Inventory Audits
Regular inventory audits ensure your physical stock matches your system records. DubLedger supports multiple audit types to fit your workflow.
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Audit Types
Full Audit → Count every product in your inventory. Recommended: Monthly or quarterly. Best for compliance inspections.
Cycle Count → Count a subset of products on a rotating schedule. Recommended: Weekly or daily. Less disruptive.
Blind Count → Auditors see the product name but not the expected quantity. Eliminates bias. Best for identifying shrinkage.
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Starting an Audit
1. Go to Inventory → Audits
2. Click New Audit
3. Select the audit type: Full, Cycle, or Blind
4. Select the location and room or area (if applicable)
5. Select product categories or specific products
6. Assign auditors (employees who will perform the count)
7. Set a deadline (optional) and click Start Audit
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Performing the Count
Using the Mobile App
1. Open the DubLedger app on your tablet or phone
2. Go to Audits and select the active audit
3. Scan the product barcode or search by name
4. Enter the actual quantity found on the shelf
5. The system shows the expected quantity (unless blind)
6. Add a note for any discrepancies and move to the next product
Using a Spreadsheet
1. Export the audit list from the web dashboard
2. Count products manually and record quantities
3. Import the completed spreadsheet back into DubLedger
4. The system calculates discrepancies automatically
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Reconciling Discrepancies
1. Go to Inventory → Audits and click on the completed audit
2. The system shows expected quantity, actual quantity, discrepancy, and percentage variance
3. Click on a product with a discrepancy to review recent transactions
4. For legitimate discrepancies, create an inventory adjustment with a reason and detailed note
5. The adjustment is logged for compliance and inventory is updated
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Audit Reports
- Summary Report: Total products counted, total discrepancies, total variance value.
- Detail Report: Product-by-product breakdown with discrepancies.
- Trend Report: Compare variance trends over time.
- Employee Report: Count accuracy by auditor.
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Best Practices
- Schedule full audits during slow hours and cycle counts for high-value products daily.
- Organize shelves before counting, ensure all products have barcodes, and have backup devices ready.
- Count products in their original packaging, use scales for weighted products, and double-check high-value items.
- Review discrepancies immediately and update processes to prevent future issues.