WMS Stock Count Print (WM28)

Additional Information
Elite WMS Overview

The Stock Count Report (WM28) program is used to report variances in the on-hand quantities between the Warehouse Management System (WMS) server and PointForce Enterprise (PFE) or to upload physical counts from WMS. WM28 may be used as a report only, or upon acceptance, the on-hand quantities in PFE are adjusted to agree with the on-hand quantities in the warehouse.

  1. If you are using Elite WMS as the warehouse management system:

    • In the Elite WMS system, a view has been set up specifically for stock reconciliation purposes. The view name is WM28 Upload.

    • Once a search has been executed against this view for all of the products to be reconciled, the view is then exported to Microsoft Excel.

    • In Excel, the header column must be removed and the data must be saved as a tab delimited text file.

    • The path and file name of the text file are then entered in WM28 via the 'Text File-Elite WMS' restriction.

    • Note: Both the Elite WMS warehouse and the Hold warehouse set up in Company Control Initialization (CC00/Warehouse Management Interface) are included in the view and associated text file. Inventory that is on any type of hold in the Elite WMS system goes to the hold warehouse. All other inventory goes to the Elite WMS warehouse.

  2. If you are using Accellos as the warehouse management system:

    • WM28 processes an upload file created by the Upload Inventory option in the Accellos server program. Accellos may be configured to upload the entire inventory when this program is run or to upload only those products that were Cycle Counted in Accellos since the last time the Upload Inventory program was run. Either way, Accellos creates an upload file called "cyclcnt.nnn", where "nnn" is a sequential number (e.g., cyclcnt.001, cyclcnt.002, etc.). This file is placed in the upload directory defined in CC00/Warehouse Management Interface.

    • Note: Be very careful in choosing the products in each count file that you upload and in choosing when to run WM28. WM28 processes any "cyclcnt.nnn" files that it encounters in the upload directory. If more than one cyclcnt.nnn file exists in the upload directory, PFE accumulates the product on-hand amounts from each file. If you upload the entire inventory twice, for example, without running WM28 in between each upload, then two "cyclcnt.nnn" files now exist in the upload directory. PFE doubles the inventory as a result of this. You can also run into a problem if you upload two or more partial count files, and there are counts for a particular product and warehouse location in more than one file. Enterprise adds the counts for that product and warehouse location together.

To run WM28:

  1. The Printer Selection window automatically opens. Select the device destination and click OK.

  2. The Report Parameters window for WM28 opens.

    • The Format field defaults to 'WM Stock Count Report' and cannot be changed.

    • Select a Sequence from the drop down list. Valid options include:

      • Commodity/Product - groups the products' commodity sequence by warehouse giving you a sub-total for each product line/group.

      • Product Code - groups by warehouse in product sequence.

    • If a New Page for each Break is required, select the check box.

    • The Levels list box displays the various Levels of detail available for the report. All Levels are automatically selected in WM28; the '>' before each Level option indicates the Level is selected. The levels that display is dependent on the Sequence selected and can be modified.

    • Select the Restrictions that apply to the Report by double clicking on the line in the list box. Restrictions allow you to tailor WM28 to your specific needs. The '>' before a Restriction indicates the Restriction is selected. Once a Restriction is selected, it can be de-selected but the '>' remains. An '*' before a Restriction means the Restriction is mandatory. WM28 includes the following Restrictions:

      • Warehouse - opens the 'Warehouse' window. Enter or select from the query a WMS warehouse.

        • Note: If you are using the Elite WMS warehouse management system, select the Elite WMS warehouse and both the Elite WMS warehouse and the corresponding 'Hold' warehouse will be reported/updated.

      • Discrepancies Only - opens the 'Print Discrepancies Only' window. If you select the 'Print Discrepancies Only?' check box, then only those products with variances between WMS and PFE are reported.

      • Partial/Full Count - opens the 'Partial/Full Stock Count' window.

        1. If you are using Elite WMS:

          • If you select 'Partial Count', only those products that are uploaded from the tab delimited text file from Elite WMS are reported/adjusted by WM28.

          • If you select 'Full Count', PFE assumes a count of zero for any product not existing in the tab delimited text file from Elite WMS and adjusts PFE on-hand quantities accordingly.

          Warning: You must never do a Full Count unless you are absolutely sure that the text file created by Elite WMS contains your entire PFE inventory for the relevant Elite WMS warehouse. For example, if you have products set up in PFE for the WMS warehouse that have inventory in PFE but, for some reason, Elite WMS is unaware of these products then doing a full count here will zero out the entire inventory for all of these products.

        2. If you are using Accellos:

          • If you select 'Partial Count', only those products that are uploaded from the "cyclcnt.nnn" file are reported/adjusted by WM28.

          • If you select 'Full Count', Enterprise assumes a count of zero for any product not existing in the "cyclcnt.nnn" file and optionally adjusts Enterprise on hand quantities accordingly.

          Warning: You must never do a Full Count unless you are absolutely sure that the upload file created by Accellos contains your entire PFE inventory for the relevant Accellos warehouse. For example, if you have products set up in PFE for the Accellos warehouse that have inventory in PFE but, for some reason, Accellos is unaware of these products then doing a full count here could zero out the entire inventory for all of these products. A Full Count can be done if Accellos is configured to Upload All Inventory when the Upload Inventory program is run. If Accellos is configured to only upload those products cycle counted since the last time the Upload Inventory program was run, you must ensure that the entire Accellos warehouse inventory was cycle counted since the last time the Upload Inventory program was run. In this case, we recommend that you follow this procedure:

          • Run the Upload Inventory program on the Accellos system to clear out any products previously cycle counted.

          • In PFE, run WM01 and ensure that the Accellos adjustment code 'SC' (Stock Count) is not set up for upload to PFE (i.e., the 'Create Enterprise Adjustment' check box is cleared).

          • Run WM28 (print to screen if desired) and accept the report. Since the 'SC' adjustment code is set to not upload to PFE, WM28 will not create any inventory adjustments in PFE. It moves the cyclcnt.nnn file from the upload directory to the daily archive directory. This ensures that the file is not processed again by accident in WM28.

          • In Accellos, cycle count the entire warehouse. When finished, run the Accellos Upload Inventory program to generate the cyclcnt.nnn upload file.

          • In PFE, you may want to have inventory adjustments automatically made by WM28 to make PFE on-hand counts match the counts just uploaded by Accellos. In that case, go into WM01 and link the 'SC' (Stock Count) code to a PFE adjustment code.

          • Run WM28 as a Full Count and enter the acceptance codes if the report appears to be correct.

            Note: We recommend that you run WM28 as a full count whenever possible. The "cyclcnt.nnn" upload file created by WM includes only those products currently in the warehouse. Products currently out of stock do not appear in the file, as there is zero on-hand. Only when selecting a Full Count does WM28 assume a quantity of zero for products not uploaded from Accellos. This is the only way to adjust the products to zero in PFE.

      • Text File-Elite WMS - enter the location of the tab delimited text file created from the data in Elite WMS. You must enter the exact path and the file name of the text file.

        • If you enter an incorrect path and/or file name, the following message displays: "File Not Found. OK." Click OK to clear the message and then enter the correct path and file name.

        • If you have selected an Elite WMS warehouse and you do not enter a path and file name, the following error message displays: "You must enter the path and filename of the text file generated for the WMS counts you wish to upload. OK". When you click OK the message clears and WM28 automatically closes.

    • Select the Range From and To for the report. The Range must match the Sequence selected. Multiple Ranges may be entered.

      • In the From field, enter the starting 'code' for the report.

      • In the To field, enter the ending 'code' for the report.

      • The information displays in the list box below.

      • To add additional Ranges, repeat these steps.

        Note: To print the entire file (all records in the selected sequence), simply tab through the From and To fields. The list box displays *Start and *End in the From and To fields.

      • To delete a Range from the list box, double click on the line. The following message displays, "Do you wish to delete this range? Yes/No". Click Yes to delete the range.

    • When all of the information on the Report Parameters screen is complete, click OK to run the report.

  3. Once you click OK to run WM28, a message displays with the GL and movement posting date, along with a Yes/No prompt. This date is only required if you wish to make inventory adjustments in PFE to make PFE match the WMS inventory on-hand counts.

    • If the date displayed is correct, then click Yes to run WM28.

    • If the date displayed is incorrect, then click No to cancel the WM28 run.

      • If you want to change the GL date, then you must run and accept the Print Stock Adjustments Report (IC51 or WM29). Note: The IC51 and WM29 programs are, in fact, the same program. For more information on WM29, click here. Note: If you are using Elite WMS as your warehouse management system, you cannot run IC51 or WM29 when Elite WMS Upload Server (WM33) is running.

      • Then rerun WM28, and this time, the message window displays the GL and movement posting date in an input field so you can change it.

  4. If you are using Accellos, the following confirmation message displays: "The following upload files will be processed by WM28. Please verify they are the files you wish to stock count before proceeding. They can be reviewed in the WM upload directory (defined in CC00/Warehouse Management Interface). Press OK to continue with WM28 or Cancel to return to the menu. Cyclcnt.xxxxxxxxxxxxxxx.txt. OK/Cancel". Click OK to continue the process or click Cancel abort the process and return to the PFE menu system.

  5. The following warning message may display under various circumstances (outlined below): "Upload File contained products not set up in Enterprise. No adjustments will be made for these products. The products need to be set up in IM13 before annual adjustments are made. Please See the Invalid Product Code Listing for Details. OK".

    • Products exist in the warehouse management system (WMS) but not in PFE. It is possible to create new products directly in the WMS warehouse but this is not recommended. Products should be created in PFE and downloaded to the warehouse by running Download Inventory Master File (WM10) or by sending a PO or order with the new product on it. However, if a product is manually created in the WMS warehouse and the same product has not been set up in PFE, WM28 displays the warning.

    • A product was re-coded or merged in PFE but the old product code still exists in the WMS warehouse.

  6. The Report Complete screen opens when the report is generated. Enter the Acceptance Codes to accept the report (if applicable), click OK to complete the printing of the report, or click Abort to cancel the report.

      Note: The report produced by WM28 includes the product, product description, unit cost, warehouse on hand quantity, PFE on hand quantity, variance units, warehouse value PFE value and the (dollar) variance. This report should be examined closely before you enter the acceptance codes.

  7. When you accept the report:

    1. If you are using Elite WMS, the quantities from the Elite WMS system are updated in PFE.

    2. If you are using Accellos:

      • The cyclcnt.nnn file(s) that were processed by WM28 are moved from the PFE server upload directory to the archive directory.

      • Inventory adjustments are made in PFE if the 'SC' (Stock Count) Accellos adjustment code has been mapped to a PFE adjustment code in WM01.

This section provides extra functional information that you may wish to apply when using WM28:

Inventory Adjustments done as part of a Cycle Count:

  1. If you are using Elite WMS:

    • Elite WMS is configured to upload cycle count adjustments to PFE. If Elite WMS creates the adjustment, then the PFE adjustment will be automatically made by WM33 to the PFE adjustment code mapped in WM02 to the Elite WMS adjustment code 'Cycle Count (CYCLE)'.

  2. If you are using Accellos:

    • Accellos may be configured to upload miscellaneous adjustments to PFE whenever a product is cycle counted in the Accellos warehouse. If Accellos creates the adjustment, then in PFE the adjustment can be automatically made by WM20 if the 'CC' (Cycle Count) adjustment code is mapped to a PFE adjustment code by WM01.

Inventory Adjustments done as part of a Full Inventory Count:

  1. If you are using Elite WMS:

    • Frequently when full inventory counts are done, the cycle counts or basic receiving adjustments are turned off in WM02 so that no adjustments are made in PFE. When all counting is done, the text file created from Elite WMS is run against WM28 reporting the variance between what was counted on the shelf versus what PFE thought was in inventory. If the cycle count adjustments are made by WM33, then the variance between what was on the shelf versus what Elite WMS thought was on the shelf is adjusted into PFE. If WM28 is then run, it reports the variance between the Elite WMS book units and PFE book units.

  2. If you are using Accellos:

    • Frequently when full inventory counts are done, the 'CC' adjustments are turned off in WM01 so that no adjustments are made in PFE. When all counting is done, 'upload inventory' is run in Accellos and WM28 is run, reporting the variance between what was counted on the shelf versus what PFE thought was in inventory. If the 'CC' adjustments are made by WM20, then the variance between what was on the shelf versus what the Accellos warehouse recorded on the shelf is adjusted into PFE. If WM28 is then run, it reports the variance between Accellos book units and PFE book units. These display as 'SC' type adjustments.

Stock Count Report (WM28)
Stock Count Report (WM28)