Entering Inventory Counts

When inventory counts are completed, enter them into the system using the Physical Count Load-In utility.

The Physical Count Load-In utility allows multiple people to enter the same count simultaneously by using different ranges of count control numbers within the count control file. Each person entering the count selects the starting control number for their range. They then enter count information from their starting control number up to the next person's starting control number.

In addition, you can finish recording the counts on a date other than the actual count date by entering actual count dates for each item in the count control file. For example, you cannot enter the results of a count until two days after the count. For each product counted, capture the actual count date. Once processed, all transactions use the on-hand quantities of the actual count date.

The Physical Count Load-In works with the Count Variance Report. Enter your counts on the Physical Count Load-In window, run the Count Variance Report and check your numbers. If a variance seems too wide, you can recount, enter the new count and run the report again. The system provides a way to track up to three recounts and keep record of the results.

To enter inventory counts into the system:

From the Physical menu, select Physical Count Load-In to display the Physical Count Load-In window.

In the Count ID # field, enter the ID of the count control file for which to enter inventory counts to display the count information.

To select a range of control numbers for which to enter count information, enter the first and last control numbers in the Begin Control Number and End Control Number fields, and click Load Control Numbers.

The system displays the control file information in the table at the bottom of the window.

In the Date field, enter the count date for each physical count.

If you locked the count date, the preset count date displays in the Date field. Accept or change the date for each product you are entering.

In the Count field for each product listed, enter the quantity and the unit of measure recorded on the count sheets or count card for each product and its associated warehouse location.

Note: If you leave the Count field blank, you create a null entry for the count control number. Make sure you are consistent in how you are using null entries on subsequent physical inventory windows.

Starting with Recount-1, use the Recount-1, Recount-2, and Recount-3 columns to record any recounts on the products.

The Control Numbercolumn displays the original control number used for the count.

Repeat steps 4-5 until you process all the items on the count sheet or set of count cards.
Save your changes and exit the window.

More Options from the Physical Count Load-In Screen

The Physical Count Load-In window also offers these options:

To...	Do this...
search for a product within the count control file	in the Product field, enter the product or part of the product name to find in the count control file and click Search. If the product exists within the count control file, the system places the cursor on the product. If the search finds more than one product that matches the text you entered, the system displays the results in the Search Results field. Double-click the product you are looking forward to locate the product in the count list. If the search finds no matches, a message displays indicating that no matches were found. To add the product to the count control file, enter it into the count using a blank control number.
to jump to a control number within the control file	in the Control Number field, enter the control number you want to view and click Go to Control Number.
display the product record for the selected product to view information such as the product's unit of measure	select File > Product Maintenance. To create new products, you must access Product Maintenance from main Maintenance menu.
review product availability and other inventory information	select File > Inventory Inquiry

Field	Description
Count Title	Title assigned to the count control file.
Branch	Branch in which the count occurred.
Lock Date	The date the inventory count was locked. Locking the count date saves you from manually entering the count date for each product included in large cycle counts or full physical inventory counts.
Last Control Number	The ending control number in the count control file.