Physical count batches are used for your inventory counts. To perform inventory counts:
- Generate the physical count batch with the items you need to count.
- Assign an Event to a Physical Count Batch, if required.
- Enter the inventory counts for the items within the batch.
- Validate and post the physical count batch.
Generate Physical Count Batches
To create a physical count batch:
- Click the Physical Count Batches link from the Main Menu. The Physical Count Batches screen opens.
- Click the Tools button.
- Select Generate. The Generate Physical Count screen opens.
- Enter the necessary information:
- Generation Date - Date physical count batch is generated. Defaults to current date. Date must exist in the current inventory period.
- Description - Name of the physical count batch.
- Generate Items From - Determines which items are included in the batch:
- Based On Criteria - Items matching the criteria selected in step 8 are included in the batch.
- Selected Spaces - Items assigned to space(s) selected in the Spaces drop-down are included in the batch.
- Selected Spaces and Criteria - Items assigned to space(s) selected in the Spaces drop-down and that match the criteria selected in step 8 are included in the batch.
- Generate Separate Batch By Space - If checked, a physical count batch is created for each space selected in the Spaces drop-down.
- Spaces - Includes inventory items assigned to the selected space(s).
- Expand the Advanced section.
- Enter the necessary information:
- Assigned To - Person responsible for completing the inventory count.
- Include Item with Zero Balance - If checked, items with a zero balance display.
- Expand the Item Filters section. Only available if Based On Criteria or Selected Spaces and Criteria is selected in the Generate Items From drop-down. Skip to step 9 if no Item Filters section is available.
- Enter the necessary information:
- Item Department - Includes inventory items assigned to the selected inventory item department.
- Major - Includes inventory items assigned to the selected major inventory group.
- Minor - Includes inventory items assigned to the selected minor inventory group.
- Physical Count Frequency - Includes inventory items assigned to the selected physical count frequency.
- Product Group - Includes inventory items assigned to the selected product group.
- Click Generate. The Generate Physical Count Sheet Result Summary screen opens. When the physical count batch generation process is complete, the Reason column displays with either a success message or the reason for why the batch was not generated.
Assign an Event to a Physical Count Batch
When carrying out inventory counts, if all the inventory items within a batch need to be issued to an event, the event can be tagged on the physical count batch. When posting the physical count batch, an adjustment transaction will be made to that event. This replaces the need to create an additional inventory transaction batch after you've completed the physical count batch.
To assign an event to the batch:
- In the Edit Inventory Count Batch window, find the Event field. If the Event field is not visible on your window, you may need to add this to your layout.
- Search for and select the event.
- Click Save. The event is saved to the batch.
Enter Inventory Counts
After you generate your physical count batch with the desired items, you can then enter your inventory stock counts.
- Click the Physical Count Batches link from the Main Menu. The Physical Count Batches screen opens.
- Select the physical count batch with the items you are counting.
- Right-click and select Edit. The Edit Inventory Batch Count Header screen opens.
- Select the Count tab.
- Enter the inventory count into the Stock Count field for the item you are counting.
- If necessary, enter an updated unit cost for the item into the Unit Cost field.
- Repeat steps 5 and 6 for each item in your count.
- Click the Save (disk) button when complete. The stock counts are saved and display on the Actual tab.
If you enter a count for the same item twice (you perform steps 5 and 6 for the same item two different times), then the item shows twice on the Actual tab.
If you have entered a count in error or you have entered duplicate counts in error, you can remove the count:
- Click the Physical Count Batches link from the Main Menu. The Physical Count Batches screen opens.
- Select the physical count batch with the item(s) you need to remove.
- Right-click and select Edit. The Edit Inventory Batch Count Header screen opens.
- Select the Actual tab.
- Select the count(s) to delete. Use Ctrl+Click or Shift+Click to select multiple items.
- Right-click and select Mark for Delete.
- Click the Save (disk) button.
Validate and Post Physical Count Batches
After you enter all your inventory counts, you can validate the batch to verify the items and units are correct. You do not have to validate batches before posting. To validate a physical count batch:
- Click the Physical Count Batches link from the Main Menu. The Physical Count Batches screen opens.
- Select the batch(es) to validate.
- Right-click and select Tools -> Validate. The Validate Inventory Transaction Batch Summary screen opens. When the validation is complete, the Reason column displays with either a success message or the reason for why the batch is not validated.
- Click OK.
Post Physical Count Batches
Once you post the batch, your inventory balances update. To post a physical count batch:
- Click the Physical Count Batches link from the Main Menu. The Physical Count Batches screen opens.
- Select the batch(es) to post.
- Right-click and select Tools -> Post. The Post Batch Result Summary screen opens. When posting is complete, the Reason column displays with either a success message or the reason why the batch is not posted.
- Click OK.
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