The Physical Inventory module is to manage the physical inventory count.  The user has the choice of using count tags or a count worksheet. The inventory is physically counted and then input into the system. More than one user may input into the system at a time.  Note:  The users must exit and re-enter the screen to refresh if an action was done on another work station.  Only one user may post.   IMPORTANT NOTE:  DO NOT MOVE ANY MATERIAL WHILE THE COUNT IS TAKING PLACE.  Once the count is input into the system, the system provides for a reconciliation between the Inventory Master and the physical count.  If the count is different than the record, the user is prompted whether to accept the difference or to recount and re-enter. If the count equals the Inventory Master, there is no adjustment required and the number counted will drop off of the reconciliation list.  Once the reconciliation is completed, the user may print out a reconciliation report.  Then, after reviewing, the user may update the quantity on hand in the Inventory Master.  Note:  This takes a high level password or special rights as assigned in Security.  Once this is done, the accounting journal entries will update automatically, if the MANEX accounting module is used.

Setup tab field definitions

Inventory Type

The type of Inventory, either Internal, Consigned or Instores.

Customer	If the Inventory Type is Consigned, the Customer name will display in this field.
Supplier	If the Inventory Type is Instore, the Supplier name will display in this field

Warehouses

Part Classes

Depressing this button will start a new Physical Inventory.

Depressing on the Count Tab brings up the following screen:

Count Screen Fields

Inventory Type	The type of Inventory, either Internal, Consigned or Instores.
Supplier/Customer	If the Inventory Type is Instore, the Supplier name will display in this field.If the Inventory Type is Consigned, the Customer name will display in this field.
Date/Time Started	The date and time (24 hour clock) when the Inventory was originally started.
Status	The status of the physical inventory, either In Process, Completed or Cancelled.

For the part number highlighted:

Warehouse	The warehouse location for the part to be counted.
Location	The warehouse location for the part to be counted.
Part Source	The Make/Buy/Consigned/In Store type for the part to be counted.
UOM	The Unit of Measure to be counted.  Same as stocking unit.
Class	The classification of the part.
Type	The type within the classification to which the part belongs.
Description	The description of the part.
Manufacturer’s Part No	The number used by the manufacturer to identify the part.
Tag No.	If you have already printed Physical Inventory Tags, the Tag Number will appear in the Tag Number column. (Unless you numbered them manually, as described above.)I  f you have not printed tags, the Tag Number column will be blank.
Part Mfgr	The Manufacturer for the part to be counted.
Part Number	The Internal Part Number that has been assigned to the item to be counted.
Lot Reference	If the part type has been designated as requiring lot tracking, then the lot tracking reference number appears.
Rev	The part number revision for the item.  An item may exist under multiple revisions.
Count	The physical count quantity of the item observed during Physical Inventorying.
Init	The initials of the individual who performed the Physical Inventory.
Date	The date that the inventory was counted.The date will default to the current date, but may be over-written.

This button is used to post the Inventory Adjustments.This is used after the inventory has been reconciled and the Physical Inventory Detail Report has been printed and reviewed.  This button will update the Inventory Master for the quantity on hand.  Note:   this action requires a supervisor’s password or specific "Post Inventory Adjustments" authorization in the Security module.

Enter Inventory Mgt/Inventory Control Management/Physical Inventory Module

The following screen will appear:

Depress the Add record action button. Type in your password. The following warning will appear:

Depress Ok and the following options screen will appear:

Selecting “Yes” will allow the user to manually number the inventory tags, item by item.

Selecting “No” causes the system to automatically number the tags.

Please refer to the Tags and Work Sheets instructions.

The following screen will appear:

Select the Inventory type by clicking on the appropriate radial.  Select from Internal, Consigned or In StoresInventory. Internal inventory represents user-owned inventory.  Consigned inventory is owned by the user’s Customer.  In Stores inventory is owned by the Supplier.

In-Store purchasing overview:  In-Store is the situation where the Supplier has placed raw materials in the user’s warehouse.  The raw materials still are owned by the Supplier.  When the user is ready to use the Supplier’s raw materials, he/she issues an In-Store Purchase Order.  For In-Store POs, the user may select by Supplier or by Part Number.  Then the user may find records according to the selection.  Once found, the user may create a PO for the In-Store Consumption.  In-Store Purchasing also includes receiving.

If you select In stores Inventory, a list of Suppliers will appear:

Select the supplier.

Select the warehouses to be counted by highlighting a warehouse and depressing the > button.  If you want to count all warehouses, depress the >> button.

To select part number range, enter the starting part number and the ending part number.

To select the part classes, highlight the class desired and depress the > button.  For all of the part classes, depress the >> button.

A view of the screen would be as follows:

Depress the button to Start New Physical Inventory. A message will appear on the screen:

Depress the OK button.  Information is transfered to the Count Tab.

Enter Inventory Mgt/Inventory Control Management/Physical Inventory Module

The following screen will appear:

Depress the Find action button. The following screen will appear:

Decide upon the Inventory Type that you want to find.  Select from Internal Only, Consigned Only or Instores Only by clicking on the appropriate radial.

Then choose the appropriate filter, either In Process, Completed, Cancelled or All by clicking on the appropriate radial.  Depress the Display List button once the selections are made.  The information at the bottom of the screen will display Date/Time Started, Inventory Type and Status.

If you select Consigned, you’ll be prompted for the Customer name.  If you select Instores, you will be prompted for the Supplier name.

Once you’ve found the Inventory you’re seeking, the information will populate the Count tab screen, as follows:

Find an In-Process Physical Inventory.  The following information will appear in the Count tab screen.

Depress the Edit action button.  Type in your password.

To sort by warehouse, depress the Warehouse button.  To sort by Class, depress the Class button.  To sort by part source, depress the Part Source button.  You will also be able to sort by tag number or part number by depressing on the heading.

The screen would appear as follows:

When the recording is complete, depress the  Reconcile button (as highlighted below).  Enter your password. This will reconcile the inventory.

If the inventory count does not match the system on hand quantity, the following screen will appear:

If you want to update the records for the counted quantity, depress the Yes button.  Type in the reason in the Reason box.

If you want to skip over the record, depress the Next Item button.  Note, however, that you can’t update the quantity on hand until all of the inventory items are reconciled.

Once all of the counts are reconciled, the detail will disappear from the screen.

Once you’ve reconciled the inventory and printed and reviewed the Physical Inventory Detail Report, you may update the Inventory Master for the Inventory on hand.

Depress the Count tab.  Depress the Post Inventory Adjustments button.  Note:  this action requires a supervisor’s password or specific "Post Inventory Adjustments" authorization in the Security  module.

All of the reconciled count numbers will update the quantity on hand in the Inventory Master.  The status will change to Posted.  The following message will appear:

Additionally, the requisite GL Transaction for any variances will forward into the accounting module.

Note that GL Transactions will not be created in the following circumstances:  Consigned stock or In Store additions.

To obtain the Inventory reports, select the Print button from the ManEx action buttons at the top of the screen. 



The following screen will appear:

Select the appropriate radio for the output format you desire: Screen, Printer, XL File, TXT File, or PDF. Highlight the desired report and then depress the Option tab if applicable.      NOTE: Users MUST have special rights within the Security module to "Enable Printing On-Hand Quantities on the PI Reports"

TAGS:

If you selected Manual Inventory Tags from this screen:

Depress the Count tab.  The following screen will appear:

Depress the Edit button. Type in your password.  Manually type in the Tag No. for each item. The system will automatically re-order the tags in numerical order.

Physical Inventory Tags

When you have finished, depress the Print button. The following screen will appear:

Select Physical Inventory Tags.  Depress the Options tab.  The following screen will appear: Choose between All Locations and Only Locations with Quantities > 0.Choose the sort options, either Warehouse + Location + Part Number + Rev + Lot Code or Part No + Rev + Lot Code. Depress the OK button. An Inventory Tag will be printed for each mfgr per item. The tags will print 3 each on 8 ½ X 11 paper.  If the Inventory type is consigned, the Customer’s part number will print. If you did not select manual inventory tag numbering: A box will appear on the screen to Enter Starting Tag No:

 The Printed tags will appear as follows:

 

Below we have attached blank Inventory Tags   <<blank IT.doc>>  and   <<blank IT.pdf>>   that may be used if for some reason NO tags were printed for parts that may have inventory but are NOT being displayed in the Physical Inventory listing, etc. NOTE: These are only intended to be used if user happens to find product that was not on the physical Inventory list for some reason.

 

Reprint Physical Inventory Tags 

Select the Reprint Physical Inventory Tags, depress the Options tab and the following screen will appear: Enter Tag Number Range to Print. Depress the OK button The tags will print 3 each on 8 ½ X 11 paper.  If the Inventory type is consigned, the Customer’s part number will print.

Physical Inventory Worksheet

Select the Physical Inventory Worksheet, and depress the Options tab.  Note that this report requires Legal size paper.  Selecting this report will bring up the following screen: Click on the appropriate radial selection criteria. Choose one of the following: All Records, Internal (excluding In stores), In Stores or Consigned. If the Inventory type is consigned, the Customer’s part number will print.  Click on the appropriate radial for Locations selection. Choose between All Locations or only Locations with Quantities greater than zero. Click on the desired radial to select whether to print On Hand quantity. Select between Not printing or printing the on hand quantities.    Click on the appropriate radial for Sort Options.Choose between (Warehouse, Location, Part Number, Revision number and Lot Code), (Part Number, Revision Number and Lot Code) or by (Tag Number).

The report will appear as follows:

Physical Inventory Detail Report  

Select Physical Inventory Detail Report, depress the Option tab, and the following screen will appear:  Click on the appropriate radial selection criteria. Choose one of the following: All Records, Internal (excluding In stores), In Stores or Consigned. If the Inventory type is consigned, the Customer’s part number will print.  Click on the appropriate radial for Locations selection. Choose between All Locations or only Locations with Quantities greater than zero. Click on the appropriate radial for Sort Options.Choose between (Warehouse, Location, Part Number, Revision number and Lot Code), (Part Number, Revision Number and Lot Code) or by (Tag Number). Depress the OK button Note that this report is designed to be printed after the count has taken place and been reconciled.

 The report will appear as follows:

PI Detail w/Part Mfgr Report

Select the PI Detail w/Part Mfgr Report, and depress the Options tab.  Note that this report requires Legal size paper.  Selecting this report will bring up the following screen: Click on the appropriate radial selection criteria. Choose one of the following: All Records, Internal (excluding In stores), In Stores or Consigned. If the Inventory type is consigned, the Customer’s part number will print.  Click on the appropriate radial for Locations selection. Choose between All Locations or only Locations with Quantities greater than zero. Click on the appropriate radial for Sort Options.Choose between (Warehouse, Location, Part Number, Revision number and Lot Code), (Part Number, Revision Number and Lot Code) or by (Tag Number). Depress the OK button Note that this report is designed to be printed after the count has taken place and been reconciled.

The report will appear as follows: