Physical Inventory

 

Upon selecting the Physical Inventory task, the following screen will appear:

 

                     

 

Exception Report

This report should be run prior to taking physical inventory counts, as it shows any

unposted transactions within the system that would affect the counts.

 

 Once the report has been run, the following screen will appear.

 

                   

Users must freeze those storerooms for which physical inventory counts are to be entered. Simply highlight the storeroom to “freeze”, hit Enter and enter ‘Yes’ in the freeze field.

 

Once selections have been made, press F2 to save and continue.

 

Before running the Export to Scanner Process, it is critical to make sure that the data collected from the last Inventory is deleted from the Scanner.  This is done by selecting “Delete Data” or “Delete Program” on the scanner and pressing the “Enter” button.   Running the Export to Scanner process will replace the validation files and the Physical Inventory program on the scanner BUT it will not clear out the data file created when the last count was done.  If you do not delete the data on the scanner, the resulting information sent back to Data Plus when the “Receive Inv Counts” process is done will include the items from the last Physical Inventory done using this scanner. 

 

Export for Scanner

This step allows users to export items for a particular storeroom into a scanner, in lieu of or in addition to printing count sheets. Upon selecting this button the following screen will appear where users are required to select a frozen storeroom to export to the scanner.

 

                         

Storeroom ID:  Use Ctrl-L to search and select a frozen storeroom for which to export items to the scanner.

Property ID (multi-property databases only): This field will automatically default in with the property id of the storeroom selected.

 

Press F2 to continue.

 

 

 

The following message will appear.

 

                                       

 

If ready to load inventory counts, enter ‘Yes’ to continue.

Upon selecting ‘Yes’, the following interface screen will appear:

 

                   

 

Note:  This screen only needs to be filled in once.  The next time an inventory is run, this screen will already have this information.

 

Enter the path to which the scanner files should be exported. Multiple files will be created to provide the data required by the scanner for validation. The file names will not be modifiable by the user, as the scanning software will be looking for these exact file names. The information exported would include the Property ID (if multi-property), Property Name (or Company Name if single property), Storeroom ID, Storeroom Description, Item Number, Item Description, UPC Code and Location. The logic used to generate this data will be the same as what is used to print the Count Sheets.

Pressing F2 on this screen will create the data files.

The system will then prompt you to continue.

                          

Enter ‘Yes’ to continue.

 

Once the export is complete, the following screen will appear:

      

                                             

 

Once the files are created, a second frame will be displayed with a button labeled “Upload” and one labeled “Diagnostics”.

 

                            

 

Diagnostic

The Diagnostics button will check to make sure the scanner is available for uploading. Upon making this selection, the following screen will appear:

 

                           

 

Make sure the scanner terminal is plugged in and the scanner is in the cradle, and then press the Diagnostic button.

 

The above message should display in the status window.  Nothing else should need to be done on the screen.  Press Exit to end.

Export - Upload

The scanner should be set to the “ITScriptNet Batch” menu screen.  Make sure the item “Receive Program” is highlighted.  Once the scanner is ready, press the “upload” button on the “Export” side of the screen.   The following screen will appear:

               

                                      

 

Note:  This screen only needs to be filled in once.  The next time an inventory is run, this screen will already have this information.

 

Program to Send:    Enter the path where the hinfc.itb file is located.

 

Terminal Type:        Enter the type of terminal the system is uploading to.

 

Port/Connection:     Enter the type of port/connection being used.

 

Send all Files:          A check mark must be placed in this field, so that all files are uploaded.

 

Set Terminal clock to match the PC clock:  Place a check mark in this field to synchronize the Terminal clock and PC clock.

 

Once the fields are complete, select the Send Program button. The following message will appear:

 

                      

 

Press OK here, then press ‘Enter’ on the scanner OR press Cancel to return to previous screen.

There will be a screen that shows the files being processed.  The following message will appear when the upload is complete:

 

                                                     

 

Click ‘OK’, and then the [x] in the upper right corner to close the ‘Send Program’ screen.  The scanner will be back to the main “ITScriptNet Batch” menu screen.

 

The scanner is now ready to load for Inventory.

 

1. On the Terminal Menu select Collect Data and press Enter

2. Choose Location: Use the Up/Down Arrows on the Terminal to choose the location to begin scanning. Then press Enter

3. Select Scan Mode:

    Single Mode – S --  In this mode, each barcode is scanned/entered individually, and the   

                                    count stored within the scanner is incremented by one each time. 

    Multiple Mode – M – In this mode, each barcode is scanned/entered, hit the enter key,

                                       then enter the quantity.

    Edit Mode – E  - -   This mode is used to verify a count that is in the scanner and to

                                    adjust the count for the item.

 

4. Begin scanning items by pressing the On/Scan button and running the red scan light over the barcode or Enter Item ID/UPC

5. The terminal acknowledges the item or identifies a problem with the scanned item (i.e. item not found – press Enter to continue)

6. To change Scan Modes press SHIFT then BKSP on the terminal and choose one of the available scanning modes; Select S, M, or E and press Enter.

7. When scanning is complete press SHIFT then BKSP until returned to the terminal menu.

8. To transfer the item counts back into Data Plus, select “Send Data to PC” from the terminal “ITScriptNet Batch” menu and press Enter.

9. Place the terminal into its holder and make sure it is properly connected.

 

Import Inventory Counts

This step allows users to import inventory counts from a scanner, in lieu of entering counts manually through Physical Inventory Entry. Upon making this selection, the following screen will appear:

 

                     

 

Storeroom ID:   Use Ctrl-L to search and select a frozen storeroom for which to export items to the scanner.

 

Property ID (multi-property databases only):  This field will automatically default in with the property id of the storeroom selected.

 

Press F2 to continue. The following interface screen will appear: 

 

                     

Note:  This screen only needs to be filled in once.  The next time an inventory is run, this screen will already have this information.

 

Enter the path from which the scanner files should be imported, and then press F2 to continue. The following screen will appear:

 

                      

Diagnostic

 

The Diagnostics button will check to make sure the scanner is available for uploading.  See instructions above.  This does not have to be done every time.

 

Import – Download

 

To download the inventory counts from the scanner into Data Plus, select the Download button. A series of screens will appear guiding the user along in the upload process.

 

                      

Program

Enter the path in which the hinfc.itb file is located.

 

Note:  This screen only needs to be filled in once.  The next time an inventory is run, this screen will already have this information.

Port/Connection:    Enter the port/connection being used for the download.

 

Once the fields are complete, select the “Start Receive” button, then press “Enter” on the scanner. The following message will appear:

 

                                                       

 

Click “OK”, and then click the [x] box in the upper right-hand corner. The following message will appear:

                                           

 

The system automatically sets up to run the Physical Inventory Counts Edit List for that storeroom.  Press F2 to run the edit list.

 

Sample Physical Inventory Count List

 

 

If more then one scanner was used to inventory a storeroom, repeat the steps for “Import Inventory Counts.”  The following message will appear:

 

                                        

Click “Yes”, and repeat the steps as outlined above to download the second scanner.

 

Once the program has been completed, the following screen will appear:

 

              

 

Enter ‘R’ to Replace the existing counts (this is done if one scanner was downloaded then inventory counts on it were adjusted) OR ‘I’ to Increase existing counts (this would be if a second scanner was being downloaded).

 

Press F2 to continue.

 

Once complete the following screen will appear:

 

                      

 

Counts Edit List

Once the physical inventory counts have been entered, the edit list needs to be run, viewed, and verify that no errors or warnings exist.

 

Sample Physical Inventory Count List

 

 

Variance Report

This report will compare the on hand quantity and physical counts of each item.

The difference between the two amounts is displayed in the variance column.

 

 

If any counts are questionable, the items can be recounted.  If the count is found to be incorrect, the correct count can be entered into the scanner and then reload the scanner, or they can be manually entered in the “Enter Inv Counts” screen.  If that is done, then a new edit list and variance report will need to be run. 

 

Post Counts

This task posts all saved physical inventory counts that have been entered, as shown on the edit list. The Physical Inventory Count Journal is printed, and then each individual transaction is posted to the General Ledger and Inventory files. If any errors do occur during the posting process, a message is displayed identifying the error. 

Upon selecting this option, the following message will appear.

 

            

 

Enter ‘Yes’ to Post the Physical Inventory Counts and the following screen will appear:  

 

 

Use Ctrl-L to search and select the storeroom for which to post physical inventory counts.

 

Press F2 to continue. The system will process the transactions and prompt the printing of the posting journal.

 

Sample Posting Journal

 

Once the posting process is complete, the following message will appear:

 

               

 

Storeroom Status

Select this button to view the status of each storeroom. The following screen will appear:

 

          

 

Press F2 to return to main Physical Inventory screen.

 

NOTE:  If a storeroom is accidentally “frozen”, it can be “unfrozen” by following the same steps to “freeze” a storeroom, but a ‘no’ is put in the field to replace the ‘yes’.  A storeroom can only be “unfrozen” up until the time the “Export for Scanner” step is run. Once the export is run, the Storeroom status cannot be manually changed.

 

ADDITIONAL NOTE:   If while doing an inventory items are found that are not included in the scanner file, the item numbers and their quantities will need to be manually recorded on paper.  Then once the inventory is completed and posted, an adjustment batch will need to be done to enter these items/quantities.

 

If there are any questions, please contact Data Plus Support.