Spot Checks - Store Employee

Spot Checks - Store Employee

Spot Checks - Store Employee 

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 check counting process is carried out using the FTx Cloud Handheld app. You can view them and review them from the Control Center.

This article includes information about: 
  1. How to carry out spot checks. 
  2. How to view the spot checks. 

1. Reaching "Spot Checks"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Stores
  3. Step 3: Choose Inventory
  4. Step 4: Choose Inventory Counts
  5. Step 5: Choose Spot Checks
Figure 1.1 below will help you better understand the navigation.

Figure 1.1

2. Understanding the "Spot Checks" Layout

Please refer to Figure 2.1 and the descriptions of the buttons and fields below to understand the layout of "Spot Checks." 

 Figure 2.1
  1. 1: Date Range: This button helps you to see the transfer records for the selected date range. Select the required dates in the Start and End fields, then click the "Filter Range" button to display the transfer records for the specified date range.  
  2. 2: View: This button helps you to view the spot check record's details.  

3. Viewing Spot Checks

When spot checks are completed using the FTx Cloud Handheld app, corporate employees or store employees with the required rights can view and review them in Control Center, following the process outlined below.

 Figure 3.1
  1. 1.1: Search Bar: Use this search bar to search for a specific product in the Spot Check Information table. 
  2. 1.2 Rollup View: Enable this button to view the information of the parent-child product in the same record. By default, the system displays parent products and child products separately. 
  3. 2: Spot Check Information Table Top Bar: 
    1. Spot Checks Information: This section shows the total products, uncounted products, variance products, and total variance. 
      1. Total Products: The number of products searched for during spot checks.  
      2. Uncounted Products: The number of products searched for during spot checks that were not included in the count.
      3. Variance Products: The number of products with variance.
      4. Total Variance: The total variance amount. 
    2. Columns: This field allows you to choose to hide the columns. Click in this field, and deselect the columns you don't want to view. 
    3. Reset Icon: Click this icon to refresh the screen whenever you change the column selection. 
  4. 3: This section shows the spot check records. Each column title indicates the type of information in the column, except the "Excepted" column. The "Excepted" column indicates the current QOH.
  5. 4.1: Cancel: Use this button to close the View Spot Checks screen. 
  6. 4.2: Print Report: Use this button to print the spot check details. Section 5 Printing Spot Checks explains further details. 

4. Starting Spot Checks

The cycle counts 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 spot checks.
Below is the detailed information. 

[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] You can select the required location.
If the location settings are missing, the app will prompt 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 dashboard will appear, as shown in Figure 4.2.5. Click "Spot Checks." 

Figure 4.2.5
  1. The SPOT CHECK screen will appear, as Figure 4.2.6 shows. For "Count Definition," the system will show only the "No Definition" option. You need to start counting using that definition only. 
Figure 4.2.6
  1. Click the "+" button highlighted in Figure 4.2.6 to start counting. 
  2. The SPOT CHECK screen will look like the one in Figure 4.2.7. 

Figure 4.2.7
    1. 1: Search Item: Click the search icon and enter the item's UPC you need to count. 
    2. 2: Perform Spot Checks: The Item Entry screen will open, showing the item you have searched for with pre-filled information about the item. Each field name indicates the type of information it contains. Only the Actual QOH field will be empty. Count the item's available QOH in it and click "Add." 
  1. Similarly, you can count all items you need to perform spot checks.  
  2. The SPOT CHECK screen will show all items you have counted, as Figure 4.2.8 shows. 
Figure 4.2.8
  1. If required, you can edit the quantity. Click the three dots shown on the right side. The Edit icon will appear, as Figure 4.2.9 shows. Click it to reopen the Item Entry screen and make required changes. 

Figure 4.2.9
  1. To end the spot checks, click the Settings icon highlighted in Figure 4.2.10, and next click "End Count." 

Figure 4.2.10

5. Printing Spot Checks

Please follow the steps below to print the spot checks. 
  1. Click the "Print Report" button highlighted in Figure 5.1. 
Figure 5.1
  1. Sort By: Use this drop-down to choose how you want to print the report from the two options: Detail Report and Rollup Report. 
    1. Detail Report: The Detail Report displays all details, as illustrated in Figure 5.2.
 Figure 5.2
    1. Rollup Report: The Rollup Report shows the parent product and the child product information, as illustrated in Figure 5.3.
 Figure 5.3
  1. Show Only Products with Variance: If you enable this toggle, the system will display only products with variance. 

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