Purpose

This article outlines the practice of Machine or Market Audits and explains the Audit Variance Report that shows data variance between two audit reports. Each row is a separate product selection.
 

Process

Audit Enable (Company Level)

Machine or market audits are performed to track inventory variance, especially in situations where inventory appears to consistently not match or go missing. Constant inventory adjustments by drivers or incorrect prekit calls can be indicative of a machine that should be audited to regulate variance, or in the case of markets, audits are recommended to be performed regularly to identify or track theft. 

1. Log into the Organization's VMS.
    
2. Navigate to Company Settings.
    
3. Select Route Planning
   
   
4. Select Edit
    
5. Click the toggle for Audit Scheduling
   • Please Note: Inventory Auditing cannot be performed on Offline Assets. 
     

Audit Enable (Route Level)

Second, audits must be enabled per route by first going to Settings > Routing > Routes, and clicking to the far right of the route containing machines to be audited. Under the Advanced tab, in the second column you will see a checkbox allowing you to Schedule Audits. If clicked, a second option Enable Dynamic Audits will appear. 

1. Log into the Organization's VMS.
    
2. Navigate to Settings.
    
3. Select Routing
   
   
4. Select Routes
   
   
5. Click the 'Edit' Pencil Icon on the far right of the route containing machines to be audited.
   
   
6. Select the Advanced tab
   
   
7. Check the checkbox for Schedule Audits
   • When clicked, a second option Enable Dynamic Audits will appear. 
     
     
     • Dynamic audits are for automatically scheduling audits for a machine after a designated number of days or services since the last audit.
       
       

Audits on Route

After audits are enabled, an additional column will populate when planning the route, labeled Audit. Both the Audit checkbox and the Planned checkbox must be clicked in order to have the machine added to be serviced with an audit scheduled.

• If dynamic audits are enabled and a machine or market meets the criteria for a required audit, then the audit checkbox will be already clicked off and locked, but the Planned checkbox must also be clicked in order to add the machine or market to the route to be serviced.
  
• Once the machine and audit have been added to the route, it will appear on the Route Progress screen with a small Audit button, which will be orange if the audit is pending completion, or green if it has been completed.
  

Stock App

From the Stock app, the machine scheduled for an audit can be accessed normally from the route, but will have limited servicing options available. 

• Once the machine has been marked as serviced via a Fill Dex or Manual Parlevel, the Inventory button with the alert notification will appear. 
  
  

• Clicking the Inventory button will prompt the driver to enter final product quantities for every selection in the machine.

  • Please Note: Quantities must be assigned for all selections. Any inventory left at 0 when saving the audit will be marked as having 0 units.

Audit Variance Report

1. Log into the Organization's VMS.
    
2. Choose a Machine to audit.
    
3. Select an Ending Audit date.
   
   
4. Select a Starting Audit date.
    
5. Press the green play button to pull the report.

URL of Report

your-org.parlevelvms.com/reports/audit-variance-report

Above Table (Date Range)

These categories are above the table. They include:

• Starting Audit date
  
  
• Ending Audit date

Table Columns

• Selection: The planogram slot identifier (by default, are numbers formatted '##-#'# indicating 'row-column'); this can be changed by the user; also called the Prekit Alias.
   
• Product: Name of product assigned to the Selection. Clicking the product opens the View Product Info modal.
  • A Product that was not a part of planogram during Audit 1 will not be included in the report.
     
• Audit (Starting Audit Date) - Audit 1: the amount of inventory actually counted during Audit 1.
  
  
• Added : The number of Product units stocked between Audit 1 (the selected Starting Audit Date) and Audit 2 (the selected Ending Audit Date).
  
  
• Removed: The number of Product units shrunk for the service on the Starting Audit Date (Audit 1).
  
  
• Sold: The number of units sold within the set time frame.
  
  
• Expected: The calculated inventory expected for Audit 2. Calculation: Expected = Audit 1 + Added - (Removed + Sold)
  
  
• Audit (Ending Audit Date) - Audit 2: The amount of inventory actually counted during Audit 2.
  
  
• Variance: The calculated variance between what was Expected and what was counted for Audit 2. Calculation: Variance = Audit 2 - Expected
  
  
• Product Cost: The calculated total cost of the variance based on the cost of each unit of product.
  
  • Unit Product Cost is set in the Product Catalog found by navigating to Settings > Warehouse > Products.
    
    
• Retail Value: The calculated total retail value of the variance based on the price of each unit of product. Calculation: Retail Value = Variance × Product Sale Price
  
  • Product Sale Price is set for the Selection in the asset planogram