Functions in Physical Inventory

Users can perform the following functions using Physical Inventory:

  • Printing physical inventory sheets - allows users to print forms

  • Entering cycle counts - allows users to enter the physical inventory count in cycles at any time of the day

  • Entering counts - allows users to enter the physical inventory count at the end of the day

Printing Physical Inventory Sheets

Printing the physical inventory count sheets can be done using the following steps:

Click Inventory Management ➜ Physical Inventory. The Physical Inventory screen appears.

Click Print. The Print screen appears.

Refer to the following table and fill in the fields:

Field

Description

Location

The inventory storage location. Select the preferred location from the drop-down list. The location auto-fills if the site has only one location.

Post Date

The physical inventory count date. Change as required using the date picker.

Load By

Selecting the preferred categories from the drop-down list displays the respective category field:

  • Type - select the type(s) from the drop-down list. The Type field appears. Select the preferred type from the Type drop-down list.

  • Sub Type - select the sub type from the drop-down list. The Sub Type field appears. Select the preferred sub type from the Sub Type drop-down list.

  • Class - select the class(es) from the drop-down list. The Class field appears. Select the preferred type from the Class drop-down list.

  • Package - select the package(s) from the drop-down list. The Package field appears.

Print Template

Select the preferred print template to be printed from the drop-down list.

Click Print. The Physical Inventory Sheet is generated.

Printing Preferred Physical Inventory Sheet

Perform the following steps to print preferred physical inventory sheet:

Navigate to the Physical Inventory screen.

Click the preferred transaction.

Click Print & Save. The Physical Inventory screen appears.

Refer to the following table and select the preferred option displayed in the Select Print drop-down list:

Field

Description

PHYFRM

Select to print the transaction in PDF format.

PHYS09QOH

Select to print the transaction details including quantity on hand and cost details in PDF format.

PHYFRM (.CSV)

Select to print the transaction in CSV format.

PHYS09QOH (.CSV)

Select to print the transaction details including quantity on hand and cost details in CSV format.

Click Confirm.

Entering Cycle Counts

Users can enter physical inventory counts in cycles at any time of the day by performing the following steps:

Click Inventory Management ➜ Physical Inventory. The Physical Inventory screen appears.

Click Enter Cycle Counts. The Enter Cycle Counts screen appears.

Refer to the following table and fill in the fields:

Field

Description

Details

Location

The inventory storage location. Select the preferred location from the drop-down list. The location auto-fills if the site has only one location.

Post Date

The physical inventory count date. Change as required using the date picker.

Load By

Selecting the preferred categories from the drop-down list displays the respective category field:

  • Type - select the type(s) from the drop-down list. The Type field appears. Select the preferred type from the Type drop-down list.

  • Sub Type - select the sub type from the drop-down list. The Sub Type field appears. Select the preferred sub type from the Sub Type drop-down list.

  • Class - select the class(es) from the drop-down list. The Class field appears. Select the preferred type from the Class drop-down list.

  • Package - select the package(s) from the drop-down list. The Package field appears.

  • Scan - allows users to scan item barcodes and load items to physical counts item list.

Preferences

Select the preference criteria by choosing any of the following checkboxes:

  • Cumulative Count

  • Location Archive Only

  • Non Zero Items Only

  • Non-Reported Items

Actions

Select the mode of entering quantity by choosing any one of the following options from the drop-down list.

  • Enter Quantities Manually

  • Set Items to Last Count

  • Set Items to Zero

Count By

Select the mode of count preference. Available options include the following:

  • Standard

  • Bin - displays the Zone and Bin fields where users must enter the zone and associated bin.

  • Lot

Scan By

Select the scan component. Available options include the following:

  • Barcode

  • Bin #

  • Lot #

Remarks

Optional text field.

Reference

Optional text field.

Click Item List. The Item List screen appears with the list of items.

Select the category from the following drop-down list:

  • Items - a single item that belongs to the inventory

  • Package - a logical grouping of inventory items

  • Type - the type of inventory item

Perform a keyword search in the Search box.

Users can enter the name/number/barcode/description in the Search box if the selected item is an inventory item.

Users can enter the package name in case of package.

Select the desired items by choosing the respective checkboxes.

Search for the inventory item for which the count must be updated or posted.

Enter the quantity directly under the Quantity column corresponding to the desired inventory item/s. For example, 5/6/8/3. The system calculates the quantity and converts the values based on the actual unit.

Click No Math under Actions corresponding to the item. The selected item pop-up appears.

Refer to the following table and fill in the fields:

Field

Description

Base Unit

The base unit of measure.

Purchase Unit

The purchase unit of measure.

Transaction Unit

The transaction unit of measure.

Recipe Unit

The recipe unit of measure.

To see the actual quantity details for each unit of measure of the inventory item, click No Math under Actions corresponding to the item. The following pop-up appears.

A screenshot of a computer Description automatically generated

Users are also allowed to skip by not providing a few UOMs in the Quantity field and add only preferred units.

For example, if the user wants to enter only the Transaction Unit (TU), then they must enter 2/ in the Quantity field. If the user wants to enter only the Base Unit (BU), then they must enter /5/ in the Quantity field.

Click Confirm.

Click Post. The Confirmation pop-up window appears.

Clicking Save saves the details to the Saved Physical Inventory section to post adjustments later.

Click Confirm.

Entering Counts

Users can enter physical counts for inventory items at the end of day by performing the following steps:

Click Inventory Management ➜ Physical Inventory. The Physical Inventory screen appears.

Click Enter Counts. The Enter Counts screen appears.

Refer to the following table and fill in the fields:

Field

Description

Details

Location

The location where the inventory is stored. Select a Location from the drop-down list.

Post Date

The date on which the inventory was posted. Select the Post Date by clicking on the calendar icon.

Load By

Selecting the preferred categories from the drop-down list displays the respective category field:

  • Type - select the type(s) from the drop-down list. The Type field appears. Select the preferred type from the Type drop-down list.

  • Class - select the class(es) from the drop-down list. The Class field appears. Select the preferred type from the Class drop-down list.

  • Package - select the package(s) from the drop-down list. The Package field appears.

Preferences

Select the preference criteria by choosing any of the following checkboxes:

  • Cumulative Count

  • Location Archive Only

  • Non Zero Items Only

Actions

Select the mode of entering quantity by choosing any one of the following options from the drop-down list.

  • Enter Quantities Manually

  • Set Items to Last Count

  • Set Items to Zero

Remarks

Optional text field.

Reference

Optional text field.

Click Item List. The Item List screen appears. The Item List screen displays the list of the available inventory items with the following details:

Field

Description

Item Name

The name of the inventory item.

Unit

The unit of measure.

Quantity

The quantity of the inventory item.

Pack Size

The pack size or the number of base units.

Current Cost

The current cost of the item.

LOT#

The LOT tracking number of the item.

Number

The unique identification number of the product.

BIN Number

The BIN number assigned to the item.

Select the category from the following drop-down list:

  • Items - a single item that belongs to the inventory

  • Package - a logical grouping of inventory items

  • Type - the type of inventory item

Perform a keyword search in the Search box.

Users can enter the name/number/barcode/description in the Search box if the selected item is an inventory item.

Users can enter the package name in case of package.

Select the desired items by choosing the respective checkboxes.

Search for the inventory item for which the count must be updated or posted.

Enter the quantity directly under the Quantity column corresponding to the desired inventory item/s.

Click No Math under Actions corresponding to the item. The selected item pop-up appears.

Refer to the following table and fill in the fields:

Field

Description

F&B

Base Unit (EA)

The base unit of measure. It is calculated as, BU Qty = (BU Qty * BU Conversion)/TU Conversion

Purchase Unit (EA)

The purchase unit of measure. It is calculated as, PU Qty = (PU Qty * PU Conversion)/TU Conversion

Transaction Unit (EA)

The transaction unit of measure. It is calculated as, TU Qty = (TU Qty * TU Conversion)/TU Conversion

Recipe Unit (EA)

The recipe unit of measure. It is calculated as, RU Qty = (RU Qty * (1/RU Conversion) )/TU Conversion

Entered Qty

It is calculated as, Entered Qty = Entered Qty + (BU Qty + PU Qty + TU Qty + RU Qty)

Retail

Base Unit (EA)

The base unit of measure. It is calculated as, BU Qty = (BU Qty * BU Conversion)/BU Conversion

Purchase Unit (EA)

The purchase unit of measure. It is calculated as, PU Qty = (PU Qty * PU Conversion)/BU Conversion

Entered Qty

It is calculated as, Entered Qty = Entered Qty + (BU Qty + PU Qty)

Click Confirm.

Click Post. The Confirmation pop-up window appears.

Click Confirm.

Clicking Save saves the details to the Saved Physical Inventory section to post adjustments later.