Spot Checks

Spot Checks

Spot Checks Overview 

An Inventory Spot Check in a retail POS system is a quick audit where a few items are randomly selected, physically counted, and compared against the quantities recorded in the POS. This process helps detect discrepancies caused by theft, miscounts, or data entry errors. It is typically done on high-value or fast-moving items to maintain inventory accuracy and prevent stock issues. Spot checks are faster than full inventory counts and should be performed regularly for effective inventory control. If mismatches are found, they are investigated, corrected in the POS, and followed by necessary action. 

The spot checks counting process uses the FTx Cloud Handheld app. You can view them and review them from Control Center.

This article includes information about: 
  1. How to carry out spot checks in the POS
  2. How to carry out spot checks on the handheld device

1. Reaching Spot Checks

  1. Step 1: Log into POS
  2. Step 2: Choose Action
Figure 1.1
  1. Step 3: Choose Inventory
Figure 1.2
  1. Step 4: Choose Spot Checks
Figure 1.3

2. Understanding "Spot Checks" 

When you click "Spot Checks," the Actions | Spot Checks screen will appear, as Figure 2.1 shows. You can perform three actions from the screen: start new spot checks, resume spot checks, and view the completed spot checks. 

Figure 2.1

How does the overall process work?
  1. You start new spot checks by following the process explained in section 2.1. Starting New Spot Checks.
    1. If you click the "End Check" button to end the spot checks, the system will consider them completed spot checks. 
    2. If you click the "Close" button during the spot check process, the system will consider them open (uncompleted) spot checks.    
    3. The system will not allow you to start new spot checks until you complete the open (uncompleted) spot checks.    
  2. You can complete the open spot checks using the "RESUME SPOT CHECK" button. 
  3. You can view and print the completed spot checks using the "VIEW COMPLETED" button. 

2.1 Starting New Spot Checks

Please follow the steps below to start the new spot checks. 
  1. Click the "START NEW SPOT CHECK" button highlighted in Figure 2.1.
  2. The Spot Check | Details screen will appear, as Figure 2.1.1 shows. 
 Figure 2.1.1
  1. Location: The system will show your store location. 
  2. Definition Used: The system will default to No Definition.
  3. UPC: Enter a few digits of UPC, and click the "Search" button.  
  4. Product: The system will fill in the product name based on the UPC you entered. 
  5. Actual Qty: Count the quantity of the product available at your store, enter it in this field, and click the "Update" button. 
  6. Rollup View: Tick this checkbox to view the parent-child products in a rollup view. 
  1. When you perform the actions explained above and click the "Update" button, the system will add the spot record to the Spot Check | Details screen, as Figure 2.1.2 shows. 
Figure 2.1.2
  1. Add all required products one by one. 
  2. If you enter the same UPC again, the system will prompt you to append or replace the new value for the "Actual Qty." You can make the selection based on your requirement.  
Figure 2.1.3
  1. Once done, click the "End Check" button highlighted in Figure 2.1.2 to complete the spot check.  
  2. However, for any reason, if you click the "Close" button, the system will keep the spot checks open (uncompleted).
  3. You can complete them any time using the "RESUME SPOT CHECK" button. 
  4. The system will not allow you to start new spot checks till you complete the open (uncompleted) spot checks. The following message will appear if you click the "START NEW SPOT CHECK" button. 
Figure 2.1.4

2.2 Resuming Spot Checks

When you click the "RESUME SPOT CHECK" button highlighted in Figure 2.1, the SPOT CHECK | DETAILS screen will open, showing the uncompleted spot checks.
  1. You can add more products to the spot check and click the "End Check" button to complete the spot checks. 
  2. If you click the "Close" button, the system will keep the spot checks open (uncompleted), and you can view them again by clicking the "RESUME SPOT CHECK" button.  

2.3 Viewing Completed Spot Checks

Please follow the steps below to view the completed spot checks. 
  1. Click the "VIEW COMPLETED" button highlighted in Figure 2.1. 
  2. The Spot Check | Summary screen will open, showing the list of all completed spot checks, as Figure 2.3.1 shows. 
Figure 2.3.1
      1. 1: Search Parameters:  
  1. Start-End Date Range: Enter the required dates in the Start and End fields, and click the "Search" button to view the spot checks carried out within that specific date range. 
  2. Show Unended Counts: Tick this checkbox to include the open (uncompleted) spot check records. 
      1. 2: Action Button: 
  1. View: Select the required spot check record by clicking on it, and click the "View" button to open its details
  2. Print: Select the required spot check record by clicking on it, and click the "Print" button to print it.  
  3. Close: Click this button to close the Spot Checks | Summary screen. 

3. Printing Spot Checks

Please follow the steps below to print the spot checks. 
  1. Click the "VIEW COMPLETED" button highlighted in Figure 2.1  and navigate to the Spot Checks | Summary screen. 
  2.  Select the required spot check record by clicking on it, and click the "Print" button. The POS | Print Report screen will appear, as Figure 3.1 shows. 
Figure 3.1
  1. Choose the required option from the Print Type drop-down, and click "Print Report."
  2. Below is an example of a detailed report. 
Figure 3.2
  1. Below is an example of a rollup report. 
 Figure 3.3

4. Information about Handheld Spot Checks 

If you need to carry out the spot checks using the handheld device, please follow the process mentioned below. 

The spot check process from the Handheld device includes the following steps: 
  1. Authenticate the FTx Cloud Handheld app.
  2. Select the required location.
  3. Log into the FTx Cloud Handheld app using your credentials. 
  4. Start scanning the products.
[1] Authenticate the FTx Cloud Handheld app.
  1. Open the FTx Cloud Handheld app and enter the API username and password. (Support will be available to assist with this initial setup; this step does not need to be repeated regularly.)

 Figure 4.2.1
  1. The app will be authenticated.
[2] Select the required location.

If the location settings are missing, the app will prompt you to set the location, as shown in Figure 4.2.2. Click "Settings."


Figure 4.2.2
  1. The DEVICE SETTINGS screen will appear. Click "Location." The Change Location pop-up will appear. Select the required location using the drop-down and click "Keep." 

Figure 4.2.3

[3] Log into the FTx Cloud Handheld app using your credentials.

The app will show the selected location, as highlighted in Figure 4.2.4. 


 Figure 4.2.4
  1. Click "Employee Username" and log into the FTx Cloud POS app using your credentials. 
  2. The FTx Cloud POS app's dashboard will appear, as shown in Figure 4.2.5. Click "Spot Checks." 

Figure 4.2.5
  1. The Count Definition section will show only one option, "No Definition." Click it. 
Figure 4.2.6
  1. The SPOT CHECKS screen will look like the one in the image below. 

Figure 4.2.7
    1. 1: Search: Click the Search icon and search for the product using its UPC. 
    2. 2: Item Entry: The Item Entry screen will open for the product you have searched. Enter the Actual QOH value in it. 
  1. The product will be added to the spot checks count. 
Figure 4.2.8
  1. Search for all required products and complete the spot checks for all of them. 
  2. If you need to edit the quantity, click the respective three-dot icon on the right. The Edit icon will appear. Click it to open the item entry again and make the required changes. 

Figure 4.2.9
  1. To end the scan, click the Settings icon, and then click "End Count."
Figure 4.2.10

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