Stock Audit Scheduler Backend

Stock Audit Scheduler

Feature Overview

The Stock Audit Scheduler is a powerful administrative tool for planning and managing inventory audits. It allows managers to create, assign, and monitor recurring stock-taking tasks (Stock Opname) and Stock Movement checks for field personnel. With highly customizable frequency, timing, and assignment rules, this feature ensures that inventory checks are conducted consistently and systematically, providing the operational backbone for the Mobile Inventory Audit feature.

Current Status

Released

Platform Compatibility

Web

Access & [Permissions](../Settings/Access control/AccessControlOverview.md)

This feature is designed for administrative users, such as Operations Managers or System Administrators, who have [permissions](../Settings/Access control/AccessControlOverview.md) to access the Admin or Manage sections of the platform.

Key Capabilities

• [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) Creation: Create two types of recurring inventory tasks: “Stock Opname” (physical count) and “Stock Movement” (stock in/out checks).
• Advanced Scheduling: Define complex recurrence patterns, including daily, weekly, monthly, or custom one-off dates.
• Targeted Assignments: Assign [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) to specific sites, departments, and individual users.
• Custom SKU Lists: Specify which SKUs should be included in each audit, from a single item to a complete product list.
• Time & Reminder Settings: Set specific time windows for audits to be performed and configure automated mobile notification reminders for the assigned user.
• Verification & Checkout Rules: Enforce accountability by configuring mandatory checkout actions, such as requiring digital signatures and verification selfies.
• Automated Notifications: Set up automatic email distribution of the completed audit report to designated stakeholders.
• Centralized Monitoring: View, search, and filter all created [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) from a central dashboard to track status, assignments, and frequency.
• Edit and Manage: Easily modify or delete existing [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) as operational needs change.

Core Workflows & UI Walkthrough

1. Viewing and Filtering [Schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) The main page provides a comprehensive dashboard of all existing stock audit [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md).

• Step 1: Navigate to Admin > Stock Audit Scheduler from the main menu.
• Step 2: The dashboard displays a table with key information: Schedule Type, Schedule Name, Site, No. of SKUs, Assigned to, Frequency, Status, and Last update.
• Step 3: Use the tools at the top to find specific [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md):
  • Filter Bar: Use the multi-select dropdowns to filter the list by Type, Site, Status (Active/Inactive), and Frequency.
  • Global Search: Use the search bar at the top right to instantly search by site name, [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) name, or assigned user.
  • Reset: Click the “Reset” button to clear all active filters and searches.

2. Creating a New Stock Audit [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) This workflow allows administrators to define a new recurring audit task.

• Step 1: Click the Add [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) button at the top right. A dropdown will prompt you to select the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) type:
  • Stock Opname: For checking the physical quantity of stock on hand.
  • Stock Movement: For checking stock in/out transactions.
• Step 2: Fill in the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) details on the “Add [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)” form:
  • [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) Name & Description: Provide a clear, descriptive name for the task.
  • Set Active Period: Define a Start Date and an optional End Date. Use the Indefinite end date toggle for ongoing [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md).
  • Frequency: Choose how often the task should occur (Daily, Weekly, Monthly, Custom). Each option presents further customization:
    • Daily: Can be done anytime or within a specific time window.
    • Weekly: Can be set for specific days of the week (e.g., every Monday and Wednesday) or a set number of times per week without fixed days.
    • Monthly: Can be set for specific dates of the month (e.g., the 1st and 15th) or a set number of times per month.
    • Custom: Allows you to pick specific, non-recurring dates from a calendar.
  • [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) Reminder: Optionally, enable a Mobile Notification to be sent to the user a specified time before the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) starts.
  • Assignment:
    • Site: Select the location where the audit will take place.
    • SKUs to Check: Select the specific products to be included in this audit. You can search, select individually, or use “Select all”.
    • Department & Assign to User: Assign the task to a specific department and user.
  • Check Out: Define the requirements for completing the report:
    • Signatures: Require zero, one, or two digital signatures.
    • Selfie Signature: Make a verification selfie mandatory.
    • Send email to: Add one or more email addresses to receive the final report automatically.
• Step 3: Click Save [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md). A confirmation message will appear, and you will be returned to the main scheduler dashboard, where the new [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) is now listed.

3. Editing and Deleting a [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)

• Step 1: Locate the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) you wish to modify in the dashboard.
• Step 2: Click the pencil icon at the far right of the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)‘s row to open the “Edit [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)” form.
• Step 3: Make any necessary changes to the [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)‘s configuration and click Save [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md).
• Step 4: To remove a [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) permanently, open the “Edit [Schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md)” form and click the Delete button.

Configuration & Customization

The core of this feature is its high level of customization. Administrators can tailor every aspect of an audit task to meet precise operational requirements, from the exact items to be counted to the days and times the audit is performed and who is responsible.

Related Features & System Connections

• Mobile Inventory Audit: This scheduler directly populates the task list on the mobile app for field users. A [schedule](../Schedule/Schedule Listing/ScheduleListingOverview.md) created here becomes an actionable item on the assigned user’s device.
• User, Site, & SKU Management: This feature relies on master data from other modules. The dropdowns for users, sites, departments, and SKUs are populated from their respective management sections.
• Reporting & Analytics: The data captured from these scheduled audits (e.g., stock accuracy, completion rates, discrepancies) is fed into the platform’s reporting modules for performance analysis.

Best Practices

• Be Specific: Use clear and descriptive names for [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) (e.g., “Main Warehouse - Daily Morning Fridge Check”) so they are easily understood by both admins and mobile users.
• Use Indefinite Dates for Routines: For recurring operational tasks like daily or weekly checks, use the “Indefinite end date” option to ensure they continue automatically without needing to be recreated.
• Target Your Audits: Instead of creating one large audit with all SKUs, create smaller, targeted [schedules](../Schedule/Schedule Listing/ScheduleListingOverview.md) for specific categories (e.g., “Frozen Goods Weekly Count”) to make the task more manageable for field staff.
• Leverage Reminders: Enable mobile reminders for time-sensitive audits to help improve on-time completion rates.