Troubleshooting Physical Inventory
Here are a number of common issues:
- I froze my Inventory too soon.
This is not a problem. When PI10 is run to freeze the Inventory, it is simply making a copy of the Quantity on Hand and Average Cost of all Products in the Warehouse that are being counted. These values are 'as of' the running of PI10, not 'as of' the entered freeze date. If transactions that have changed the quantity or cost were missed prior to the original freeze, then process them and re-run the freeze program.
- I put in the wrong freeze date.
The freeze date is an important date. It is assigned as the date of the Inventory Movement records and as the GL posting date written by PI19 for any variances between count and book quantities. Provided no transactions have occurred since the original freeze that changed the quantity or cost, then simply re-run the freeze program and enter the correct freeze date.
- I initialized as Full Count but should have initialized as Partial Count.
You need to re-initialize the PI system because a Full Count will bring the Quantity on Hand for all uncounted Products to zero. This is allowed up to a certain point; if you have progressed to the point that Inventory Sort by Bin Location (PI07) has been run, then you will NOT be allowed to re-initialize the PI system. Instead, you need to abort the count using PI19 (which will erase all PI count files) and start over at PI01. A CC04 override password is required to re-initializes PI01 AND to abort in PI19.
- I made some Average Cost adjustments and they are not being reflected in PI18.
If PI10 was run to freeze the Inventory, then your changes to Average Cost will not be reflected on PI18 because the Frozen Average Cost is being reported, not the Current Average Cost. The only option you have is to refreeze, but you need to be sure that no other transactions affecting Quantity on Hand or Average Cost have occurred in the system.
- I already printed Count Sheets and missed some Products. How can I print Count Sheets for just those Products I missed?
The Count Sheets print in Count Area sequence; each Count Area specifies a range of Bin Locations or Count Cycles (which in turn specify a range of Products, commodities or bins). If you missed a group of Products, then follow these steps:
- Make up a new Count Area that will be sequenced at the END of the list of Count Areas in PI04.
- Run PI07 to prepare a new sort file (the new Count Area will be added to the end of the sort file). Respond 'Yes' to the message "Initialize Bin Location Sort file and Redo Sort. Yes/No".
- Run PI08 to print Count Sheets for the new Count Area only. Enter the new Count Area in the From/To Range fields. Respond 'No' to the message: "Count Records already exist in the Count Transaction file. Clear File? Yes/No". Count Sheets will print and skeleton records will be written to the Count File for that Count Area only.
In the following example, Count Sheets were printed for Count Areas A, B & D before realizing that a Count Area was missed to count Products in bins C to CZZZZZ. Count Area ZC was created, the sort was redone in PI07 and then Count Sheets were printed for Count Area ZC only in PI08.
- We imported Bin Locations into the Inventory Master (ICI1) and now the PI01 diagnostic is reporting that it has recoded bin locations.
This is one of the jobs that the diagnostic does in a non-Multi-Bin environment; it makes sure that the Inventory files that store quantities and movement are in sync with each other and are all coded with the Primary Bin location (assigned in IM13/Warehouse).
- I counted multiple Warehouses, ran PI19 and then started processing Orders/Receipts before I realized I needed to run PI19 for each Warehouse independently.
This is not a problem if Inventory was frozen or no movement has occurred in those Warehouses. PI18 should be reprinted and checked to confirm that the quantities reported in the Book Units column have not changed. If not, then PI19 can be run in those Warehouses. If Book Units has changed, then you will need to adjust the Count Quantity to arrive at a good Variance Quantity.