Inventory Count General Information

• An inventory count can only be used on one open count.

If an inventory count, or count definition, is already being used on an open count, another count cannot be created from it. For example, if a count definition is used to perform an end of year inventory count, it can only be used on one open count at a time. As soon as that open count is completed or cleared/deleted, the inventory count can then be used for another count.

• Each count is given a unique count number. This count number is sequential and is defined by the system.
• A count consists of a header and lines.

The count header consists of various information including the count number and count status. When generating a count, the data within the definition is copied to the count header. This information is then used when processing a count. If the definition is amended, the changes are not applied until the next count is processed.

The count lines consist of each unique combination of item/location/batch reference/expiry date/item characteristic.

• Only one unique item/location/batch reference/expiry date/item characteristic combination can appear in one count and not in multiple counts. Batch reference and/or expiry date and/or item characteristic are optional and may not be present, in which case they are ignored.

This can occur when two different inventory counts have overlapping ranges. For example, Item A has inventory of 20 pieces in location X and 15 pieces in location Y; Inventory Count SS2 is defined to cover just location X, and Inventory Count TT3 covers all locations. If a count is generated for SS2, the combination of Item A/Location X of 20 pieces will appear in it. Subsequently, if a count is generated for TT3, this will not pick up Item A/Location X of 20 pieces as this appears in another count. However, Item A/Location Y with 15 pieces will appear in this count because it is not in any other active count.

• The system calculates an expected quantity for each line. This quantity is the quantity the system believes is currently in stock. This is calculated when the count is generated.
• All expected and counted quantities must be entered in the base, or stock, unit of measure. Other units of measure are not catered for.

• The following process is required to carry out an inventory count:

  • Generate a count using Inventory Count Generate (ICG).
  • Run the listing using Inventory Count Listing (ICL) - this is optional depending on the Optional Docket Page Number check box on the Inventory Count (ICS).
  • Physically count the inventory.
  • Enter the counted quantities using Inventory Count Entry (ICE).
  • If tolerances are being used, any count lines outside the tolerances must be approved using Inventory Count Entry for line by line approval, or Inventory Count Approve - Post (ICP) for the entire count.
  • Post the count updates, that is, generate the movement orders to write-on or write-off inventory using Inventory Count Entry for line by line posting, or Inventory Count Approve - Post for the entire count.
  • Close the count using Inventory Count Approve and Approve/Post action.

• Running the Inventory Count Listing is an optional process depending on the Optional Docket Page Number check box on the Inventory Count:

  • If Optional Docket Page Number is set, then by running the listing, docket or page numbers and docket line numbers are created. These numbers are used in Inventory Count Entry when entering counted quantities.
  • If Optional Docket Page Number is not set, you do not need to know about docket page and docket line numbers. The system creates these numbers when the count is generated instead. A single docket page number (page number one) is created. Many docket line numbers are created against this single docket page.
• A count line only requires approval if the tolerances are being used, and a count line is outside of the tolerance. A line is outside of a tolerance when the expected quantity or value differs from the counted quantity or value, and this difference is greater than the specified tolerance. If tolerances are not being used then approvals are not required.
• A count can be deleted, or cleared, using the action Clear Count in the Inventory Approve - Post function. A count can only be cleared if no counted quantities have been entered.
• To find the status of a count, that is, open or posted/closed, use the function Inventory Count Entry, and use the query on the count number to display the count status. You can also create a control desk to view this information.
• Transactions are not stopped within the Order Fulfilment module whilst a count is taking place. Therefore, further receipts or issues of inventory made since the count was generated need to be controlled. The last receipt received and stock issued, that is, actualised, before a count is generated is included in the count. After the count is generated, any further receipts and issues are not included in the count.
• Inventory Count Entry is dependent on docket page numbers and docket line numbers. When printing an Inventory Count Listing, the system automatically creates docket page numbers and docket line numbers for each count line. If a count line appears on page one of the listing, then it is given docket page number one. If a count line appears as the fourth line on a page, it is given docket line number four.

Alternatively, the docket page and docket line numbers may be created when generating the count. This occurs when the field Docket Page Numbers is set. In this case there in only one docket page number which is page number one. Every docket line number will be for docket page number one.

The person undertaking the count knows the docket page and docket line number as they appear on the count listing. They are then used within Inventory Count Entry to identify a count line.

• An inventory count consists of count lines. Internally within the system, each line is given an inventory count line number. This number is sequential and is not reset for each new count. For example, count number 1 may consist of line numbers 1 to 20; count number 2 may consist of line numbers 21 to 45; count number 3 may consist of line numbers 46 to 72 and so on.

Each count line will be associated with a docket page number and a docket line number.

• Inventory Count data can be viewed using an Inventory Count Control Desk. Select Movement Inquiry (CD) (MOQCD) from SunSystems to build filters by selecting IMCDIC and associated filter types.
• The Inventory Count Evaluation Listing can be run at any point during the count process. This listing displays most of the information about the count, including costs of items being written-on or written-off.
• Any ledger definitions linked to a movement order are processed when a movement order is created. This is the only method for creating a ledger posting from Inventory Count.
• Serial numbers are not used as part of the current Inventory Count functionality.