Physical Count

Using Physical Inventory

The Physical Inventory system is one of the unique modules in which programs must be executed in a prescribed sequence to obtain accurate and favourable results. To assist with this process this section provides step-by-step instructions on preparing for and actually running your inventory count. In addition, each program help section lists the inventory count methods that the program is associated with. The help text for some program fields has this information too, if the field is not used by all methods.

Getting Started

The PI module offers you two methods for counting your inventory: Tags and Count Sheets. Both methods offer full or partial (cycle) counts. Both methods offer great flexibility and control during your preparation and actual counting of inventory. However, prior to working with the Physical Inventory system it is best to determine which of these two methods you should use. Since the Physical Inventory system controls each count by warehouse, you can assign different methods to different warehouses.
Regardless of the count method selected, the following must be completed prior to any physical count:

• All shipments must be invoiced and your invoice cycle must be completed for each warehouse being counted.
• All warehouse transfers between warehouses being counted must be completed.
• All PO Receiving must be completed for each warehouse being counted.
• All inventory adjustments in IC50 Enter Inventory Adjustments must be completed for each warehouse being counted. No further IC50 adjustments can occur until PI19 Transfer Physical to Book is run.

Although you may enter new orders while the count is happening, the following things may not be done until the counting has physically been completed in the warehouse:

• No picking slips should be issued to the warehouse.
• New receipts may not be shelved until counting is complete.

If you decide to freeze your inventory, then once counting is complete you may resume the following processes that affect quantity on hand even if the counts have not been entered/reconciled yet:

• Invoicing cycle.
• Transfer of stock into or out of a warehouse being counted.
• Computer processing of stock receipts.
• Inventory Adjustments in IC50.
• Building of new products or purchasing records.

If you decide not to freeze your inventory, then you may not perform any of the above processes until the count variances have been posted to the "live" inventory.
If you must ship or receive stock during the physical count, you should have a manual method in place to account for each in and out, to be considered prior to the final "physical to book' update within WinSol™.

Tag Full Count Method

The programs used by the Tag Full count method should be run in the order listed below. Please read the comments under each program and be sure to read the full program help.

1. IC81 Print Inventory Evaluation
   Important - This program gives you a "before count" snapshot of your inventory.
2. PI01 Set-up Files for Physical Count
   This program can only be run once for each warehouse to be counted.
3. PI04 Count Area Creation
4. PI05 Inventory Count Selection List
5. PI07 Inventory Sort By Bin Location
6. PI09 Print Inventory Tags
7. PI10 Freeze Inventory
   Running this program is not mandatory but we strongly recommend that you run it.
8. PI11 Physical Inventory Page Total
9. PI12 Physical Count Entry
10. PI14 Print Tag Audit Reports
    This is an optional program; none of the formats are mandatory. If there are discrepancies between the tag counts and the entered counts, we recommended that you use these listings to assist in analyzing those differences.
11. We strongly recommend that you run a full backup prior to running PI19.
12. PI18 File vs Physical Listing
    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 via PI19.
13. PI19 Transfer Physical to Book
14. IC81 Print Inventory Evaluation
    Important - This program gives you an "after count" snapshot of your inventory.

Tag Partial Count Method

The programs used by the Tag Partial count method should be run in the order listed below. Please read the comments under each program and be sure to read the full program help.

1. PI01 Set-up Files for Physical Count
   This program can only be run once for each warehouse to be counted.
2. PI02 Maintain Cycle Master
3. PI04 Count Area Creation
4. PI05 Inventory Count Selection List
5. PI07 Inventory Sort By Bin Location
6. PI09 Print Inventory Tags
7. PI10 Freeze Inventory
   PI10 is not mandatory but we strongly recommend that you run it.
8. PI11 Physical Inventory Page Total
9. PI12 Physical Count Entry
10. PI14 Print Tag Audit Reports
    This is an optional program; none of the formats are mandatory. If there are discrepancies between the tag counts and the entered counts, we recommended that you use these listings to assist in analyzing those differences.
11. We strongly recommend that you run a full backup prior to running PI19.
12. PI18 File vs Physical Listing
    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 via PI19.
13. PI19 Transfer Physical to Book

Sheet Full Count Method

The programs used by the Sheet Full count method should be run in the order listed below. Please read the comments under each program and be sure to read the full program help.

1. IC81 Print Inventory Evaluation
   Important - This program gives you a "before count" snapshot of your inventory.
2. PI01 Set-up Files for Physical Count
   This program can only be run once for each warehouse to be counted.
3. PI04 Count Area Creation
4. PI05 Inventory Count Selection List
5. PI07 Inventory Sort By Bin Location
6. PI08 Inventory Count Sheet Printing
7. PI10 Freeze Inventory
   PI10 is not mandatory but we strongly recommend that you run it.
8. PI11 Physical Inventory Page Total
9. PI12 Physical Count Entry
10. PI13 Physical Count Listing
    This is an optional program; it is not mandatory. If there are discrepancies between the count sheet values and the entered values, we recommended that you print this report to assist in analyzing those differences.
11. We strongly recommend that you run a full backup prior to running PI19.
12. PI18 File vs Physical Listing
    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 via PI19.
13. PI19 Transfer Physical to Book
14. IC81 Print Inventory Evaluation
    Important - This program gives you an "after count" snapshot of your inventory.

Sheet Partial Count Method

The programs used by the Sheet Partial count method should be run in the order listed below. Please read the comments under each program and be sure to read the full program help.

1. PI01 Set-up Files for Physical Count
   This program can only be run once for each warehouse to be counted.
2. PI02 Maintain Cycle Master
3. PI04 Count Area Creation
4. PI05 Inventory Count Selection List
5. PI07 Inventory Sort By Bin Location
6. PI08 Inventory Count Sheet Printing
7. PI10 Freeze Inventory
   PI10 is not mandatory but we strongly recommend that you run it.
8. PI11 Physical Inventory Page Total
9. PI12 Physical Count Entry
10. PI13 Physical Count Listing
    This is an optional program; it is not mandatory. If there are discrepancies between the count sheet values and the entered values, we recommended that you print this report to assist in analyzing those differences.
11. We strongly recommend that you run a full backup prior to running PI19.
12. PI18 File vs Physical Listing
    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 via PI19.
13. PI19 Transfer Physical to Book