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.

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.
From the Action menu select OK to add this line to the inventory count.
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.
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.
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.
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.
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.
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.
Save your changes.