Activant Prophet 21. Performing a Physical Inventory Count

Transcription

1 Activant Prophet 21 Performing a Physical Inventory Count

2 This class is designed for Inventory personnel who participate in counting inventory yearly or cyclically

3 Objectives for Physical Count Generate Items Not Counted Report Generate Inventory Cards Report Update items quantities through Physical Count window Generate Variance Report Update final counts through Physical Count window

4 Objectives for Cycle Count Establish Cycle Count Location Maintenance Generate Cycle Count Report Update quantities via Physical Count window Generate variance report Update Physical Count window with final quantities Generate the Cycle Count Accuracy Report

5 This course will NOT cover Item Maintenance

6 Overview of Physical Count Process Generate Items Not Counted Report (optional) Generate Inventory Cards Update On Hand quantities in Physical Count window Save as unapproved Generate Physical vs. On Hand Report Complete the final update of the Physical Count

7 Items Not Counted Report List of items not counted as of a specified date

8 Items Not Counted Report Enter the Location ID View serialized items

9 Items Not Counted Report Choose to view items with a QOH beginning at X number Indicate the last count date Only items which were not counted since the date will display Choose File/Print or

10 Items Not Counted Report

11 Generating Inventory Cards System-generated inventory cards Use if your warehouse layout can be facilitated through the report User-defined inventory cards Define the cards according to your warehouse layout

12 Inventory Cards Report Generate a list based on bins, supplier

13 Inventory Cards Report Enter a Location ID or range

14 Inventory Cards Report Enter a Bin or range, if necessary

15 Inventory Cards Report Enter a Supplier ID or range, if necessary

16 Inventory Cards Report Enter an Item ID or range, if necessary

17 Inventory Cards Report Enter an ABC Class or range, if necessary

18 Inventory Cards Report Determine how to group printed items: Bin Item

19 Inventory Cards Report Select the type of inventory to view

20 Inventory Cards Report Enter the related Unit Of Measure

21 Inventory Cards Report Determine if you will include Non-Stock items on the report

22 Inventory Cards Report The earliest date the system will search when compiling a report

23 Inventory Cards Report Choose to print the Quantity On Hand or Quantity Allocated

24 Inventory Cards Report

25 Generating Inventory Cards Count, count, count..

26 Inventory Card Maintenance Only enabled when you do NOT track bins User-defined Inventory Cards

27 Inventory Card Maintenance Generate Cards Access the Generation Criteria Tab Card Generation Type: Blank

28 Inventory Card Maintenance Card Generation Type: Initialized

29 Inventory Card Maintenance Generate Inventory Cards by using RMB click, File/Retrieve or

30 Inventory Card Maintenance Blank specify item id for each card number

31 Inventory Card Maintenance Initialized items automatically fill in according to criteria

32 Physical Count Inventory/Transaction/Physical Count

33 Physical Count Inventory Card Report: Enter parameters EXACTLY as they appear on your Inventory Card Report

34 Physical Count Inventory Card Maintenance: Select the Use Inventory Cards Checkbox

35 Physical Count Retrieve data by selecting File/Retrieve or

36 Physical Count Update the New Qty on Hand field

37 Physical Count Enter the reason associated with the Physical Count

38 Physical Count Verify the Approved Checkbox is NOT selected

39 Physical Count Save and note the adjustment number

40 Locating Discrepancies Prior to updating the counts, run a discrepancy report to view a specified margin of difference

41 Physical vs. On Hand Report Enter the Adjustment Number Enter a Variance Percentage or Amount

42 Find Adjustment Number If searching for Adjustment number, set Approved to No, then hit Enter key

43 Physical vs. On Hand Report Verify the item counts for variance items Return to the Physical Count Window

44 Update Physical Count Enter Adjustment Number

45 Update Physical Count Update the Qty on Hand information Once item updates are complete, click on the Adjustments Tab

46 Update Physical Count Select the Approved checkbox Select File/Save or to update the Physical Count

47 Update Physical Count GL affected On Hand Quantities updated Serials, lots, lot/bins, bins updated

48 Cycle Count Process Establish Cycle Count Location Maintenance Generate Cycle Count Report Update quantities via Physical Count window Save as unapproved Generate Physical vs. On Hand Report Update Physical Count window with final quantities Generate the Cycle Count Accuracy Report

49 Cycle Count Location Maintenance Establish a schedule per location Count by Bin, Item, Item by ABC Class, or Item by Putaway Rank Count days Number of cycles Generate count reports based on criteria Update quantities using schedule

50 Cycle Count Location Maintenance Begin the Cycle Count schedule through Cycle Count Location Criteria Maintenance.

51 Cycle Count Location Maintenance Enter the location associated with the Cycle Count

52 Cycle Count Location Maintenance Determine the basis for your cycle count

53 Cycle Count Location Maintenance Number of times that you want to cycle through your inventory per year Number of days available to count inventory throughout the year

54 Cycle Count Location Maintenance Total Number of Items x Number of Cycles Count Days = Number of Items on Each Report

55 Item By ABC Class

56 Class/Rank Tab Enter ABC Class ID and Number of Cycles Per Year

57 Class/Rank Tab Enter Putaway Rank and Number of Cycles Per Year

58 How Report Determines What to Count Report breaks up inventory by item or bin according to number of cycles and number of count days per year Count By in Cycle Count Location Maintenance Item by ABC Class Item by Putaway Rank Equation Used to Count (#CyclesPerYear)(#ofItems in ABC class) Count Days Per Year (#CyclesPerYear)(#ofItemsinPutawayclass Count Days Per Year

59 Cycle Count Location Maintenance Type of Count: Available: QOH Allocated On Hand: QOH including Allocated

60 Cycle Count Location Maintenance Select to include: Non-stock Items Requisition Items

61 Cycle Count Report Prophet 21 uses the Cycle Count Criteria to determine items that need to be counted.

62 Cycle Count Report Enter the Location ID and additional parameters Select File/Print or to generate the report

63 Cycle Count Report Note the Cycle Count Number for future use

64 Cycle Count Report Count your items

65 Update Physical Count

66 Update Physical Count First, select Use Cycle Count. Next, enter the Cycle Count Number.

67 Update Physical Count

68 Update Physical Count Select the Reason for adjustment Deselect the Approved Checkbox Save the record: File/Save or

69 Update Physical Count Note the Adjustment Number

70 Locating Discrepancies Prior to updating the counts, run a discrepancy report to view a specified margin of difference

71 Physical vs. On Hand Report Enter the Adjustment Number Enter a Variance Percentage or Amount

72 Physical vs. On Hand Report Verify the item counts for variance items Return to the Physical Count Window

73 Update Physical Count Enter the Adjustment Number

74 Update Physical Count Update the Qty on Hand information When item updates are complete, click on the Adjustments Tab

75 Update Physical Count Select the Approved checkbox Select File/Save or to update the Physical Count

76 Cycle Count Accuracy Report Review the integrity of your inventory quantities with the Cycle Count Accuracy Report

77 Cycle Count Accuracy Report Enter report parameters as necessary Select File/Print or Print Preview or

78 Cycle Count Accuracy Report

79 Summary of Physical Count Process Generate Items Not Counted Report Generate Inventory Cards Report Update items quantities through Physical Count window Generate Variance Report Update item count through Physical Count window

80 Summary of Cycle Count Process Establish Cycle Count Location Maintenance Generate Cycle Count Report Update quantities via Physical Count window Generate Physical vs. On Hand Report Update Physical Count window with final quantities Generate the Cycle Count Accuracy Report

81 Published Solutions Solution 3698 How to use Inventory Card Maintenance to Cycle Count with Bins Solution How does the system determine what items go on a Cycle Count Report (Formula) Solution 6964 How to perform a Physical Count with Inventory Card Report Solution 4552 How to do a Physical Count via the Inventory Card Report

82 Published Solutions Solution How to have multiple users update the same physical cycle count Solution 3617 How to perform a cycle count with the Cycle Count Report Solution Physical Count/Cycle Count adjustment/increase qty with no cost/zero cost Solution Does a saved unapproved physical count show change in qty due to transactions

83 For More Information Prophet 21 Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com