PHYSICAL INVENTORY... 1

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1 PHYSICAL INVENTORY Table of Contents PHYSICAL INVENTORY... 1 PHYSICAL INVENTORY- INTRODUCTION AND OVERVIEW... 3 PISI-...SELECT ITEMS-CREATE CYCLE COUNT BATCH... 6 PIPT-...PRINT TICKETS FOR CYCLE COUNT PILI-...LIST ITEMS FOR CYCLE COUNT PIFQ-...FREEZE QUANTITY ON HAND FOR CYCLE PIACE-...ACTUAL COUNT ENTRY PIACER-...ACTUAL COUNT ENTRY REGISTER PIDJ-...DEVIATION JOURNAL & ACTUAL CYCLE COUNT FINAL UPDATE PITNC-...TAGS NOT COUNTED LISTING PIDVA-...DEVIATION VARIANCE ANALYSIS PIBCC-...BRANCH CYCLE COUNT MAINTENANCE ICCM-...ITEM CYCLE COUNT MAINTENANCE PIEPVR-...EXTENDED CYCLE COUNT PHYSICAL VALUATION REPORT... 42

2 Proprietary Notice This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc. Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION is a registered trademark of Munics Information Systems, Inc. Copyright Munics Information Systems, Inc. Release NGS-6.40 PI- 2

3 PHYSICAL INVENTORY- INTRODUCTION AND OVERVIEW Introduction The Module allows the user to accomplish full physical inventory counts or optionally create cycle count batches of records to be counted. In either case, a Cycle Count Batch of records will be created to control the physical which will be taken. The key to this batch of records is the "Cycle Count Batch ID" which the user assigns to control this batch of records. The user has numerous selection criteria available by which to base the items to be included for the physical to be taken. Physicals may be taken based on item location selection criteria or items due to be counted based on cycle days. User may opt to perform traditional "tag" inventory counts or utilize printed listings from which counts may be recorded. When creating the cycle count batch, user has several options relating to creation of tag records: The first option allows the user to create the cycle batch of items to be counted where program will preassign items to tag records. When entering counts in this method, user simply can scroll through tag records with items already assigned to tags and may record the quantity counted. The second option allows the user to create tag records with no items assigned to the tag when cycle batch of records are created. In this method user will be required to assign the item and quantity when entering count data for a tag record. The general theory of operation for this set of programs is as follows: PISI Before creating a batch in PISI, check to make sure that there are no open batches. If there are, these batches should be removed or completed before creating any ones. This program creates a Cycle ID Batch Control Header record with pertinent information about this cycle count. User may select items and branch locations which are to be counted or user may allow program to automatically select items due for cycle count. Cycle counting may be triggered by maintaining information in PIBCC or ICCM programs described below. Upon completion of selection options, program will then proceed to create two tables of records. The first table is the Cycle Count Detail Tag records (physd table). The second table will store the selected item records for this cycle which will be frozen using PIFQ program at the appropriate time. (physf table) Several options regarding creation of tag records are available when creating this physical inventory cycle count. PIPT This program allows user to define a Tag Inventory Ticket layout within the program guidelines. Also, program allows user to optionally print tickets for a selected Physical Cycle Count Batch ID. User may print tag tickets to assist in physical cycle count or user may run a book inventory listing of items in physical cycle using program PILI. PILI This program allows user to output a listing of items and/or tag details for a Physical Cycle Count Batch. This may be used as an alternative to printing tickets. Program also optionally allows user to output a listing defining items stored in the location Release NGS-6.40 PI- 3

4 PIFQ file to be frozen for this cycle. This program allows the user to freeze the current system on hand balance at a moment in time defined by user. This is normally done right before the physical counts are to be taken and no further processing permitted. The freeze program must be run for a cycle prior to entering actual counts. PIACE All physical inventory records counted will be entered using this program. User may select a single Cycle Count Batch ID and proceed to enter the actual count entry balances for the tags in this cycle. User may optionally define the tag sort options to control the sequence that multiple tags will be displayed to the user. The SCROLL option in this program allows the user to scroll through the tag records in a physical cycle batch automatically to facilitate efficient input of counts. User may VOID any tags not accounted for. The INSERT TAG option allows user to insert a tag record if needed for an item not previously defined to be counted or if additional tags are needed when an item is located in multiple locations and no tag was originally produced. The BLANK A TAG option allows the user to blank out incorrect information entered on a tag so user may proceed to enter corrected information. This option is normally used to correct errors found when auditing the counts entered. PIACER PIDJ This program provides the user with an audit trail listing of entries made in the PIACE program. The user should audit the records entered to insure accuracy of input prior to performing any updates. This program produces a deviation journal of the frozen balances versus the counted quantities. Extended cost deviation variances are also provided to define the impact of the physical on the inventory. Upon completion of printing journal to printer or hold file, user may then UPDATE the Physical Cycle Inventory balances based on this physical count. This process will update the deviation quantity to the current system on hand balance. Once the UPDATE is completed, no further input may occur for this cycle batch. PITNC PIDVA The Tags Not Counted Report outputs missing tags not accounted for in a cycle batch of records. The Deviation Variance Analysis outputs Items where deviation variance exceeds user defined parameters. PIBCC This program allows the user to focus on items where variances exceed acceptable user guidelines and recounts may be necessary The Branch Cycle Count Maintenance program allows for cycle counting by branch by location sequence. User may define parameters such as number of items in branch, number of counts per year, available days for cycle counting which calculates number of items needed to be counted for each cycle count batch. This program tracks the last location and item counted and can automatically create the next Release NGS-6.40 PI- 4

5 batch of records for cycle count. This approach creates items to be counted in location sequence by item. ICCM The Item Cycle Count Information Maintenance Program allows user to maintain Cycle Count Days for items if user desires to utilize cycle counting techniques. User may define the cycle days for an item to define the frequency in which the item is to be counted. The SET DAYS option allows for mass updating many records based on user entered selection criteria. PIEPVR The Extended Cycle Count Physical Valuation Report program is used to provide the user with extended valuation information on either the actual counted quantities or the system on hand frozen quantities for a cycle batch. This output may be run before or after the physical has been updated and completed. User has the ability to maintain frozen cost data using the cost changes menu option. When taking an inventory, follow these precautions: Before creating a batch in PISI, check to make sure that there are no open batches. If there are, these batches should be removed or completed before creating any new ones. When creating a batch make sure that you set the following rules codes correctly. Negative On Hand Rule; Zero On Hand Rule, Positive On Hand Rule and Blank Tag Rule. If you are not sure what code to use, review the documentation, which will explain in detail what each option does. When making your selections, there are two windows to select from. The first selection window, Item Master Fields selection criteria window, will pertain to the ITEM MASTER TABLE only. That means the selection in this window is based on the Item Master Record (not the branch). If you want to do the selection on a branch level, you need to select from the window after the Item Master Fields selection criteria window, which will be the Branch Location Selection window. Upon completion of the batch in the PISI program you will be asked to freeze the batch. This freezes the on hand qty. You should not freeze the batch until you are ready to begin counting the inventory. Batches should be frozen right before the physical counts are taken. When entering the counts in PIACE, the scroll option will give a quick way of scrolling through the items and entering your counts. If you have multiple people entering your counts, you should give each person a range of tags they will be entering. Once all the counts are entered you will need to run PIDJ to update the counts and the General ledger. We recommend that you run PIDJ and not do the update the first time. This will allow you to review the counts and make any adjustments prior to the updating of the system. If you do the update and you then need to make changes you will have to either do them in ITE or create another PISI batch. Release NGS-6.40 PI- 5

6 PISI- SELECT ITEMS-CREATE CYCLE COUNT BATCH Introduction The purpose of the Select Items to be Counted and Create Cycle Batch program PISI is to allow for the creation of Cycle Control Batches of items for which a physical inventory is to be executed. This is the initial program that must be run when a physical inventory is to be taken. Once the items are created for this physical cycle batch, user may then proceed to print tag inventory tickets in PIPT or print a listing of items included in the physical using PILI. The physical inventory cycle batch must then be frozen using program PIFQ before the actual counts may be entered in program PIACE, actual count entry. Once counts are entered, user may run program PIDJ which prints a deviation journal and performs the final updates for the physical. Full Physical Inventories or Cycle Count Batches may be created based on selection options. When creating the physical inventory batch of records, user will be prompted as to whether or not user will define items to be selected for count or user will have the system create the records due to be counted based on cycle days automatically. User may also optionally request the program to include extra blank tags to be created for this physical inventory batch. Procedure From the menu, enter "PISI": Release NGS-6.40 PI- 6

7 From the initial PISI MENU, this window will appear if the user selected the "User defined selection criteria. This option allows for user to perform complete physical inventories based on several selection option windows." The following fields may be entered by the user when in ADD mode: DIVISION ID DEPARTMENT ID CYCLE COUNT BATCH ID CONTROL DATE CYCLE COUNT DESCRIPTION SYSTEM DATE CREATED BY USER AUTHORITY STARTING TAG NUMBER ENDING TAG NUMBER EXTRA TAGS Enter the Division ID for this Physical Cycle Count Batch. Enter the Department ID for this Physical Cycle Count Batch. Enter user assigned Physical Cycle Count Batch ID for this batch. Enter the Control Date for this batch. User may optionally enter a description for this batch. Program will automatically assign system date. Program will automatically assign login creating this physical inventory batch of items. User may optionally enter Authority Information for this cycle which defines who is in charge of this physical batch. Enter Starting Tag No. for this Physical Cycle Count Batch ID. Program will automatically assign ending tag number when tag records are created. User may optionally enter No. of Extra Blank Tags when creating the Physical records. NEGATIVE RULE Enter the negative rules code. Valid entries are 1, 2 or 3. Release NGS-6.40 PI- 7

8 This field assists in defining the rule on how to handle negative on hand location records where no counts are entered during the final PIDJ update. The frozen file possibly may have items with negative on hand frozen balances. The following table defines the codes and their impact: Rule Code PIDJ Update Allowed Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand 1 No No No Effect No Yes No No Effect Yes Yes Yes Per Tag 2 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag 3 Yes No Zero On Hand Yes Yes No Zero On Hand Yes Yes Yes Per Tag Refer to the on line help for examples of usage. POSITIVE RULE Enter the positive rules code. Valid entries are 1, 2 or 3. This field assists in defining the rule on how to handle positive on hand location records where no counts are entered during final PIDJ update. It is possible that there will be frozen positive balances where no tag has been accounted for. The following table defines the impact of each code: Rule Code PIDJ Update Allowed Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand 1 No No No Effect No Yes No No Effect Yes Yes Yes Per Tag 2 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag 3 Yes No Zero On Hand Yes Yes No Zero On Hand Yes Yes Yes Per Tag Refer to the on line help for examples of usage. ZERO RULE Enter the zero rules code. Valid entries are 1, 2 or 3. This field assists in defining the rule on how to handle zero on hand location records where no counts are entered during the final PIDJ update. It is possible that zero on hand may be frozen. Rule Code PIDJ Update Allowed Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand Release NGS-6.40 PI- 8

1 No No No Update No Yes No No Update Yes Yes Yes Per Tag 2 Yes No No Change No Yes No No Change Yes Yes Yes Per Tag 3 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag Refer to the on line

This field assists in defining the rule on how to handle blank tag records where no counts are entered during final PIDJ update.

9 1 No No No Update No Yes No No Update Yes Yes Yes Per Tag 2 Yes No No Change No Yes No No Change Yes Yes Yes Per Tag 3 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag Refer to the on line help for examples of usage. BLANK RULE Enter the blank rules code. Valid entries are 1 or 2. This field assists in defining the rule on how to handle blank tag records where no counts are entered during final PIDJ update. It is possible that there will be blank tag records where no tag has been accounted for. The following codes define the impact: Rule Code PIDJ Update Allowed Blank Tag Present 1 No Yes Yes No 2 Yes No Yes Yes PHYS TYPE Enter the Physical Type. '1' - Displays the Frozen On-hand Quantity. '2' - Displays the Shelf Stock Quantity. After you have added the batch, you will be asked to confirm the entries. Enter the Item Master Fields selection criteria: These are the items which you are going to count. This selection is based on the Item Master Record (not the branch). Release NGS-6.40 PI- 9

10 You will be asked to confirm the entries. Enter the Branch Fields selection criteria: This selection is based on the Item Branch Record. You will be asked to confirm the entries. Release NGS-6.40 PI- 10

11 First, enter the Sort and Selection options and click the "OK" button. Next enter the Assign Items to Tap Option and click the "OK" button. Lastly, type the word "PROCEED" into the box, click the "OK" button and the process will begin. The assign items to tag options allow the user flexibility when creating the cycle count batch of items. Three options are available as follows: Selection 1 indicates that items selected for the physical inventory will be directly assigned to specific tag records when batch is created. User may then record the physical using these tags. When entering tag counts, user must simply enter the count quantities. Selection 2 indicates that the program will create blank tags equal to the number of inventory items selected for the physical. In this option, user typically would place these blank tags on the items to be counted. Counts would be taken recording the quantity and item counted on the tag record. When entering the counts, user must enter the count quantity for the tag as well as the item ID counted. Selection 3 indicates program will simply create blank tags equal to the number of extra tags requested, regardless of items selected. In this option, user typically would place these blank tags on the items to be counted. Counts would be taken recording the quantity and item counted on the tag record. When entering the counts, user must enter the count quantity for the tag as well as the item ID counted. Release NGS-6.40 PI- 11

A window will appear showing information regarding the Cycle Count Batch Detail Records: The above window monitors the process which creates the Physical Cycle Count Batch of records.

The window will track and display how many items that were attempted to be selected but were not because item was in another open Physical Cycle Count Batch.

12 A window will appear showing information regarding the Cycle Count Batch Detail Records: The above window monitors the process which creates the Physical Cycle Count Batch of records. It is important to note that an item can only be in one cycle count batch. The window will track and display how many items that were attempted to be selected but were not because item was in another open Physical Cycle Count Batch. User may optionally view a list of items falling into this category. This message will appear, if you had other batches already being processed for the same items. You should clear these batches before continuing. Upon exiting the program, the user has an option to automatically chain into the PIFQ program to freeze the balances for items in this physical count: You shouldn't freeze until you are ready to count. Release NGS-6.40 PI- 12

Option 2 & 3 from the initial PISI MENU From the menu, enter "PISI": 2 ND Option 2 nd Option From the initial PISI MENU, this window will appear if the user selected the "Items due for cycle

13 Option 2 & 3 from the initial PISI MENU From the menu, enter "PISI": 2 ND Option 2 nd Option From the initial PISI MENU, this window will appear if the user selected the "Items due for cycle count based on cycle days defined in the item records. This option automatically selects only those items due to be counted." From the menu, enter "PISI": 3 ND Option Release NGS-6.40 PI- 13

program PIBCC. program PIBCC. Release NGS-6.40 PI- 14

14 3 rd Option "Items due for cycle count by branch by location. This option automatically selects items based on parameters defined for the branch in program PIBCC. 3 rd Option "Items due for cycle count by branch by location. This option automatically selects items based on parameters defined for the branch in program PIBCC. Release NGS-6.40 PI- 14

After creation the window will show the total number of items selected and the total number of branch item records created.

15 The BRANCH_RECORD_CREATION option is used to create item branch records for one branch when this option is selected. The user is required to define which Item or Group of Items and Branch ID to be selected. After creation the window will show the total number of items selected and the total number of branch item records created. To use the BRANCH_REC ORD_CREATI ON option, from the PISI MENU, choose the first option. This enables the user to use the next window. From this window, the user can click on the "Branch Creation" button. Release NGS-6.40 PI- 15

A processing window in the background will open with the details followed by

16 Choose Item Master Fields selection criteria for the items you want branch records created, then click on the "OK" button. A processing window in the background will open with the details followed by another window signifying that the creation is completed. Click on the "OK" button to end. Release NGS-6.40 PI- 16

PIPT- PRINT TICKETS FOR CYCLE COUNT Introduction The Print Tickets for Cycle Count Program allows for the user to accomplish the following: 1. To define the formatting of labels for output.

17 PIPT- PRINT TICKETS FOR CYCLE COUNT Introduction The Print Tickets for Cycle Count Program allows for the user to accomplish the following: 1. To define the formatting of labels for output. This option allows the user to create as many different formats as needed. Formatting may be used to produce not only continuous form labels, but rolodex cards, continuous post cards, envelopes, etc. The purpose of the formatting routine is to allow users to format label output according to the size label or form the user has acquired. 2. To print labels. This option allows the user to select and sort label data as required. User may then print using the selected label format. Procedure From the menu, enter "PIPT": Select the "Define the Label Format": and choose a format to use. Release NGS-6.40 PI- 17

18 Sample format which would output a label as specified: Release NGS-6.40 PI- 18

19 Select option 2 for the selection criteria window: Release NGS-6.40 PI- 19

20 Select the sort options from the following window: Select the sort by option and enter a valid format ID as defined in Option 1 Enter the Printer ID: The following window will appear: Load the forms and click on the "OK" button. Release NGS-6.40 PI- 20

21 Do you wish to try a test pattern? Click the Yes, No or Exit button. Remove forms at this time to resume normal printing and click on the "OK" button. Release NGS-6.40 PI- 21

This program may be used optionally, in addition to, or instead of printing Tag Inventory Tickets.

22 PILI- LIST ITEMS FOR CYCLE COUNT Introduction The purpose of the Listing of Items for Cycle Count Program is to allow the user the ability to print a list of items in a Cycle Count Batch. This program may be used optionally, in addition to, or instead of printing Tag Inventory Tickets. Procedure From the menu, enter "PILI": Select option 1 to choose the Cycle Count records: Note: For report option # 1 only.. acf option pi014 controls what fields will print on the PILI Report. Release NGS-6.40 PI- 22

23 Define the sort options: Select the output options: Release NGS-6.40 PI- 23

24 If option 2 had been selected from the initial entry window, the following selection window will appear: Select the sort by options: Release NGS-6.40 PI- 24

25 Select the output options: Release NGS-6.40 PI- 25

PIFQ- FREEZE QUANTITY ON HAND FOR CYCLE Introduction The purpose of the Freeze Quantity program is to allow the user to freeze the current system on hand inventory balances for those items included

26 PIFQ- FREEZE QUANTITY ON HAND FOR CYCLE Introduction The purpose of the Freeze Quantity program is to allow the user to freeze the current system on hand inventory balances for those items included in the cycle count batch. Freezing is mandatory before user may enter any actual count data for a cycle. This program allows the user to create the cycle count records at an earlier date, prepare all the tags or listings for the count and then freeze system on hand balances immediately prior to taking the physical. Actual counts taken are compared against these frozen on hand balances to reconcile the physical inventory. Procedure From the menu, enter "PIFQ": The program will begin freezing the current system on hand balances and costs for items in this cycle. A window will display activity while items are being frozen. Release NGS-6.40 PI- 26

PIACE- ACTUAL COUNT ENTRY Introduction The purpose of the Actual Count Entry program is to allow user to enter actual physical inventory count data.

27 PIACE- ACTUAL COUNT ENTRY Introduction The purpose of the Actual Count Entry program is to allow user to enter actual physical inventory count data. The program offers a scroll data entry option where user can scroll through selected tag records automatically to facilitate fast data entry. User has the option to define the sort of the tag records as they will be brought up. Prior to entering physical counts, user must freeze the current system on hand balances for items being counted. Procedure From the menu, enter "PIACE": Enter a valid Cycle Count Batch ID Note: acf option pi014a will control whether or not total weight (tonnage) will print on the grand total of the report. Release NGS-6.40 PI- 27

Select the option from option menu: The menu options offer the following input options for this physical cycle count batch: COUNT ENTRY INSERT TAG TAG VOID This option allows the user to enter actual

28 Select the option from option menu: The menu options offer the following input options for this physical cycle count batch: COUNT ENTRY INSERT TAG TAG VOID This option allows the user to enter actual count information for a Physical Inventory Cycle Batch. Upon selecting this option, user may select desired tag details and proceed with posting actual count balances. This option allows the user to insert a tag for this cycle. This insert option will actually create a new tag record for a particular item where no previous tag had been created. User may only insert a tag for items not active in any other cycle. This option allows the user to flag a tag as voided. Tags that are voided will be excluded from the cycle count update. The tag will remain with the cycle as voided for audit trail purpose. Upon entering this menu option user may select voiding tags one at a time or use the mass void option where blocks of tag numbers may be voided automatically. RECOUNT VIEW HELP EXIT BLANK A TAG This option allows the user to enter a recount quantity for a particular tag previously entered in COUNT ENTRY. This option allows the user to view records within a cycle. This option provides HELP for the user. This option allows the user to EXIT the program. This option allows the user to BLANK A TAG. If information was incorrectly entered on a tag, user may need to blank out all pertinent information associated with this tag. Corrected count information can then be entered or the tag voided. ADJUST_COST The ADJUST_COST option allows the user to manually adjust costs for items stored in the frozen physical inventory table. It may be necessary to adjust items where costs are not correct and user wishes to produce a correct physical valuation. Upon entering this option, search and select on item ID and item Release NGS-6.40 PI- 28

29 location fields, then click on the "OK" button to execute selection. User may then maintain costs for the selected record(s). After entering a menu option, select records within the cycle count batch ID based on the fields displayed on the window. Press the "OK" button to execute selection. The fields to be entered will vary slightly depending on the menu option selected. If a blank tag is selected, user will have the option to assign the item and its location information to the tag at this point. Items assigned to tags not previously frozen will also allow the user to add and freeze the item at this time. Item location records may only be active in one cycle count batch at a time. Release NGS-6.40 PI- 29

30 If the user selects the ADJUST_COST option the following windows will appear: Release NGS-6.40 PI- 30

PIACER- ACTUAL COUNT ENTRY REGISTER Introduction The purpose of the Actual Count Entry Register is to provide an audit trail for items entered in Actual Count Entry.

31 PIACER- ACTUAL COUNT ENTRY REGISTER Introduction The purpose of the Actual Count Entry Register is to provide an audit trail for items entered in Actual Count Entry. This register provides an audit of all entries made. Prior to updating the physical inventory counts, user should run this register and validate entries made. Procedure From the menu, enter "PIACER": Upon entering this program the user may select the Cycle Count Batch ID. Within the Cycle, user may narrow the selection based on the displayed fields available for selection. Enter the desired selection criteria and click on the "OK" button to execute selection. Release NGS-6.40 PI- 31

32 Select the sort and output options: Note: acf option pi014a will control whether or not total weight (tonnage) will print on the grand total of the report. Release NGS-6.40 PI- 32

PIDJ- DEVIATION JOURNAL & ACTUAL CYCLE COUNT FINAL UPDATE Introduction The purpose of the Deviation Journal & Actual Cycle Count Final Update program is to provide a journal detailing frozen system

33 PIDJ- DEVIATION JOURNAL & ACTUAL CYCLE COUNT FINAL UPDATE Introduction The purpose of the Deviation Journal & Actual Cycle Count Final Update program is to provide a journal detailing frozen system on hand balances against entered counted quantities. The deviation quantity variance details the quantity that will be used to apply to the current system on hand balance to get the inventory balance reconciled per the physical inventory. This program also provides the extended value variance for each item to illustrate the value amount of change the physical count will have against the inventory value. Only after running the register to the printer or hold file, the user will be able to proceed with the final update for this physical. User will not be permitted to update if output is directed to window. Program may optionally feed the general ledger if activated. Program GLPAR controls information for the PIDJ program and the appropriate G/L Account Numbers. Once the update has been completed, no further processing may occur to this cycle count batch. User may allow the cycle information to remain on file for a user defined period of time controlled by an ACF option. User may manually remove entire cycle using the REMOVE menu option in PISI program. Procedure From the menu, enter "PIDJ": Release NGS-6.40 PI- 33

34 The system will now proceed to output the deviation journal for a cycle. Upon completion of the output, user will be prompted whether or not to proceed to update the physical inventory balances to complete this physical inventory. Release NGS-6.40 PI- 34

PITNC- TAGS NOT COUNTED LISTING Introduction The purpose of the Tags Not Counted Listing program is to output missing tags in a cycle count batch ID.

35 PITNC- TAGS NOT COUNTED LISTING Introduction The purpose of the Tags Not Counted Listing program is to output missing tags in a cycle count batch ID. Several options are provided for selection and sort by criteria when running this output. Procedure From the menu, enter "PITNC": Release NGS-6.40 PI- 35

PIDVA- DEVIATION VARIANCE ANALYSIS Discrepancy Variance Analysis-of Actual Count Versus Frozen on hand Introduction The purpose of the Discrepancy Variance Analysis - Actual Count Versus Frozen On

36 PIDVA- DEVIATION VARIANCE ANALYSIS Discrepancy Variance Analysis-of Actual Count Versus Frozen on hand Introduction The purpose of the Discrepancy Variance Analysis - Actual Count Versus Frozen On Hand program is to allow the user to focus on count discrepancies compared to frozen system on hand balances. Only discrepancies meeting user defined criteria will be output on the report. This report is designed to assist user in finding items that might require a recount based on exceeding discrepancies defined by the user. Procedure From the menu, enter "PIDVA": Release NGS-6.40 PI- 36

PIBCC- BRANCH CYCLE COUNT MAINTENANCE Introduction The purpose of the Branch Cycle Count Maintenance program is to maintain the physical inventory parameters primarily used to drive cycle counting.

37 PIBCC- BRANCH CYCLE COUNT MAINTENANCE Introduction The purpose of the Branch Cycle Count Maintenance program is to maintain the physical inventory parameters primarily used to drive cycle counting. Procedure From the menu, enter "PIBCC": The following fields may be entered: BRANCH ID DESCRIPTION TOTAL # INV. ITEMS # TIMES TO COUNT/YR TOTAL COUNTS/YR AVAIL. COUNT DAYS/YR NO. ITEMS PER CYCLE LAST LOCATION SEL. LAST ITEM ID SEL. Enter the Branch ID. Enter the description. Enter the total # of invoice items. Enter Y to automatically calculate the total number of items in the branch. Enter N to manually enter the total number of items in the branch. Enter number of times to count per year. This field is system maintained and indicates the number of counts that must be done each year. Enter available count days per year. This field is system maintained and indicates the number of items that must be counted each cycle. Enter the last location selected. The cycle count program will automatically update this upon completion of cycle count. Enter the last item ID selected. The cycle count program will automatically update this upon completion of cycle count. Release NGS-6.40 PI- 37

38 LAST CYCLE NO. SEL. LAST DATE SELECTED Enter the last cycle number selected. The cycle count program will automatically update this upon completion of cycle count. Enter the last date selected. The cycle count program will automatically update this upon completion of cycle count. TAG # METH. CD Enter the Tag # Method Code. Enter 1, 2, or 3 : 1- Create tags for each item selected + generate extra blank tags as specified. In this option, items selected will be assigned specific tag numbers. Extra blank tags will have no items assigned to them at this point. Example: If 500 Items were selected for count, and 25 blanks were Requested, then program would generate 525 tag (physd) records. The 500 tags would have an item ID assigned to each tag. The 25 Tags would be blank at this point. The user may then opt to have the system print tag inventory tickets or listings of these tag records. 2- Create blank tags + extra tags. In this option, items selected will NOT be assigned to specific tag Numbers. Extra blank tags will have no items assigned to them at this point. Example: If 500 Items were selected for count, and 25 blanks were requested, then program would generate 525 tag (physd) records. All 525 tag records would be blank at this point. User may assign the items to tags during actual count entry. The user may then opt to have the system print blank tag inventory tickets or listings of these tag records. 3- Create blank extra tags only. In this option, items selected will not create any Tag records. The number of Blank Tags created will be determined by the number of "extra tags" requested for this cycle. Example: If user required 1000 Tag records to perform the physical inventory, then user can simply define 1000 "extra" tags and this will be the exact number of blank tags generated for this cycle. The user may then opt to have the system print blank tag inventory tickets or listings of these tag records. NEXT TAG NO. Enter the starting tag number for program to begin with in this cycle batch. Use system generated tags or optionally utilize blank tags to be assigned to items during actual count entry. # BLANK TAGS Enter number of extra blank tags. The user has the option for blank tags to be generated when records for this cycle are created. Blank Tags are generally utilized to record inventory for items where no item has been assigned to a tag. When entering "blank tags" in actual count entry, the user will be prompted to enter the Item ID being counted on that tag. NEGATIVE RULE Enter the negative rules code. Valid entries are 1, 2 or 3. This field assists in defining the rule on how to handle negative on hand location records where no counts are entered during the final PIDJ update. The frozen file possibly may have items with negative on hand frozen balances. The Release NGS-6.40 PI- 38

39 Rule Code PIDJ Update Allowed following table defines the codes and their impact: Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand 1 No No No Effect No Yes No No Effect Yes Yes Yes Per Tag 2 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag 3 Yes No Zero On Hand Yes Yes No Zero On Hand Yes Yes Yes Per Tag Refer to the on line help for examples of usage. POSITIVE RULE Enter the positive rules code. Valid entries are 1, 2 or 3. This field assists in defining the rule on how to handle positive on hand location records where no counts are entered during final PIDJ update. It is possible that there will be frozen positive balances where no tag has been accounted for. The following table defines the impact of each code: Rule Code PIDJ Update Allowed Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand 1 No No No Effect No Yes No No Effect Yes Yes Yes Per Tag 2 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag 3 Yes No Zero On Hand Yes Yes No Zero On Hand Yes Yes Yes Per Tag Refer to the on line help for examples of usage. ZERO RULE Enter the zero rules code. Valid entries are 1, 2 or 3. This field assists in defining the rule on how to handle zero on hand location records where no counts are entered during the final PIDJ update. It is possible that zero on hand may be frozen. Release NGS-6.40 PI- 39

40 Rule Code PIDJ Update Allowed Tag Present For Frozen Item Tag Accounted For Adjust Qty On Hand 1 No No No Update No Yes No No Update Yes Yes Yes Per Tag 2 Yes No No Change No Yes No No Change Yes Yes Yes Per Tag 3 Yes No No Change Yes Yes No No Change Yes Yes Yes Per Tag BLANK RULE Refer to the on line help for examples of usage. Enter the blank rules code. Valid entries are 1 or 2. This field assists in defining the rule on how to handle blank tag records where no counts are entered during final PIDJ update. It is possible that there will be blank tag records where no tag has been accounted for. The following codes define the impact: Rule Code PIDJ Update Allowed Blank Tag Present 1 No Yes Yes No 2 Yes No Yes Yes SORT CYCLE NEG. BAL. SEL. ZERO BAL. SEL. Enter the sort cycle. Enter the negative balance selected. Enter the zero balance selected. Release NGS-6.40 PI- 40

ICCM- ITEM CYCLE COUNT MAINTENANCE Introduction The purpose of the Item Cycle Count Maintenance program is to allow the user to maintain cycle count days for selected items by branch.

41 ICCM- ITEM CYCLE COUNT MAINTENANCE Introduction The purpose of the Item Cycle Count Maintenance program is to allow the user to maintain cycle count days for selected items by branch. The SET DAYS menu option allows the user to assign cycle count days to many items based on user entered selection criteria. Cycle Count Days are utilized when running program PISI which allows the user to select items due to be counted based on an item's cycle count days compared to the last physical count date taken for that item. Procedure From the menu, enter "ICCM": Once the user has selected the desired records, the program will allow for maintenance of the cycle days for that item. User may utilize a scroll option to scroll automatically through several records selected or user may update records one at a time. The SET DAYS menu option will allow the user to search for items based on the fields displayed on the window. After selection criteria is entered, click on the "OK" to execute selection. PROMPT: Enter Cycle Days (0-9999): [ ] Enter the cycle days desired for selected items and program will proceed to insert that value in all records selected. This option allows user to automatically affix cycle days for items without having to maintain each item branch record individually. Release NGS-6.40 PI- 41

PIEPVR- EXTENDED CYCLE COUNT PHYSICAL VALUATION REPORT Introduction The purpose of the Extended Cycle Count Physical Valuation Report program is to provide the user with extended valuation

42 PIEPVR- EXTENDED CYCLE COUNT PHYSICAL VALUATION REPORT Introduction The purpose of the Extended Cycle Count Physical Valuation Report program is to provide the user with extended valuation information on either the actual counted quantities or the system on hand frozen quantities for a cycle batch. This output may be run before or after the physical has been updated and completed. User has the ability to maintain frozen cost data using the cost changes menu option. Procedure From the menu, enter "PIEPVR": If the user selects the first view option the following window will appear for selection options: Release NGS-6.40 PI- 42

43 Once selection has been defined, the user will now select the sort by and output options: The output will begin processing as specified by the user. If view option 2 is selected from the 1st window, the following selection window will appear: Release NGS-6.40 PI- 43

The COST CHANGES menu option will display the following window: The user may maintain frozen inventory cost

44 After defining the desired selection, the user will select the sort by options: The output will begin processing as specified by the user. The COST CHANGES menu option will display the following window: The user may maintain frozen inventory cost information to correct any costing information that requires adjustment. Cost changes made here do not affect the item branch master costs. Only costs in the physical control batch may be adjusted here. Release NGS-6.40 PI- 44

Table of Contents ROUTE MANAGEMENT ROUTE MANAGEMENT... 1

ROUTE MANAGEMENT Table of Contents ROUTE MANAGEMENT... 1 OVERVIEW -...ROUTE MANAGEMENT... 3 RTE-...ROUTING MANAGEMENT MENU... 6 CM -...CUSTOMER MAINTENANCE... 7 RTEVIEW-...OPEN SALES ORDER ROUTE REPORT...