Option 2Initial Physical Inventory Entry

This function is used to enter the initial physical count into the system from completed count sheets. Physical inventory data is entered by product and warehouse. Entries can be reviewed by printing a Physical Inventory Edit List.

Select “Initial Physical Inventory Entry” from the Physical Count option on the Opening Entries menu. Here is the Initial Physical Inventory Entry screen:

Certain entries on this screen will be automatically displayed. In most cases, the displayed entry can be changed. If an asterisk (*) appears next to one of the fields listed, it indicates a “display-only” field, which cannot be changed.

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Warehouse

Enter a code to identify the warehouse where the physical inventory was taken. You can use the Scan option to find an appropriate entry; the warehouse number must be on file in the Warehouses file. Also, the combination of the product that you specify in the next field and this warehouse must be on file in the Products By Warehouse file.

The system displays the corresponding description so that you can verify your entry.

Product

Enter a code to identify the product for which you are entering a physical count. You can use the Scan option to find an appropriate entry; the product number must be on file in the Products file. Also, the combination of this product and the warehouse that you specified in the previous field must be on file in the Products By Warehouse file.

The system displays the corresponding description so that you can verify your entry.

Press RETURN to display the remaining fields on the screen, described below.

Unit of Measure*

The system displays the stockkeeping unit of measure from the Products By Warehouse record.

Location*

The system displays the product’s location in the warehouse from the Products By Warehouse record.

Product Class*

The system displays the product class to which the product belongs from the Products By Warehouse record.

Product ABC*

The system displays the product’s ABC classification from the Products By Warehouse record.

Physical Type*

The system displays the product’s physical type from the Products By Warehouse record.

Cycle Count*

The system displays the product’s cycle count from the Products By Warehouse record.

Physical Quantity

Enter up to 5 digits and 2 decimals for the stockkeeping quantity of the product that was counted in the warehouse. The system can distinguish between a ‘0’, which is a valid entry, and a blank, which represents an item not included in the count.

This entry updates the physical count on the Products By Warehouse record.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Initial Physical Inventory Entry record.

At this screen, use of the MODE keys — CHG or INQ — pertain to those records in the Initial Physical Inventory Entry file.