Option 2Physical Inventory Entry

This function is used to enter the physical count into the system. Physical inventory data from the completed count sheets is entered by product and warehouse. Entries can be verified by printing a Physical Inventory Edit List. While using Physical Inventory Entry, daily operations can continue as normal.

Select “Physical Inventory Entry” from the Physical Inventory menu. Here is the Physical Inventory Entry screen:

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 the number of the warehouse where the physical inventory was taken. You can use the Scan option to find an appropriate entry. This 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 the number of 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.

Once you have made entries in both the warehouse and product fields, press RETURN to display the record. At this point, the Warehouse and Product fields become display-only, and you can make an entry in the Physical Quantity field. The system will automatically call up the next record. To access and change the physical quantity for a different product and warehouse, press CHG (change).

Unit of Measure*

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

Location*

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

Product Class*

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

Product ABC*

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

Physical Type*

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

Cycle Count*

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

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 distinguishes between a ‘0’, which is a valid entry, and a blank, which may represent an item not to be included in the count. This entry updates the physical count in the Physical field on the Products By Warehouse record.

You should be careful when making entries in this field, since the on hand quantity in the Products By Warehouse record will be set to this quantity when the Adjust to Physical Inventory and Print Audit Report function is run.

Press RETURN to save the information on this screen and update the Products By Warehouse file. Select Next Record to go to the next Physical Inventory Entry record.

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