Results of an Inventory Count

When a physical inventory count has been completed, the system can be updated with the counted quantities. This is done using Inventory Count Entry. The settings in the inventory count determine whether you need to enter counted quantities for all lines, or just the lines where the count quantity differs from the expected quantity.
  1. Specify this information:
    Inventory Count Number
    The required inventory count number shown on the inventory count listing.
    Docket Page Number
    The required page number as shown on the inventory count listing.

    The following fields display the results of the inventory count:

    Inventory Count Code and Description
    Docket Line Number
    Expected Quantity
    The quantity the system expects to be in stock when the count is generated. This quantity is in the base, or stock, unit of measure.
    Quantity Counted
    The quantity physically counted. This quantity must be in the base, or stock, unit of measure.
    Status

    The status of the inventory count line:

    • Generated

      The line has been generated.

    • Counted

      A counted quantity has been entered.

    • Discrepancy

      Only applicable if tolerances are used and the line has been found to be outside of the tolerance.

    • Approved

      Only applicable if tolerances are used and the line has been approved.

    • Posted/Complete

      The line has been posted and is now complete. A movement order has been created to update the inventory, post ledger postings and so on.

    Entered By
    The operator ID of the person who entered the counted quantity.
    Approved By
    Only applicable if tolerances are used and the line is outside of the tolerance. The Operator Id of the person who approved the line.
    Posted By
    The operator ID of the person who posted the count line and hence created the movement order to update stock, post ledger postings and so on.
    Item Code
    The code of the item being counted.
    Base Item Unit
    The base, or stock, unit of measure for the item code being counted.
    Item Description
    The description of the item being counted.
    Serialized
    Indicates whether or not the item being counted is serialized.
    Location ID
    The location of the item being counted.
    Location Description
    Location Locked
    Indicates whether or not the location being counted is locked.
    Reason Code
    The reason why the location is set as locked.
    Warehouse Code
    The warehouse where the location being counted resides.
    Warehouse Description
    Zone Code
    The zone where the location being counted resides.
    Zone Description
    Batch Reference
    This field contains the batch reference of the item being counted if it is batch controlled.
    Expiration Date
    If expiry dates exist for the item related to a batch, or a receipt has an expiry date and no batch, this expiry date is contained in this field.
    Movement Order Reference
    Movement Order Line Number
    Movement Order Line Status
    These fields allow traceability of the movement order and line created when a line is posted from the inventory count entry or the inventory approve and post function.

    These fields are automatically populated from the current inventory count record.

    Item Code
    The item code that has been counted.
    Location ID
    The location where the item has been counted.
    Quantity Counted
    The quantity of the item counted. This must be in the base, or stock, unit of measure for the item.
    Batch Reference
    If the item counted is batch controlled, this field contains the batch reference.
    Expiry Date
    The expiry date of the item counted.
  2. From the Action menu select OK to add this line to the inventory count.
  3. From the Action menu select Exit to return to the main Inventory Count Entry form. The details of the added line are displayed in the grid and the status is set as counted until it is approved and posted. The next available docket line number for the docket page is allocated.
    Note: If you make a mistake on a line you have added, for example, by entering the wrong location code, it is not possible to return to the line itself to correct it. Instead, you should set the quantity counted as zero on the incorrect line, then add another line with the correct details.
  4. If you counted an item with specific item characteristics only (not storage characteristics), you can detail those characteristics. From the Action menu within Inventory Count New Line Entry select Characteristics. This displays the Inventory Count Line Item Characteristic form.
  5. Specify this information:
    Inventory Count Number
    This field is automatically populated from the current inventory count new line entry record.
    Inventory Count Line Number
    This field is automatically populated from the current inventory count new line entry record.
    Item Code
    This field is automatically populated from the current inventory count new line entry record.
    Description
    This field is automatically populated from the current inventory count new line entry record.
    Quantity Control
    This field is automatically populated from the current inventory count new line entry record.
    Characteristic Code
    Enter the required characteristic code.
    From and To Value of Range
    If the type of data for the characteristic requires a range of values, enter the values in these fields. These must correspond to the available values shown in the Characteristic Value From and To fields.
  6. If the datatype of the characteristic selected is a discrete value, you must specify the values. From the Action menu within the Inventory Count Line Item Characteristic form select Discrete Values.
  7. Specify this information:
    Characteristic Datatype
    The type of data held for the characteristic.
    Characteristic Value From and To
    If the type of data for the characteristic requires a range of values, this field contains the valid values as defined in the characteristic record.
  8. To carry out one of the following actions select it from the Action menu within the Inventory Count Entry form.
    Approve
    This is used if the line is outside tolerance checking. It approves the line ready for posting. It should only be used by users who are authorized to perform approvals. Use Forms Permissions Editor to limit the users who can perform this action.
    Add
    This is used to add a line to the inventory count.
    Post
    This creates movement orders.
    Movement Order Entry
    This takes you to the movement order linked to the highlighted line.
    Check Serial Numbers
    If the item is serialized, this displays the Inventory Count Serial Numbers form, which enables you to select the required serial numbers to be allocated from a list.
    Note: This action can only be used with issuing serial numbers that exist on the system. For receipts, they must be created using movement order entry.
  9. Save your changes.
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