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Approving Counts

As an admin, you’re responsible for reviewing and approving inventory counts submitted by users in your congregation.

The Approval Workflow

Section titled “The Approval Workflow”

When a user submits a count:

  1. Pending - Count is submitted and awaiting review
  2. Admin Review - You review the count for accuracy
  3. Decision - Approve, reject, or request changes
  4. Final - Approved counts appear in reports

Reviewing Pending Counts

Section titled “Reviewing Pending Counts”

Finding Counts to Review

Section titled “Finding Counts to Review”
  1. Go to the Admin Dashboard or Inventory page
  2. Filter by status: “Pending”
  3. Pending counts are highlighted for visibility

What to Review

Section titled “What to Review”

For each pending count, check:

ItemWhat to Verify
QuantityDoes it seem reasonable?
Change from last periodIs the difference explainable?
Counting methodWas weight or manual used?
Submitted byWho submitted the count?
TimestampWhen was it submitted?

Approving a Count

Section titled “Approving a Count”

  1. Open the count

    Click on a pending count to view details.

  2. Review the data

    Check the quantity, method, and submitter information.

  3. Approve

    If accurate, click “Approve Count.”

  4. Confirm

    The count status changes to “Approved.”

Rejecting or Requesting Changes

Section titled “Rejecting or Requesting Changes”

If a count seems incorrect:

  1. Open the count

    Click on the pending count.

  2. Click “Request Review”

    This flags the count for the user.

  3. Add a note

    Explain why the count needs review (e.g., “Quantity seems high, please recount”).

  4. Submit

    The user is notified to review their count.

Editing Counts

Section titled “Editing Counts”

Admins can directly edit counts when necessary:

  1. Open the count details
  2. Click “Edit Count”
  3. Enter the corrected quantity
  4. Add a note explaining the change
  5. Save changes

Bulk Approval

Section titled “Bulk Approval”

For efficient review during busy periods:

  1. Use filters to show only pending counts
  2. Review each count quickly
  3. Approve multiple counts in sequence
  4. The interface advances to the next pending item automatically

Count Validation Tips

Section titled “Count Validation Tips”

Signs of Accurate Counts

Section titled “Signs of Accurate Counts”
  • Reasonable change from previous period
  • Consistent with known activity (campaigns, etc.)
  • Counted during regular inventory time
  • Matches physical spot-check

Signs to Question

Section titled “Signs to Question”
  • Drastic change without explanation
  • Round numbers that seem estimated
  • Very old pending counts
  • Inconsistent with usage patterns

Dealing with Discrepancies

Section titled “Dealing with Discrepancies”

When counts don’t match expectations:

  1. Contact the counter - Ask them to verify
  2. Request recount - Have them count again
  3. Check location - Ensure all storage areas were included
  4. Review history - Look at trends over time

End-of-Period Review

Section titled “End-of-Period Review”

Before the reporting period ends:

  1. Review all pending counts
  2. Approve or resolve all discrepancies
  3. Ensure all publications are counted
  4. Generate reports for verification

Audit Trail

Section titled “Audit Trail”

PubCounter maintains a record of:

  • Who submitted each count
  • When counts were approved
  • Any edits made by admins
  • Notes and explanations

This helps with accountability and troubleshooting.

Best Practices

Section titled “Best Practices”

Regular Review Schedule

Section titled “Regular Review Schedule”
  • Don’t let pending counts accumulate
  • Review daily during count periods
  • Complete all reviews before period end

Communication

Section titled “Communication”
  • Provide feedback to counters
  • Explain when changes are needed
  • Recognize accurate counting

Quality Control

Section titled “Quality Control”
  • Occasional spot-checks of physical inventory
  • Compare reports to actual stock
  • Address systematic issues

Next Steps

Section titled “Next Steps”