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’ or ‘No’ in the freeze field.

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

Count Sheets

Count sheets can be used when taking physical inventory counts. The sheets

include a list of the items that exist in each location, along with a space to enter the

actual count for each item.  To run the count sheets, enter the storeroom ID to be counted.

Sample Count Sheet

Physical Inventory Entry

This function allows users to enter the actual physical inventory counts for the storeroom that has been counted.  Simply select the Storeroom ID, and a screen similar to the one shown below will appear. The items will appear in the same order as they do on the count sheets. 

Filter Information

Item Class

Use Ctrl-L to search and select an item class to filter on. Items displayed will

only be for the item class specified.

Description

Enter a description to filter on. Items displayed will only include those items that

have the description entered.

Location ID

Enter a location to view items only at that location.

Press the filter button to filter the items based the selections made.

Enter the physical counts for each item. Press enter or F2 to save and continue.

To enter a count for a new location of one of the items displayed, double click on

that item, and the following screen will appear:

Location

Enter the new location for this item.

Physical Count

Enter the physical count for the item at this new location.

Press ‘Save Entry’ OR ‘Cancel’ to continue.

Once finished entering counts, press Save or press Cancel to disregard the entries.

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 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 physical inventory counts are entered.  Once counts are entered, the storeroom can not be “unfrozen” until the inventory is complete.

ADDITIONAL NOTE:   If while doing an inventory items are found that are not included on the count sheets, 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.