Inventory Counts |
Note: If there is a check in the Enable use of Inventory Count Management screens field of the Inventory - More Info tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, you must use the Inventory Count Management, Count Entry, and Count Analysis screens rather than this screen. Using both the Inventory Counts screen and the inventory count management functionality simultaneously for the same location could cause unexpected results.
The Inventory Counts screen enables you to record physical inventory counts of parts (both serialized and non-serialized) and provide mass updates of current stock levels to the latest inventory counts. If a part location has multiple bins defined, a separate count must be entered for each bin. The counts are recorded by bin, and each bin must be counted before the counts can be compared against current inventory and automatic updates performed.
If the Mobile Software is installed, you can use hand-held devices to transfer inventory information between the system and the hand-held devices in order to work with the data from remote locations. See the related documentation for these products.
Tip: To limit the display of information in the grid and maximize performance, use the filter. Because the screen lists parts at one location at a time, you must specify a location ID. You can sort on inventory month (e.g., JAN, FEB, or MAR), to/from bin numbers, and count group. You can also specify whether to display parts that have been counted but not yet adjusted. The default is to not show them.
A maximum of 200 rows of data will display at one time, but rows on which you enter count data will not display unless you specify otherwise. To view more than 200 rows, use the Queries/Reports -> Query/Report Generator screen to create and run a report that includes the information.
The Inventory Counts screen supports location-level access control, so you must belong to a user group with the applicable authorization to make changes or updates.
Tip: How you manage parts and inventory (i.e., CENTRALLY, BY LOCATION, or ENTERPRISE) determines what information 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 inventory management method is specified on the General tab of the Data -> Parts Items -> Setup -> Options screen.
Inserts, updates, and automatic adjustments are allowed regardless of the value in the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen.
The PR:PTS-INV TAKING LIST Report lists parts due for inventory in a specific month. If you have access to this report, it displays in the Reports list box in the standard tool bar. Use this list to take a physical inventory and this screen to record the inventory results for analysis. To adjust inventory counts of items on this screen, use the Adjust inventory to counts for all items at this location ID for part counts on or after __/__/__ field.
The fields in the top section of the tab define the data that displays and specify when to adjust inventory counts.
Location ID
Identifier of the inventory location. You must be authorized to process parts inventory transactions at this location, and you can only process counts for one location at a time. This field has a list box of locations that are parts stores, limited by the first characters entered. The location name displays to the right of the ID.
Shop location types are defined on the Functions tab of the Data -> Organization Structure -> Setup -> Locations -> Primary Information screen.
Adjust inventory to counts for all items at this location ID for part counts on or after __/__/__
Date of inventory count from which to begin the automatic inventory adjustment processing. Inventory levels are automatically adjusted to the counts entered on or before the date specified.
Tip: To limit the data, pay attention to this date and the location ID.
To adjust inventory counts for all parts at the location to the values in the New count field, complete the following steps.
Step 1. Click Edit.
Step 2. In the Adjust inventory to counts for all items at this location ID for part counts on or after __/__/__ field:
Place a check in the checkbox.
Type the date on or after which you want to adjust the inventory counts.
Step 3. Click Save. The following values are adjusted:
Quantity on hand (Data -> Purchasing -> Reordering, Data -> Enterprise Purchasing -> Replenishment, Data -> Parts Items -> Primary Information/Stock Status tab, and Data -> Parts Activity -> Stock Check screen)
Note: If the part's unit price is zero, the part's quantity on hand will not be adjusted. You must use the Data -> Parts Activity -> Adjustments screen to adjust these parts. If many parts have a unit price of zero, only the first parts display in the message that indicates that some parts' inventory were not adjusted.
Quantity/Current values (Data -> Parts Activity -> Adjustments screen)
Value on hand (Data -> Purchasing -> Reordering, Data -> Enterprise Purchasing -> Replenishment, Data -> Parts Items -> Primary Information/Stock Status tab)
Last adjustment date (Data -> Parts Items -> Primary Information and Location Information/Movement tab)
New count
New count date
Last count
Last count date
daily quantity
daily value
For each adjustment made in this way, if there is a value in the Inventory adjustment reason code for automatic adjustments field on the General tab of the Data -> Parts Items -> Setup -> Options screen, that value displays in the Reason code field on the Data -> Parts Activity -> Adjustments screen.
Data in the fields in the bottom section of the tab specify the adjustments (if any) to make to the parts inventory. The information is sorted by bin ID and then part ID. Unless otherwise indicated, these fields are required.
Part ID
Valid identifier of the part that was counted. The ID is associated with the part suffix. This field has a list box limited to parts stocked at the location from which you are issuing or for which you are ordering. The part description displays to the right of the ID.
If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted to the appropriate part ID/suffix. If more than one valid part ID/suffix is associated with the cross-reference part ID, a list box of valid part ID/suffixes appears.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.
This identification applies only if the part ID is a valid part ID.
Bin ID
Identifier of the bin in which the part is stored. This field auto-populates if only one bin is defined for the part location being counted. This field has a list box that populates with bin IDs and descriptions after a part ID has been specified. Required if bins are defined for a part; must be valid and active for the part ID, suffix, and location specified.
Note: A bin may not be added or deleted if a part ID is being counted (i.e., listed on a pending or in-progress inventory count for the location, part, and part suffix).
When you process an automatic adjustment to inventory counts from this screen, the following four fields update automatically.
New count
The number of units of the part counted. You can insert or update information in this field regardless of the value in the Inventory month field on the Stock Mgmt tab of the Data -> Parts Items -> Primary Information screen, even if the value is NONE. Fractional quantities are allowed only if the part is classified as fractional (specified on the Data -> Parts Items -> Setup -> Part Classifications screen). The maximum field length is 12 characters (with a maximum of two decimal places). If a new count date is specified, this field is required.
New count date
Date of the new inventory. Defaults to the current date.
Last count
Number of units of the part counted during the last inventory. This field is display only.
Last count date
Date that the count in the Last count field was made. This date updates automatically when the New count field is equal to the current quantity on hand specified on the Basic Info tab of the Data -> Parts Items -> Location Information screen. This field is display only.