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Last modified on 9/8/2015 11:54 AM by User.

Inventory Tracking - Physical Inventory

This document explains how to do a physical inventory for each slot.  Then update the warehouse “quantity on hand” with the regular physical inventory. 

 

 

STEP 1

Go into the I/C module

  • Physical inventory selection (Task 6)
    • Select items for inventory by item # SELINV (Sub-task 1).
      • Before selecting the items, any inventory shipped to customers must be invoiced, all receivers should be posted if the inventory is to be included in the counts.  The items must be counted before any inventory is shipped to a customer.  Items must be counted before any new inventory comes into the warehouse.  (So in other words, the inventory should be counted directly after selecting it, before any new business.) Once the inventory is counted, business may be continued as usual.  The counts may be entered & posted anytime before the end of the month. 
      • Select the items to be counted.  This prints an edit list. Make sure the correct items were selected. 
    • Back out of Task 6 Physical inventory selection, but stay in the Inventory control module.

 

STEP 2 

  • Inventory tracking (Task 7)
    • Warehouse tracking master maintenance WTKMNT (Sub-task 1)
      • Print selected Slot records (Sub-task 4).
      • Make the appropriate selections on the printer screen so the report can be opened up in a spreadsheet.  See document Export Data from Profits Plus.
    • Print report by: 1) warehouse # / item # / datetime added.
      • Please enter – starting warehouse #: type in warehouse # to be counted.
      • Please enter – starting item #:  enter key for ALL
      • Please enter – starting datetime added: enter key for ALL
    • It is typical to physically count items in slot order. When the report is in a spreadsheet format, sort by the SLOT column D.  The spreadsheet may be printed & used to write down the counts.
    • Column A is the item #
    • Column B is the item description
    • Column C is the warehouse #
    • Column D is the SLOT #
    • Column E is the item stock-by, i.e. case, box, etc…
    • Column F is the received sell-by quantity
    • Column G is the received Stock-by quantity
    • Column H is the Current Sell-by quantity
    • Column I is the Current Stock-by quantity
    • Column J is the vendor #
    • Column K is the receiver #
    • Column L is the receiver sequence #
    • Column M is the P/O #
    • Column N is the P/O sequence #
    • Column O is the added date & time stamp
    • Column P is the terminal # who added the transaction
    • Column Q is the program name which added the transaction
    • Column R is the date & time stamp which last changed the transaction
    • Column S is the terminal # which last changed the transaction
    • Column T is the program name which last changed the transaction
    • Column U is the expiration date
  • The counts should be entered into the current stock-by and current sell-by columns.
    • The spreadsheet needs to be manipulated so it is in the proper format for step 3 below.

 

 

STEP 3

Importing a spreadsheet with updated physical counts:

 

This program takes input from a CSV format file to update one field of choice in the warehouse tracking master, add records, or delete records.

 

  • This spreadsheet must be saved as a .csv format file.
  • It must be save in u/mvs/dsk0/2400001
  • It must be saved in lower case
  • The first row must be headers
  • This must have 5 columns
    • Column A is the Item #
    • Column B is the warehouse #
    • Column C is the datetime stamp added
    • Column D is the Current quantity
      • Column D heading is WTK’CUR’SELL’BY for the current sell-by
      • Column D heading is WTK’CUR’STOCK’BY for current stock-by
        • The import corrects one field at a time. So if items have current sell-by and current stock-by quantities 2 separate spreadsheets must be saved and imported separately.
    • Column E is an X, which denotes the end of the line
      • To delete a transaction the X, column E should have the word DELETE instead of the X.
    • It may be helpful to have additional columns after column E, the X column; i.e. item description, slot, etc…. The 5th column MUST have an X or the word DELETE.  This denotes the end of the line.
  • This import can be used to ADD new warehouse tracking records.  This document only explains how to import for the use of “changing” one field & in this case it is the current quantity.
    • Type in the name of the file saved, example: physical_1_.csv
    • The spreadsheet headers and the first several lines of the spreadsheet will display on the screen. Make sure these are correct.
      • A message will display if it can’t find a line.
      • A message will display with the # updated & # skipped

 

 

STEP 4

Updating warehouse master quantity on hand:

The inventory value reports are based on the “quantity on hand” in the warehouse master.   The warehouse master “quantity on hand” should be updated at this time also. This is accomplished through I/C, Physical inventory selection (Task 6).  The first step above in this document was to select items for inventory by item # SELINV.    

·       Go to Inventory tracking (Task 7), Warehouse tracking master maintenance WTKMNT (Sub-task 1), Print selected slot records (Sub-task 4). Make the appropriate selections on the printer screen to print this report.

o      Print report by: 1) warehouse # / item # / datetime added.

§       Please enter – starting warehouse #: type in warehouse # counted.

§       Please enter – starting item #:  type in item # range counted or Enter key for ALL.

§       Please enter – starting datetime added: enter key for ALL

§       Back out of the Inventory tracking system.

§       This report will have a quantity subtotal for each item.  This quantity subtotal is the quantity entered into the Physical inventory (Task 6), Update quantities by item # AIVENT (Sub-task 3).

·       Go into I/C, Physical inventory selection, Update quantities by item # AIVENT (Sub-task 3). See document Physical Inventory Selected by Item # for detailed instructions.  The counts for each item need to be entered & posted.  The posting registers need to be saved & possibly used for a manual journal entry in the general ledger module.

 

 

See additional documents:

Task 07 - Inventory Tracking - Overview

Task 07 - Inventory Tracking - Sub-Task 2 Move Inventory WTMENT

Task 07 - Inventory Tracking - Sub-Task 3 Print Warehouse Bin labels

Task 07 - Inventory Tracking - Sub-Task 4 Slot Master SLTMNT

Task 07 - Inventory Tracking - Sub-Task 5 Empty/Negative Slot report

Task 07 - Inventory Tracking - Sub-Task 6 Drop Overstock report SLTDRP