INVENTORY - Physical Count

Use this utility to capture the difference between the expected quantities on hand and the actual counted quantities.

• establish User access settings - Edit > User Settings > Inventory > Add / Edit / Delete Inventory Count, View Count Variance & View On Hand (this last one allows the User to use the ‘Match Expected Quantities function described later)
• access
  • Inventory list (to create a new Count only)

• • Inventory text menu (to create a new Count or access previous Counts, posted or unposted)

• • • completed (Posted) counts have a Trans No and can be accessed but not changed
    • Refresh to load any Inventory Counts that may have been added by other users but that may not be displaying yet on your list
    • Inventory Count list customization - Filters / Sorts / Column changes - see Inventory List Customization
    • Export Inventory Count List from a filtered or unfiltered list (see Filters) - will export all visual records in the current column layout and sort order
      • choose the location File name, and type it is to be saved in
      • Save
      • option to Open File right away

• New Physical Inventory Count - it is important to make sure you don’t count inventory that has been received after the ‘Freeze’, and make sure you do count inventory committed on Sales Orders before the 'Freeze' but not invoiced.
  • add Inventory items to a new Count Sheet in one of 3 ways:
    1. from your Inventory List, select the items you want to Count from your Inventory list and click Count   
    2. from the Count list click New Count
       1. click Freeze Inventory
       2. select Inventory Items you want to include in this Count from a Filtered or un-Filtered list (see Filters)this gives you a chance to select by Product Code, or Warehouse Location, or any other product grouping, for cycle counts
       3. click on Freeze All / Freeze Selected to load items into the Count Sheet
    3. from the Inventory Count window Add or Delete items one at a time, with the option to select the Unit of Measure you wish to count (multiple UOMs may be entered into the Count Sheet for any item)
    4. Scan the Part / Serial / Lot Number barcode into the Count Sheet
       • use * as quantity multiplier - into the scan box, enter quantity then *, then scan barcode
       • keyboard shortcut - ctrl+space

• • once items are loaded into the Inventory Count Sheet click  Print and select the Inventory Count Sheet - note that the on-hand quantities are not printed and even though it is not recommended, you can have this report customized to print them

                       

• • once the Inventory count sheet is filled, you can click  Manual Count and enter your count quantities (unless you are scanning)  
    or - select Match Expected Quantity to fill the Stock Qty into the Counted Qty fields and change only counts that are wrong (user access permitting - Edit > User Settings > Inventory > View Count Variance)
  •  click OK to load the quantities into the Inventory Count sheet

• Serial / Lot Numbered items
  • enter quantities in one of 2 ways:

1. Scan the serial number label barcode and it will load the item, count of 1 per scan
2. select the item with Serialized checked
   
   1. click on Count Serials
   2. from the Serial Number list popup, either Scan or enter Counted Qty beside Serial Numbers with Available Qty 

• • • option to Show Closed to display historic (not in stock) Serial Numbers

• Users can continue to add Manual counts or scanned items to this or other Inventory Count Sheets from the list, and the quantities will continue to accumulate for all items, until the Count Sheet is posted
  • in the example above, the items that have had multiple counts saved, are identified by a chevron…click on this to display the multiple counts and the User that created it
• quantity differences are identified by coloured circles
  • Green circle - Counted Qty matches Stock Qty
  • Orange square - Counted Qty is different from the Stock Qty
  • Red octagon - Counted Qty is zero and the Stock Qty is not

Post Count

• once all counts are complete and correct, click Post to adjust Inventory quantities, and  GL balance (if ‘Post Adjustments to GL’ is on in Company Settings)
  • • select from Post (to accept default GL posting)  / Post and Review GL (or Alt+s) (to review or change the GL Accounts)
      • User Settings for this selection - Edit > User Settings > Inventory
        • Modify GL Transaction offers the drop-down option
        • Modify Transactions by Default (on) presents the button like this:
        •  Modify Transactions by Default (off) presents the button like this:
  •  ***Note...if inventory is physically removed after a count process is started but before the item is counted, inaccuracies will result