Physical Inventory Entry

Menu Path: Warehouse Management $Images\bluerarw.gif$ Inventory Management $Images\bluerarw.gif$ Physical Inventory $Images\bluerarw.gif$ Physical Inventory Entry

Purpose

Update the physical quantity of on-hand products.

Overview

Use Physical Inventory Entry to display and compare the computer's quantities with physically counted quantities of products within a specified physical inventory ID and update quantities as necessary. The Results tab displays the same products that are listed in the Inventory Count Sheet generated in Physical Inventory Count Sheet Print.

$Images\warning.gif$ Multiple users can enter physical inventory data for the same physical inventory ID. Users should enter different count sheets to avoid potential conflict. If multiple users will be counting inventory using printed count forms, you may want to use tally sheets to record each user's counted quantities.

Entering Inventory

To enter physical inventory:

Click the Lookup button to the right of the Physical Inventory ID field, and select a physical inventory ID. The Location Prefix fields are populated with the location associated with the physical inventory ID.
If you want to enter inventory for a single product, clear the All check box, and enter the product in the Product Code or Name field.
If you want to display a specific line number at the top of the Results grid, enter the line number in the Start at Line Number field.
To update the quantity on hand for a selected product, click the Update button in the ribbon.
Enter the new on hand quantity in the Qty On Hand column in the Results grid.
Click the OK button in the ribbon to save the new quantity on hand.
After each update, the Cost Adjust column is populated with the adjustment amount, and the sum of all cost adjustments is displayed in the Approximate Cost Adjustment field.

When you are finished, close Physical Inventory Entry, and use Physical Inventory Entry Report to generate a report on physical inventory after adjustments/updates were made.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Physical Inventory Entry window.
OK	Click this button to accept an action. This button is only available after you click the Update, Clear Count, or Clear Snap Shot button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the Update, Clear Count, or Clear Snap Shot button in the ribbon.
Update	Click this button to add notes and change the quantity on hand for a product.
Show Data	Click this button to display inventory information on the Results tab based on criteria selected on the Select tab.
Import	Click this button to display Physical Inventory Entry Import, which allows you to import the physical count results from an import file.
Add Line	Click this button to add another bin, lot, or serial count for a selected product. A new line number is added to the end of the count sheet entries. This button is only available after you click the Update button in the ribbon. Note You cannot add a product that is not on the count sheet. Such a product would have to be stock adjusted in Inventory Quantity Adjust.
Delete Line	Click this button to delete a selected count line item. This button is only available after you click the Update button in the ribbon.
Enter	Click this button to enter product information for product you are adding. This button is only available after you click the Add Line button in the ribbon.
Clear Count	Click this button to clear the count for the physical inventory ID. After you click this button, click the OK button in the ribbon to clear the count. When you do this, the Question dialog box appears and asks if you want to clear the physical inventory ID. If you click Yes in this dialog box, the physical inventory ID is cleared and removed from the Results grid. The quantity on hand is reset to zero, and lines that were added manually will no longer display. This process will not clear physical inventory reconciliation. This will restore the physical inventory ID and its products in their original form; you can continue to update and add notes as usual.
Clear Snap Shot	Click this button to remove the snap shot records created for this physical inventory ID. Note Use this button if you mistakenly created a cycle count that you do not want to complete. This will delete all of the records that would otherwise prevent you from creating pick demands, receiving, etc.
Gather Tally Sheets	Click this button to consolidate quantities from tally sheets, and update the physical inventory record with the tally sheet quantities. This button is only enabled after you click the Update button in the ribbon. When you click this button, you are asked to confirm that you want to consolidate tally sheet data. Click the Yes button to proceed. If any tally sheets are locked (in use), Unlock Tally Sheet Utility appears and allows you to unlock the tally sheets. Note Tally sheets are marked as processed after you click this button and then click the OK button in the ribbon.
Tally Sheet Detail Inquiry	Click this button to display Tally Sheet Detail Inquiry, which allows you to view tally sheet line items for a selected product record (if tally sheets were used). This button is only enabled after you click the Update button in the ribbon.
U/M Calculator	Click this button to display Unit of Measure Calculator, which allows you to calculate quantities in different units of measure.

Select Tab Fields and Buttons

Field or Button	Description
Physical Inventory ID	Click the Lookup button to select the physical inventory ID you want to view and adjust for on-hand quantities based on physically counted product quantities. For information on creating physical inventory ID's, see Physical Inventory Select. Note You cannot select a physical inventory ID until you output the count sheet for it in Physical Inventory Count Sheet Print.
All	Select this check box to display inventory information for all products for the selected physical inventory ID. If the physical inventory ID is for a cycle count, only products for the cycle class are displayed. This check box is selected by default.
Product Code	Enter a product code for which to display inventory information, or click the Lookup button to select a product code. This field is only enabled if you clear the All check box.
Name	Enter a product name for which to display inventory information, or click the Lookup button to select a product name. This field is only enabled if you clear the All check box.
Location Prefix	These fields display the location prefix and name for the selected physical inventory ID.
Start at Line Number	Enter a line number in the count sheet to display at the top of the Results grid. If you do not enter a line number, line 1 displays at the top of the grid.

Results Tab Fields and Buttons

Field or Button	Description
Results	This grid displays physical inventory information based on the selected criteria. This grid includes the following columns: Line Number - This column displays the line sequence number for each product record. Qty On Hand - This column displays the current on hand quantity for a product, or zero depending upon the selection made in Physical Inventory Count Sheet Print. To update the quantity on hand, click the Update button in the ribbon, and enter quantities in this column. Computer QOH - This column displays the system’s on-hand quantity of each product Variance - This column displays the difference between the quantity on hand and the computer quantity on hand for each product. Cost Adjust - This column displays the cost that occurred from adjusting inventory for each product. Product Code - This column displays the product code for each product you are counting. Product Name - This column displays the product name for each product you are counting. Zone - This column displays the zone associated with the product's bin. If a zone is not associated with a bin record, this column displays %NONE%. Bin records are defined and maintained with zones in Bin Maintenance. UM - This column displays the product's unit of measure name. UM Code - This column displays the product's unit of measure code. Bin - This column displays the bin for each product. Lot - This column displays the lot for each lot-tracked product. If a lot is not associated with a product, this column displays %NONE%. Serial# - This column displays the serial number for each serial-tracked product. If a serial number is not associated with a product, this column displays %NONE%. Notes - This column displays notes for each product. To enter notes for a product, click the Update button in the ribbon, and enter notes in this column. If tally sheets exist for the physical inventory ID, double-click a product record to display Tally Sheet Detail Inquiry, which allows you to view tally sheet line items for the product record.
Product Code	Enter a product code for a product you want to add, or click the Lookup button to select a product name. This field is only available after you click the Add Line button in the ribbon.
Product Name	Enter a product name for a product you want to add, or click the Lookup button to select a product name. This field is only available after you click the Add Line button in the ribbon.
Location Prefix	This field displays the location prefix and name for the selected physical inventory ID. This field is only available after you click the Add Line button in the ribbon.
Bin	Enter a bin for the product you are adding, or click the Lookup button to select a bin. This field is only available after you click the Add Line button in the ribbon.
Lot	Click the Lookup button to select a lot for the product you are adding. This field is only available after you click the Add Line button in the ribbon.
Expiration Date	Enter the lot expiration date for the product you are adding, or click the drop-down arrow to select a date. This field is only available after you click the Add Line button in the ribbon.
Serial#	Enter the serial number for the product you are adding, or click the Lookup button to select a serial number. This field is only available after you click the Add Line button in the ribbon.
Quantity on Hand	Enter the quantity on hand for the product you are adding. This field is only available after you click the Add Line button in the ribbon.
UM	Click the Lookup button to select the unit of measure for the product you are adding. This field is only available after you click the Add Line button in the ribbon.
Approximate Cost Adjustment	This field displays the total approximate cost for adjusting inventory of products in Results grid.