MyMicros Stock Counts - Simple Course

This course serves to give guidance to the stock count process in the stores. Managers and partners are to follow the procedure to ensure effective stock control.

1. Guidelines

1.1 Quick Guidelines

  • When counting open or used syrups, sugar sticks, packaging, straws and serviettes estimate to half or full bottle or box.

  • Plastic forks, knives and spoons (open boxes): pack in 100’s and replace into the original box. Use these portions to replenish at the food section.

  • All other items can be weighed if required.

  • The manager does not have to do all of the physical count by himself/herself. Partners can assist in the counting process. The manager can assign certain item groups to a partner.

  • After 5pm, ensure all stations are stocked, thereafter count the bulk store and lock it till the next day (No stock to be removed from the bulk storage once counted)

  • Count from one side to another; ensure that no shelf is left uncounted.

  • During the physical count FIFO should be checked. Where FIFO is not applied, the manager should rectify it.

  • Expiry dates should also be checked during the count. No expired items should be counted. Expired items should be wasted (See waste manual).

  • Any items not on the count sheet but in store: notify the manager and record at the bottom of the count sheet.

  • The managers is responsible for entering the count on the MyMicros.

  • Ideally variances should be checked by a different partner or SSV.

  • Keep minimum required stock holding at all times, especially at month end.

  • Organise storage areas; there should be a maximum of 2 storage areas per SKU/Category.

  • For effective problem solving, the best is to investigate immediately. Never leave problems for the next day.

  • Escalate any issues to the District Manager immediately.

Always priorities customer experience above admin tasks like counting stock. If a sudden queue arise, pause the count and follow playbook to ensure you make the moment right. Thereafter you can return to counting stock.

2.2 Merchandise area:

  • Replenish the merchandise shelf from the bulk storage area

  • Ensure that merchandise stock is displayed in a uniform manner. Ensure all like items are placed together either by size or type.

  • All empty boxes for merchandise to be removed from the drawers or display. The boxes can be kept behind the bar with other packaging in case requested by a customer.

  • All merchandise item box that is opened needs to be priced before it is put on the merchandise shelf or in merchandise drawers.

2.3 Bar area:

  • Restock the bar area with all necessary stock as per par levels set out by the store manager.


  • Hot Bar and Reserve Bar should hold all stock required for the day’s trade. All remaining stock to be counted at the end of the day.


  • Fill all the hoppers with the correct beans.

2.4 Fridge area:

  • The rest of the day’s food items should be kept in the unlocked fridge behind the pastry case.


  • Replenish the pastry case as required.


  • Thereafter, fridges should be locked, and the manager should hold the keys.

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Guidelines Assessment

Did you enjoy this course, and is it easy to follow?

  • Yes, I enjoyed it, and it is easy to follow.
  • Yes, I enjoyed it, but it is not easy to follow.
  • No, I did not enjoy it, but it is easy to follow.
  • No, I did not enjoy it, and it is not easy to follow.

2. Pre-Count Procedure

2. Pre-Count Procedure

2. Pre-count Procedure

It is important to follow the below pre-count steps sequence when preparing to do a stock count

  1. Invoice and transfers

  2. Merchandise area

  3. Bar area

  4. Fridge area

  5. Bulk Area

2.1 Invoices & Transfers

2.1 Invoices and Transfers

  • Check that all invoices have been booked correctly. If no invoice on the system when stock has been received, Micros needs to be contacted. Once Micros has been contacted the call reference should be sent to the IT team as well as you DM.

  • Check that all transfers in or out are done correctly.

2.2 Merchandise Area

2.2 Merchandise Area

  • Replenish the merchandise shelf from the bulk storage area.

  • Ensure that merchandise stock is displayed in a uniform manner. Ensure all like items are placed together either by size or type.

  • All empty boxes for merchandise to be removed from the drawers or display. The boxes can be kept behind the bar with the other packaging in case requested by a customer.

  • All merchandise item boxes that are opened, need to be priced before they are put on the merchandise shelf or in merchandise drawers.

2.3 Bar Area

2.3 Bar Area

  • Restock the bar area with all necessary stock as per par levels set out by the store manager

  • Hot Bar and Reserve Bar should hold all stock required for the day’s trade. All remaining stock to be counted at the end of the day.

  • Fill all the hoppers with the correct beans.

2.4 Fridge Area

2.4 Fridge Area

  • The rest of the day’s food items should be kept in the unlocked fridge behind the pastry case.

  • Replenish the pastry case as required.

  • Thereafter, fridges should be locked, and the manager should hold the keys.

2.5 Bulk Area

2.5 Bulk Area (Store Room)

  • If any frozen stock is taken from the freezer, the amount left in the box should be written legibly on the box. This should be adjusted as the stock is taken out from the box. Ensure there’s a marker available to use.

  • Bulk storage room must be locked at all times. Only Manager/SSV to hold the key and issue stock.

  • The bulk store is to have no open boxes. This will make counting easier.

  • Bulk storage should be packed according to the count sheet for easy counting.

  • Ensure that similar items are stored together.

  • Clearly label all items.

  • Stock to be issued once a shift, at the beginning of the shift. The par levels that were set by the store manager will be a guide as to what stock needs to be issued.

3. Count Procedure

3.1 Physical Count

3.1 Physical Count

Start by printing the count sheet from mymicros.

  1. Navigate to www.mymicros.co.za using your internet browser.
  2. Enter your user credentials, and Sign In.



3.  Select MyInventory from the MyInventory drop down selection.

4.  Select Store and then click on the Inventory button.




5.  Select Suspended under View Inventory.


6.  A count for that day will be available.  Select the count.

If the count is not there, check that you are using the correct filter and that no other SSV's have mistakenly booked the count. 

If you need further assistance you will need to log it with Micros.

7.  The count will be populated with the various categories.

8.  Export the count to a PDF document, it should look similar to the image above. Print the count sheet to make recording the detail easier.

Now you can start counting. Follow the sequence below to ensure count accuracy and efficiency.

  1. Bulk Area
  2. Fridges
  3. Merchandise
  4. Behind Bar

3.2 Capturing The Count

As the count is entered, ensure to save frequently so as not to lose the data.

1.  Firstly, ensure all items are wasted on MyMicros and booked. (See the waste module on one drive). These include all waste from the mark-out sheet as well as additional waste and/or expired items picked up during counting.

2.  Capture all Customer Returns from the mark-out sheet on the POS (see waste module and or cash management module on one drive)

3.  Navigate back to the count sheet, following steps 1 - 8 from Physical Count.

4.  Choose an item group to enter the stock.

5.  Enter the stock as per the printed count sheet. Note that each item has a receiving unit and a counting unit.  For example, as above, Espresso Roast can be counted as a Box of 12kg or a single unit of Kilogram.  If an item is not in stock in store, enter a 0 in that block.

Key to Success

Please ensure that you put the correct quantities in the correct fields as this will affect the accuracy of the stock take. Check your variances before you book your stock, to ensure it is correct.

6.  Once you have completed this step and you are satisfied with your count, please click on “Save”  this is located on the top left of the screen above the count.

7.  Please then select “Count Summary” located above the save option, you will then be taken to the below screen. 

8.  The item group should reflect 100% and a value.

9.  Navigate to the next item group to enter the stock.

10.  Continue entering the stock for each category, until all the categories that were counted have been entered.  All categories should reflect a 100% counted.

11.  After entering all stock, refresh the count.

Key to Success

The only stock that is physically in the store needs to be counted.  All products that are damaged and or expired needs to be captured on waste.  Do not carry this over to the next day.

3.3 Investigate Variances

1.  Navigate to the Count Report option under MyInventory.

2.  All the counts for the last week will be displayed automatically.  Change the date to today’s date.  Run report:

3.  Select the count by choosing the count under Count Name

4.  Review the variances:

The variance value will be reflected per Item Group.  For example, above, the total variance for the count is R-13 167.19.  To do further investigation per item, the SSV need to click on the actual Item Group.  For example below, coffee has a variance of R-7 231.13.  To see what is missing under coffee, select coffee under the Item Group.



Every category must balance.  Don’t look at the total variance value only.

As per the example above, 6kgs of Xmas 250g is missing, 5.75kg of Guatemala Casi Cielo is missing and 3kgs of Ethiopia 250g is over. 

5.  Use the count sheet to note which variances need to be recounted.

6.  Another person who did not count the stock should recount the variances.

7.  Once the stock that had variances has been recounted the changes need to be rectified on the actual count in MyInventory. Follow steps 3.1.5 to 3.1.8 to navigate back to the stock count.

 8.  Make the necessary changes on this count as picked up during the re-count step.

3.4 Book The Count

1.  The opening SSV will check the following day if there are any other variances by following steps 3.3.1 – 3.3.8 above.

2.  If your stock still doesn’t balance, the movement of stock can be investigated by using the Item Activity Report, see section 4. (Problem Solving) below.

3.  Once the SSV is sure that the count is 100% and that all variances have been checked, the SSV needs to book the count.  Follow steps 3.1.1 – 3.1.8 to access the count.  Select Book Count.

4.  The above picture will pop up.  Once again, if you are sure the stock is 100% press OK.

5.  The following confirmation above will pop-up.  Stock count has been completed. 


The stock needs to be booked by 9:30 am daily after all morning duties have been allocated.

6.  Navigate to COS Report: enter the variances on daily tracker (see operational reporting manual).

4. Problem Solving

4.1 Item Activity Report

1.  The movement of stock can be investigated by using the Item Activity Report.

2. On the myReports side menu, select More Reports, select myInventory.

3. Select Item Activity Top.

4. Select Next,

5.  Select your cost center (store name CC), Select Active, and then select Run Report.

6. Apply your date range.

7. Locate the item you wish to investigate. The below will display. 


Click on the (i) icon in the image below to understand what the figure in that column means.

As per the example above all sales, stock received, waste and inventory counts will reflect here.

The following is the explanation of each activity type:

Sales -Normal sales, reducing the inventory item.

Note: Sales will show every day, regardless if there was an actual sale or not.

Inventur -Stock take posted. The inventory item will be adjusted to the actual value of the stock on hand counted and posted on that day.

Receipt - An invoice capturing, increasing the inventory item.

Transfer in From - Items either transferred in or out of stock to another store or from another store.

RTV - Return to the vendor, usually reducing the inventory item when the stock is returned to the supplier.

4.2 Sales Not Updating

If it seems that your sales have not been deducting the inventory values, you can confirm by following these steps.

1. Go to “Today’s Ops” report on micros, and see when last MyMicros updated with sales information. Last time updated will be on the bottom right-hand side of the report – see above.


Note: The time specified is the last time a transaction was processed. It is possible that for a period of time no customers were received.

2. If this is not when the last transaction happened in your store, log a call with Micros indicating that MyMicros has not updated.

3. Send the reference number of the Micros call to your DM – indicating that the stock take cannot be completed until this is resolved.

5. Stock Take Expectations

5. Stock Take Expectations

Daily:

  • Your daily stock take gets counted in the evening by the closing SSV, and then posted the next morning by the opening SSV.

Weekly:

  • Weekly stock take can be delegated to the SSV by the SM if he/she feels the stock is controlled well enough. Note that if there are inventory problems in a particular store, the DM and SM might agree that this count needs to be posted by the SM only.

Monthly:

  • During the Monthly stock take days, there should be at least two managers closing the store on.  One manager should only focus on stocktake and the other manager can do all other shift requirements.  Involve partners in the counting of stock to make the process easier and quicker.
  • The Monthly Stock take count can be delegated to an SSV by the SM, however, the count MUST be posted by the SM the following morning.