Count Entry |
Once an inventory count is set up, you can assign it to an employee or leave it unassigned. The count begins in a status of PENDING. Once counts are recorded against the count, the status changes to IN PROGRESS.
As counts are taken, you can record them using a mobile device (such as MobileFocus) or through the Count Entry screen. When you enter a count for a part/bin, the count and a snapshot of the current total quantity on hand for that part/location are recorded.
If there is a difference between the date and time of the snapshot and the date and time the part was counted, the transactions that were posted between those times are analyzed to determine any adjustments to determine the quantity on hand as of the date and time counted. If there is a discrepancy between that calculated quantity on hand and the count, the status of the count line item is set to DISCREPANCY.
You can also use this screen to determine if a count entry already exists for a specific count ID and part ID-suffix combination. If so, you can enter the count on this screen. If a count entry does not exist, you can add the line on this screen (or add another line on the Data -> Parts Activity -> Inventory Counts -> Inventory Count Management screen).
The Count Entry screen supports location-level access control, so you must belong to a user group with the applicable authorization to make changes or updates.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on location ID, count ID, part ID/suffix, bin ID, count, and status. By default, a Get Data returns only those parts that still need to be counted (status of PENDING and NEED RECOUNT).
Tip: How you manage parts and inventory (i.e., CENTRALLY, BY LOCATION, or ENTERPRISE) determines the information that displays:
CENTRALLY – Information only for parts with a value other than NONE in the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen
BY LOCATION – Information only for parts with a value other than NONE in the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Location Information screen
ENTERPRISE – Information only for parts with a value other than NONE in the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Location Information screen
The fields in the bottom section of the tab display details about the inventory count.
Location ID
Identifier of the inventory location. Must match the location on the specified count ID. This field has a list box. The location name displays to the right of the ID. This field is required.
Count ID
Identifier of the inventory count. This field has a list box. This field is required.
Part ID
Identifier of the part at the location. This field has a list box. This field is required.
Part suffix
Part suffix. Part ID and suffix combination must be valid at the inventory count location. This field is required.
Note: Part ID and suffix may not be changed if count has already been entered (i.e., status is other than PENDING).
Bin ID
Identifier of the bin. On entry of a valid part ID and suffix, this field defaults to the primary bin defined for the part, if any. Must be valid for the part id-suffix and location. This field has a list box. Required if the part location record has a primary bin. If the part location record does not have any bins defined, this field must be blank.
Bin IDs are assigned on the Data -> Parts Items -> Setup -> Bins screen.
Count group
Count group associated with the inventory. Auto-populates based on the part. This field is display only.
Count qty
Number of items counted. Must be numeric; may include two decimal places. May not be a fractional value unless the part is classified as fractional. Required if the status is other than PENDING.
Note: Release 6.2.x allows inventory counts of up to six decimal places for parts. This functionality accommodates data sent by MobileFocus. For Release 6.3.x onward, however, inventory counts must be a maximum of two decimal places.
Parts are classified as fractional on the Data -> Parts Items -> Setup -> Part Classifications screen.
Count UOM
Unit of measure used in the count. Defaults to the unit of measure for the part. Must have a conversion to the base measure for the part location being counted. Optional if the status is PENDING; otherwise, required.
Base unit of measure is specified on the Data -> Parts Items -> Setup -> Units of Measure screen.
Date and time counted
Date and time (in MM:DD:YYYY HH:SS format) the count was performed. Defaults to current date and time when the count is entered, but you must change it if the count was actually performed at a different date or time. May not be a future date. Optional if the status is PENDING; otherwise, required.
Important: The date and time counted must be accurate to ensure accurate information on the Data -> Parts Activity -> Inventory Counts -> Count Analysis screen.
Counted by user ID
Identifier of the user who conducted the count. Defaults to the ID of the logged-in user, but you can change it. This field has a list box. The user name displays to the right of the ID. Optional if the status is PENDING; otherwise, required.
Date and time recorded
Date and time (in MM:DD:YYYY HH:SS format) the count was recorded. Defaults to current date and time, but you can change it. May not be a future date. Optional if the status is PENDING; otherwise, required.