File vs Physical Listing (PI18)

This program is used by the Tag Full, Tag Partial, Sheet Full, and Sheet Partial count methods (see Using Physical Inventory).

This program reports, by product, the entered count quantity, the product's book quantity, and the calculated variance. Count value, book value, and variance value are calculated and also reported.

Restrictions are available to produce exception reports that highlight unusual variances between the physical count value and the book value. This program can be run at any time during the count process. It must be run at least once in it's "final" version (as selected via restriction 6) prior to transferring the count variances to book using program PI19 Transfer Physical to Book.

If there are multiple count records for a product (i.e. the product was counted in more than one bin or count area), then those records are listed and totaled by product. If the bin location for the count record is different than the product's primary bin location, then an asterisk (*) prints beside the bin location code. Restriction 2 allows the user to optionally suppress these details such that only the summary count total is reported by product.

If a product is serial or lot controlled, the count record for each serial/lot is listed and then totaled by product. Restriction 5 allows the user to optionally suppress these details such that only the summary count total is reported by product.

If inventory was frozen by PI10 Freeze Inventory, Book Units and Book Value are the frozen values. If inventory was not frozen, then Book Units and Book Value are from the Live inventory file. A comment is printed in the report headings as confirmation of which values were used-live or frozen.

PI18 composes the GL adjusting entries for the count variances on the products that have been reported. It is important to note that if your report is condensed in any way, either by choosing a restriction or entering a range other than start of file/end of file, then the values reported for the GL only reflect those accounts. For this reason a final version of this report must be run prior to transferring the count variances to book using program PI19. Restriction 6 is used to flag the report as "final"; it ensures that a complete report is processed. The GL accounts are specified in program IM44 Enter Inventory Adjustment GL. The entries are reported on this report but the GL accounts are not updated until the count variances are transferred to book via program PI19.

Notes on Full Counts:

  • If a product was not counted (i.e. no record exists in the Count Transaction file) but there is quantity on hand for that product, it is automatically reported with a count of zero. Full counts look at every product in the Inventory Master even if they are outside of the defined count areas. For example: Assume full count, count sheets, for a single count area defined as bins A to ZZZZZ. Products in those bins would be reported on a count sheet and either real count records or skeleton records would exist in the Count Transaction File. But if there was a product assigned bin location 12345 and it had quantity in the system, then a full count would adjust that product's quantity to zero even though no count record existed.
  • Products that are counted that have a book quantity and count quantity of zero are not reported if processing a full count.

Format

This is fixed at "1-File vs Physical Listing" and cannot be changed by the operator.

Sequence

  • 1-Commodity/Product
    This sequence reports products in product code sequence within a commodity. Subtotals are printed at a change in Product Group and Product Line.
  • 2-Product
    This lists products in ascending order by product code.

Restrictions

  • 1 Warehouse to print
    This is a mandatory restriction used to identify the warehouse being processed. Only one warehouse can be reported at a time.
  • 2 Suppress Details
    This is an optional restriction. If regular products were counted in multiple locations, this restriction allows the user to suppress the count details and print only a summary count total by product. Note: If your system is initialized for lot or serial control, then you must choose restriction 5 in combination with this restriction to also suppress the count details of lot/serial products
  • 3 Dollar Variance Lmt
    This is an optional restriction used to request an exception report that highlights unusual variances between the physical count value and the book value. If selected the user is prompted to enter a limiting dollar value. Only products with a dollar variance equal to or greater than (+ or -) the entered dollar limit are reported. The variance dollar value is calculated by subtracting the extended book value from the extended count value (extended at average cost, frozen or live). This restriction is noted in the page headings as confirmation that an exception report was requested.
  • 4 % Variance Lmt
    This is an optional restriction used to request an exception report that highlights unusual variances between the physical count value and the book count value. If selected the user is prompted to enter a limiting percent. Only products with a percent variance equal to or greater than (+ or -) the entered percent limit are reported. The variance percent is calculated as variance units divided by book units. This restriction is noted in the page headings as confirmation that an exception report was requested.
  • 5 Lot/Serial Options
    This is an optional restriction, applicable only if your system is initialized for lot/serial control. The normal default for this restriction is to include listing all lot/serial numbers and their count quantity. If selected, the user can choose one of the following options to suppress reporting lot/serial products and the associated details:
    • Print only lot/serial numbered products
    • Print only lot/serial details with variance
    • Do not print the lot/serial details
  • 6 Final Version GL
    This is a mandatory restriction. PI18 composes the GL adjusting entries for the count variances for all products reported. The final running of this report cannot be condensed in any way; all products must be reported so that accurate adjusting entries are made to the GL. The last time PI18 is run it must be flagged as final. When flagged as a final report, restrictions 3 & 4 are ignored and the range is defaulted to run from start-of-file to end-of-file. Upon running the final version of PI18, a control flag is set. That flag is tested by PI19 Transfer Physical to Book and if it is not set then PI19 does not transfer any variances to book.