IC> Physical Inventory> Record Inventory

Process Physical Inventory

 

Summary

 

After inventory counts have been imported or the worksheets completed you can process and commit the batch.

 

In order to process physical inventory you will need to have a Shrinkage and Overage Category type set up. Category codes are set up in the Category Maintenance window (IC> Maintenance> Category).

 

Related Links

 

Click here for information on Printing Inventory Worksheets.

Click here for information on Category Maintenance.

 

Step by Step

 

1     Record the Physical Inventory. 

 

  • After you have done the physical inventory count you can enter your count information.
  • Open the Record Inventory window (IC> Physical Inventory> Record Inventory).
  • The Record Counts window will display all the inventory counts that have been imported or all of the inventory items in the inventory location selected in the Generate Worksheets step.

 

2     Input the quantity counted. 

 

  • If you did not import the inventory counts you will have to input the quantity counts into the Counted column. To input a count, click in the column and enter the quantity counted. This will populate the Quantity Change and Action columns.
  • If you have not entered a count for an item the Counted column will remain blank. Uncounted inventory items will display in the Uncounted Items report.
  • Click and drag any of the column headings into the grouping area to sort the displayed items by the selected column heading. This can be a useful tool if you are recording inventory counts from multiple locations.
  • If there is an inventory item overage, the overage will create a receipt transaction for the amount of the overage. This will generate the journal entry set up in the Overage category type and increase the inventory item count. You will not be able to commit this batch until you have created a category type labeled Overage.
    • The inventory item unit cost on the overage receipt will be the unit price of the last receipt, not the average cost.
  • If there is inventory item shrinkage, the shrinkage will create an issue transaction for the amount of the shrinkage. This will generate the journal entry set up in the Shrinkage category type and decrease the inventory item count. You will not be able to commit this batch until you have created a category type labeled Shrinkage.
    • The inventory item unit cost on the shrinkage issue will be costed like any other issue transaction.
  • Click the Save icon when complete. The save process can take an extended period of time because it is updating every inventory item in the batch. After the counts are saved you will be returned to the Physical Inventory palette.

 

3     Print the Counted Items Report. 

 

  • Open the Print Counted Items window (IC> Physical Inventory> Counted Items).
  • Enter a value in the Quantity change exceeds field.
    • When used with the Exclude items within quantity range toggle below, this field will allow you to limit the items included in the report to just those with significant changes to inventory totals.
  • Check the Page break by location toggle to start a new page for each inventory location.
  • The Counted Items Report displays the Item Number, Description, associated Warnings, number On Hand, number Counted and Quantity Change.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

4     Print the Uncounted Items Report. 

 

  • Open the Print Uncounted Items window (IC> Physical Inventory> Uncounted Report).
  • The Uncounted Items report will print a list of all items selected in the inventory worksheet that were not input into the Record Inventory step and added to the batch. You can use the Uncounted report to verify that all the items you expected to be counted in your physical inventory were counted.
  • If you imported the inventory counts there will be no inventory items in the report.
  • The fields displayed on the Uncounted Items report are Item Number, Item Description and number On Hand.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

5     Generate the Inventory Transactions. 

 

  • Open the Generate Transactions Confirmation window (IC> Physical Inventory> Generate Transactions).
  • The Generate Transactions step generates the adjusting transactions for any items where the physical count does not equal the calculated on hand quantity.
  • Click the OK button or press ENTER to generate the transactions.

 

6     Calculate the inventory transaction values. 

 

  • Open the Calculate Values window (IC> Physical Inventory> Calculate Values).
  • The Calculate Values step will generate the new inventory values that will result from committing the batch.
  • Click the Confirm icon to calculate the transaction values.
    • You will be notified of errors resulting from the calculation process and prompted to open detailed error messages in the jobs viewer.

 

7     Print the Proof List. 

 

  • Open the Print Proof List window (IC> Physical Inventory> Proof List).
  • Specify how you would like the report to be sorted by selecting a Sort Order from the drop-down menu.
  • The fields displayed on this report are Inventory Item, Item Description, Location, Action, Category Code, Transaction Description, Transaction Date and Time, Change in Quantity and Change in Value. A Transaction Total and a Report Total will also be included.
  • If there are transactions in batches that will affect the inventory items in the current batch an information window will open.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

8     Print the GL Distribution Report. 

 

  • Open the GL Distribution Report window (IC> Physical Inventory> GL Distribution).
  • Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
    • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
  • Select the Report Type from the drop-down menu.
    • The Summary report displays the Account Number, Description, Net and Report Total.
    • The Detail report provides all of the information in the Summary report and also displays the Debits and Credits associated with each of the accounts.
  • Check the Subtotal by Dept toggle to include department subtotals on the report.
  • Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

 

9     Commit the Physical Inventory. 

 

  • Open the Commit Transaction window (IC> Physical Inventory> Commit).
  • Click the OK button to commit the inventory counts. This will create the journal entries for any Overage or Shrinkage and update the On Hand counts of the inventory items in the physical inventory batch.
  • The Physical Inventory batch is now complete. The inventory transactions generated by overage and shrinkage counts will be displayed as Physical Inventory Adjustments on the Item Maintenance window (IC> Maintenance> Item> open an item> Quantity and Value tab> Action column).