CoLinear Systems, Inc. Physical Inventory

Transcription

1 CoLinear Systems, Inc. v10

2 Table of Contents Overview... 2 Enter Inventory Adjustments... 3 Auto Advance Inventory... 3 Count Worksheet... 4 Deviation Report... 5 Manual Update Method... 6 Import Update Method... 7 CoLinear Systems, Inc. 1 of 11 update: 04/19/2011

3 Overview The purpose of this view is to allow the user to reconcile the inventory quantity on hand figures in R4W with actual number of units for each item in inventory. Print a Count Worksheet For each item on the Worksheet, count the actual number of units on hand by bin location Enter/Import Inventory Adjustments Print the Deviation Report Verify that the Deviation Report is correct Commit the new inventory figures Process Flow Inventory should be a stationary target during a physical count. The reasons are obvious. Even if an intended pull from inventory were recorded on the count sheet, there's no guarantee that they would be complete (partial or in total) at the time the physical count were taken. The best practice is to either stop shipping/moving inventory completely during the physical (warehouse-wide) or limit the physical to a range of bin locations and avoid those until the physical is complete. There are 2 methods for performing physical inventory. Guides for both can be found below 1. Manual Update Requires selecting an Item ID and Bin from the physical Inventory view, and manually entering in the current stock count for the item. 2. Import Requires creating an import file definition, as well as a delimited file to import your stock counts into Response. CoLinear Systems, Inc. 2 of 11 update: 04/19/2011

4 Menu Path: File / Inventory / Perform Enter Inventory Adjustments Element Item ID Warehouse Bin Location Qty On Hand Count Save (Button) Import (Button) Description Item ID Warehouse of Bin Location Bin ID Amount of Inventory on Hand in the selected Bin Amount of product in the selected bin (You enter this amount) Saves current record into PHYSINV and advances to next item/bin Opens the physical inventory import menu (pg. XX) Auto Advance Inventory Each time you hit save after entering in a count for an item, Response will automatically pull up the next record. The next record Response pulls up will be based on which Auto Advance Inventory selection you have made. CoLinear Systems, Inc. 3 of 11 update: 04/19/2011

5 Count Worksheet The count worksheet is a report that will list all the items and their bin location that meet the criteria selected from the Count Worksheet menu. Once you click the Count Worksheet button you will be prompted to make your report selection Criteria (See Fig. 2 below). Element Warehouse For Bin Locations Between Special Selections Excluding Description Warehouse to Print Worksheet for Select Bin ID range to perform physical inventory on [X] Only These: Select Only Bins between selected Range Discontinued Items: Include/Exclude Discontinued Items Items with Zero Qty on Hand: Include/Exclude items with 0 on hand [X] Selected Bin Locations: Exclude Specific Bin Locations Bin Locations Between: Exclude bins between selected Range Example Count Worksheet CoLinear Systems, Inc. 4 of 11 update: 04/19/2011

6 Deviation Report Entering data in the "Perform " view either manually or import, creates records in the PHYSINV table. Table #2: PHYSINV TODAYS_DATE ITEM_ID BIN_ID QTY_ON_HAND PHYS_COUNT WHS_ID Date record was created Item ID Bin location ID Current Quantity on hand in that bin Physical Count (what you counted) Warehouse ID of bin Location The deviation report shows only the records you have entered or imported into the PHYSINV table. This means if you enter in only a few records, or only import a few records, the deviation report will only show the few records you entered. Example: Item A101 exists in bin locations B, C, and D. Bin Location Qty in Bin B 3 C 10 D 12 If you do a count and find 3 in B, 8 in C, and none in D, you'd have to enter 3 different counts: (enter these onto your worksheet the same way) ENTERING ALL THREE COUNTS WOULD UPDATE RESPONSE PROPERLY IF YOU ONLY ENTEREDTHEN YOU'D LEAVE THE 12 OF A101 IN D ALONE, RESULTING IN QTY 25 TOTAL WHEN THE ACTUAL TOTAL SHOULD BE 13. CoLinear Systems, Inc. 5 of 11 update: 04/19/2011

7 Manual Update Method If you choose to enter your physical count updates manually, follow the Steps listed below. 1. Print the Count Worksheet 2. For each item on the Worksheet, count the actual number of units on hand for that specific bin location a. Fill in the actual count in the provided space on the count worksheet 3. Open the View seen above. a. Select your desired Auto Advance Method 4. Select the first Item ID and bin location on your sheet. Enter in the actual count for the displayed item ID & bin location you selected. 5. Click <SAVE> 6. Repeat steps 4-5 until all actual counts have been entered into the system. 7. Print the Deviation Report 8. Verify the deviation Report is correct a. If there are any issues with the actual counts entered simply bring the item and bin back up in the physical Inventory view, and change the number in the count field to the correct number. 9. Click the Update Inventory to commit the actual counts to the system. a. <Update Inventory> adjusts the inventory counts that you have entered. Until you press this button nothing has actually changed in the system. i. SYSINVRA (System Inventory Adjustments) records created 1. record_type = "A" 2. reason_1 = " Count" 3. trans_qty = the difference in what they counted and what was there CoLinear Systems, Inc. 6 of 11 update: 04/19/2011

8 Import Update Method If you choose to enter your physical count updates via import, follow the Steps listed below. 1. Print the Count Worksheet. Follow the steps in 1.a 1.g to print the count worksheet in such a way that it can be used to later import your actual counts. a. Open and print the count worksheet following the guidelines on Pg.4 b. Once you see the report displayed on your screen click the export button c. Select MS Excel (data Only) option and click OK d. Select: Minimal: Data is exported with no formatting applied. Click OK ** INSTRUCTIONS CONTINUED ON NEXT PAGE ** CoLinear Systems, Inc. 7 of 11 update: 04/19/2011

9 e. Select a location on your workstation to save the file. f. Once you have counted your inventory items by bin you will need to enter the actual counts into an empty column to the right on the excel file as shown below. g. You will also need to make sure that in the next column of your import file you include the Warehouse ID ** Your Warehouse ID may differ! ** h. Save your import file as a *.csv (comma Delimited file) i. From the physical Inventory Menu Click the <Import Button> j. Create an import File definition. i. The import file definition will need to match the exact layout of your import file 1. Using the import file from above.. ii. Save the import file definition CoLinear Systems, Inc. 8 of 11 update: 04/19/2011

10 k. With your new import file definition selected, and your document added to the import list. Click the import button to load these changes into the system. l. Print the deviation report. m. Verify the deviation Report is correct i. If there are any issues with the actual counts entered simply bring the item and bin back up in the physical Inventory view, and change the number in the count field to the correct number. n. Click the Update Inventory to commit the actual counts to the system. i. <Update Inventory> adjusts the inventory counts that you have entered. Until you press this button nothing has actually changed in the system. 1. SYSINVRA (System Inventory Adjustments) records created a. record_type = "A" b. reason_1 = " Count" c. trans_qty = the difference in what they counted and what was there CoLinear Systems, Inc. 9 of 11 update: 04/19/2011

11 TECH: Document modification history 07/08/2011: document created CoLinear Systems, Inc. 10 of 11 update: 04/19/2011