stock counts should be performed at your outlet.

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Full vs Partial Counts

Full Counts

A full count means counting every item in every storage location. This is required for:

• Your first stock count (to establish baseline levels)
• Periodic complete inventory audits

Partial Counts

A partial count means counting some items or some storage locations. This is useful for:

• Regular maintenance counts
• Focusing on high-value or fast-moving items
• Counting different locations on different days

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The Counting Process

Step 1: Open Outlet Manager

Go to outlet.butterpos.ai and log in.

Step 2: Start a Stock Count

1. Navigate to Stock Counts
2. Click "New Stock Count"
3. Select the storage location you're counting

Step 3: Count and Enter Quantities

For each item:

• Find the item in the app
• Physically count what you have
• Enter the quantity — you can use different increments or mark items as out of stock

Step 4: Submit the Count

When finished with a location, submit your count for review.

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Manager Approval

All stock counts submitted by employees must be verified and approved by a manager.

How to Review Stock Counts

1. Go to Stock Counts in Butter Backoffice
2. Review pending stock counts in your approval queue
3. Check for any unusual variances
4. Approve or request corrections

Understanding Variance

After a count, Butter shows the variance — the difference between:

• What the system expected (based on tracking)
• What was actually counted

Large variances may indicate:

• Waste that wasn't logged
• Recipe inaccuracies
• Theft or loss
• Counting errors

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Tips for Accurate Counting

• Count at consistent times — Same time of day, same day of week
• Count when slow — Fewer items moving in and out
• Double-check large variances — Recount before submitting if something seems off
• Log waste separately — Don't just adjust counts to hide waste