Physical Count Process Overview User’s Guide

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2 | Davisware GlobalEdge

[guide name]

User’s Guide

Table of Contents
Introduction...................................................................................................................................3 The Basics ......................................................................................................................................3 Count Sheet Purge..........................................................................................................................4 Physical Count Calculation..............................................................................................................5 Using GlobalWarehouse .................................................................................................................6 Count Sheet Printing .................................................................................................................... 10 Physical Count Entry..................................................................................................................... 12 Physical Count Report .................................................................................................................. 17 Inventory Variance Report............................................................................................................ 17 Update Physical Inventory............................................................................................................ 19 Physical Inventory Journal ............................................................................................................ 19 Importing the count from Excel .................................................................................................... 20

be sure that both the Order Invoice Audit Trail and the Service Invoice Audit Trail have been cleared of all insufficient stock transactions. . Access: Parts counts. whether full warehouse counts or cycle counts. Count Sheet Printing – use this option to print paper copies of the count sheets. If not. Physical Count Entry – once the parts counts are written on the count sheets. 5. will be counted so that GlobalEdge can create the desired count sheets. For new customers counting their warehouses before going live. Also be sure that any items on the Order Valuation Report and the Service Order Inventory Valuation Report have been removed from their home on the shelf and put in the designated staging area. NOTE: It is recommended that you run the Inventory Valuation Report before running this process. (For more explanation on these reports refer to your Daily Closing Procedures Guide ). DO NOT reset this journal until your GL is ready to take actual transactions. pass out a count sheet to each employee responsible for counting a designated bin. Each count sheet will contain a bin in the warehouse. but the Variance Report shows the variance from existing QOH (Quantity on Hand). This is highly recommended before beginning any new counts. 2. stop here and do that first. Physical Count Calculation – use this option to define what warehouse(s). are all processed via the Inventory Management > Inventory Physical Count Menu The Basics Before beginning your inventory. then this step may be skipped. Essentially don’t reset this until you are actually LIVE on GE. then run it again with “Reset” selected to pass it forward to the Inventory Distribution Report in preparation for posting the variances to the GL. then this step may be skipped. 1. Physical Inventory Journal – Run and review this journal. Physical Count Report and Inventory Variance Report – these reports are essentially the same. 7. use this option to input the counted quantities.3 | Davisware GlobalEdge [guide name] User’s Guide Introduction Purpose: To give a basic understanding of how to record a physical inventory count within GlobalEdge Overview: All of the necessary steps are laid out sequentially under the Inventory Physical Count Menu found off the Inventory Management module. 6. If you’re using a Bluetooth or wired barcode scanner connected to a laptop. etc. Count Sheet Purge – use this option to clear away any outstanding count sheets from a prior inventory or practice inventory. Simply process each step from top to bottom to successfully complete a parts count. Meaning all the beginning balances are in and any posted journals from test or initial entries have been removed. If you are using a barcode scanner. Update Physical Inventory – This step updates the QOH in the warehouse with the counted quantities and writes the cost differences to the Physical Inventory Journal. bin(s). 3. item(s). If you are using the Intermec or Dolphin wireless barcode scanner with GlobalWarehouse installed. then use this option to scan the item and input the count. 4.

Once actual counts are keyed in. If other counts are ongoing. Once the critical step of running the audits is completed then this is where every physical count begins. . run this report with the appropriate range of warehouse codes and bin locations for what you will be counting. the difference between the two numbers (if any) will be what GlobalEdge uses to calculate your inventory variance. (For more explanation on these reports refer to your Daily Closing Procedures Guide ). Also be sure that any items on the Order Valuation Report and the Service Order Inventory Valuation Report have been removed from their home on the shelf and put in the designated staging are a. Use this option to clear away any hanging count sheets from a prior inventory or practice inventory.4 | Davisware GlobalEdge [guide name] User’s Guide Count Sheet Purge Before beginning your inventory. When prompted for output destination. Leaving the default designations will clear away all count sheets from all warehouses. Once processed a report will print that indicates what (if anything) was purged: Count sheets are like score cards within GlobalEdge. stop here and do that first. you can run this function to screen. If not. they record the quantity that GlobalEdge thinks is on hand for each item. Count sheets can and should be created separately for multiple warehouses if they exist and for select bin ranges within each warehouse. When created. be sure that both the Order Invoice Audit Trail and the Service Invoice Audit Trail have been cleared of all insufficient stock transactions.

To include all items regardless of those flags. Product Group. “Number of Items to Count” is used for cycle counting. leave the existing default values and all items will be counted. “Mandatory Truck”. leave these unchecked. specify any other limiting criteria you wish to use to narrow the scope of your count. Mandatory Main. . Set “Bypass Items Counted Since” to a future date (say one year out) to insure that all selected items will be included in the list of parts to count. or Critical Item fields. Selecting “Mandatory Main”.5 | Davisware GlobalEdge [guide name] User’s Guide Physical Count Calculation After count sheets are purged. Specify the warehouse(s) you wish to count. or “Critical Item” will include ONLY those items that have those flags set. Mandatory Truck. Vendor Code. Otherwise. Bin Location. Mfg . Leave set to the default of 999999 when counting the whole warehouse. The top options are where you make the selection(s) of what will be counted. use this option to generate a list of the parts to be counted. Using the Item Number. Class Code.

2 will be the second. When counting trucks it would be recommended to select this option or if your bins represent a small area of your warehouse where multiple sheet numbers would be more of an inconvenience. Select “Printed” if you are NOT shutting down warehouse activity for the duration of the count process. . If you are counting a truck and bin locations are not used. Using GlobalWarehouse If you have the wireless Intermec or Dolphin scanners loaded with GlobalWarehouse and you plan to use that device to take the physical count. This process creates (but does not actually print) the count sheets. the difference will be the variance. Sele cting “Quantity On Hand Required” will shorten the count list to only include items that currently have stock in the designated warehouse(s). This method only recommended if your accuracy % is typically very high and you do not wish to enter a counted value for each part. That way you can hand all the pages for the first count sheet over to an employee to count the goods you stock for that manufacturer. you probably want to see all items on your count sheets so you can check accuracy of bin locations if nothing else. The difference between the starting quantity and the counted quantity is your variance. GE prints out a summary of selection criteria and the expected page count. “Entered” and “Updated”. This option locks in the starting QOH at the time the count is actually entered. answer no to this question. Count sheets will print for just those items that have qty on hand at that moment in the warehouse. It will lock in the starting QOH at the time you print the count sheets. Select “Entered” if you’ll be using barcode scanners to take the count. Hand the second count sheet pages over to a different employee to count that area of the warehouse. You’re your count will generate 10 count sheets where count sheet 1 will be for the first manufacturer.6 | Davisware GlobalEdge [guide name] User’s Guide Use “Starting Sheet Number” to Indicate a starting sheet number that you would like to use or leave default set to 00001. it saves time to answer yes to this question. then the select “Physical Count” option on the scanner. If so. The difference between that starting quantity and the counted quantity will become your vari ance. And you represent 10 manufacturers. “One Sheet No for all Bins” will have all items listed on one count sheet number. Otherwise each bin location will be assigned its own count sheet to help better organize your counts. Leaving this unchecked will load “0” as the count quantity and all items with stock will need to be entered with the inventoried amount. it can be written in on the last page. Say your warehouse is organized with each manufacturer having its own bin. etc. For trucks. Select “Updated” if you are shutting down warehouse activity during your phy sical count. The “Quantity on Hand Comparison” selection is an IMPORTANT FIELD. If an item ends up being in the warehouse but is not listed on the count sheet. At the end. “Assign Equal Count On Hand” saves work because it sets the count to match the existing QOH so only the discrepancies will need to be entered. this will save time for the person recording the entries. Your options are “Printed”. This option will compare the counted quantity to the QOH at the time the count is updated. Tip: If you are counting a main warehouse that has bin locations.

“Show On Hand” will display the existing QOH for the item being counted. Code ” is used to indicate which warehouse will be counted. If a catalog item is found. “Labels” doesn’t work at this time. the below screen will appear: “Whs. You can also leave this unchecked if you plan to count items without a count sheet. Meaning you can count items without being directed as to what to count. This is useful if you have an item in the designated warehouse which does not currently have a record in GE for that warehouse. If it’s left selected then the [Label] button will appear on the Count Entry screen.7 | Davisware GlobalEdge [guide name] User’s Guide Once “Physical Count” is selected. Simply uncheck the box so that bu tton doesn’t appear. “Update Bin” allows you o change the bin number for a part. GE will convert the catalog record to a regular item and the designated QOH will be recorded. Leave “Sheet Required” unchecked if you want to be able to count items that weren’t included in the count sheet. . Select “Catalog Items” if you want the system to check item catalog records (in additional to regular item records) for a matching item number. Also useful when an item has moved to a new location within the warehouse and therefore isn’t included on the sheet for the bin being counted.

That will load the item number into the screen.8 | Davisware GlobalEdge [guide name] User’s Guide “Sheet No. Each scan will count as a quantity of 1.” allows you to indicate which count sheet to load for counting. Scan the barcode on the first item you’re going to count. “Date ” is where you’ll indicate the current date which will be applied to the items as the date they were counted. then input a sheet number here that doesn’t exist already and GlobalWarehouse will prompt you whether or not you want to create that count sheet. If you aren’t using a count sheet (and “Sheet Required” is deselected). The cursor stays in the “Item Scan” field so you can scan the individual bar codes of the item being counted. Select [OK] to proceed. The initial scan to load the item onto the screen does NOT apply towards the Count of the item. Then just scan the parts you want to count and input the quantity on hand. . you can input the Count manually by selecting [Override] and entering the Count into the Count field. That will bring up the Physical Scan Count Entry screen: The cursor is in the “Bin Scan” field awaiting your first bar code scan. Otherwise.

so there’s no need to print th e count sheets or go to Physical Count Entry. Selecting [Close] will close the Entry screen. . The [QOH] button can be used to quickly set the Count to equal the current quantity on hand. Note : If you select [OK] without entering a Count. Then simply scan the next item you’re preparing to count and repeat the steps above. Once all the items are counted. Each time the button is selected the Count is reduced by a quantity of 1. simply run the Physical Count Report and/or the Inventory Variance Report and then Update Physical Inventory once those reports are reviewed for accuracy. If “Update Bin” was checked before the Physical Scan Count Entry screen was launched. the screen will close down WITHOUT saving the entered count. Taking the count with the GlobalWarehouse scan gun pushes the quantity directly into GlobalEdge. The [Reduce] button can be used to reduce the current Count. Answer “No” if you want to go back and input a count for the designated part. Use that if you need to modify the Bin location of the item.9 | Davisware GlobalEdge [guide name] User’s Guide When done. If a part was being counted and you select [Close]. a message will appear asking if you want to continue with a Count of zero. there will be an [Updat] button to the right of the Bin field. select [OK] to save the count for that part.

“Show Warehouse Quantities ” will print the current QOH on the count sheet for each part. “Page After Each Bin” will put each "Sheet" on the start of a new page. . if the Physical Count was calculated to include all bins on one sheet.10 | Davisware GlobalEdge [guide name] User’s Guide Count Sheet Printing When inventory will be done with pen and paper. it forces those counting to do their job instead of rewriting what the report shows to be in the bin. then use this option to print out the count sheets in order to record the counted quantities for subsequent entry into GlobalEdge. Either case. then it will page break after each bin number. Most of the options are fairly self-explanatory.For your most accurate count. That way. Here is a copy of the report when ALL the boxes are checked. Or. it's a good idea to select it. it is recommended not to display your existing QOH figures. Tip.

[guide name] User’s Guide Without Serial Numbers .11 | Davisware GlobalEdge Here’s a copy of the report when NONE of the boxes are selected.

12 | Davisware GlobalEdge With Serial Numbers [guide name] User’s Guide Physical Count Entry Use this program to input the counts taken down on the Count Sheets or to use a barcode scanner connected to a PC to take the counts. Indicate the Warehouse you’ll be entering in quantities for and what Sheet number. Note: “On Hand Cut Off” is used only if a new sheet is created during entry because of parts that were counted but not included on the original count sheets. . Then make other desired selections before pressing [F8-OK].

.13 | Davisware GlobalEdge That will bring up the Entry screen [guide name] User’s Guide Select [F2-Add] to open up the Quick Entry screen (below screen shot is what it looks like when the options to “Allow Bin Change” and “Allow Cost Change” are selected.

. Then scan the next item. type in the Count and press [F10 -OK & New]. The laptop can be put on a rolling cart and taken around the warehouse to easily count the parts on the designated count sheet. GE needs to be installed on a laptop computer th at’s connected to the scan gun. then select [F8-OK] to leave the Quick Entry screen. input that item’s count and select [F10-OK & New]. If you are using a Bluetooth or wired scan gun to take your count. bring up the above Entry screen. Also. if the option for “Check Catalog Part” isn’t selected. Once all items are scanned and counted. In order to use this method. then scan the item that’s about to be counted. then you’ll be alerted that it’s an invalid number even though it’s in the catalog file.14 | Davisware GlobalEdge [guide name] User’s Guide Selecting [F2-Add] when the allow change options weren’t selected will bring up a screen with those fields restricted from editing.

The Cost and Bin Location fields will only be available if that was previously selected. .15 | Davisware GlobalEdge [guide name] User’s Guide Select [F3-Edit] to open the Quick Entry screen with the item that was highlighted in the Physical Count Entry ready to be modified with the new count quantity.

The screen is laid out in the same order as the printed Count Sheet. The Enter key on your keyboard will move you to the next line for super quick count entry. so if the count was done with paper and pencil you should just be able to read through the list and input the quantities as recorded on the printed Count Sheet: .16 | Davisware GlobalEdge [guide name] User’s Guide Select [Quick Edit] to simply key in the quantities directly to the Physical Count Entry scre en.

It will show all items counted and any quantity variance from existing QOH and also provides quantity and dollar variances: . Inventory Variance Report The below options are available when running the Inventory Variance Report. simply return to Physical Count Entry and fix the quantity counted.17 | Davisware GlobalEdge [guide name] User’s Guide Physical Count Report The below options are available when running the Physical Count Report: Below is an example of what the report looks like: This step is not required but is useful to print out as a confirmation of what was entered and if any mistakes are found.

or leave 0. Below is an example of what the report looks like: .18 | Davisware GlobalEdge [guide name] User’s Guide “Dollar Variance Greater Than ” can be used if you wish to see a minimum dollar value for any items that had a variance. “Show Serial Numbers ” will print the serial number for every serial item counted.00 to view all items. “Serial Items Only” will only include serialized items on the report. “Show Only Items Not Counted ” will print only those items that have not had a count entered.

This should only be run when you are sure there are no more errors to correct. Whenever inventory quantity increases. Otherwise it will be blank. the GL Inventory account will be debited and the Physical GL account (from Inventory Control Maintenance) will be credited. For new customers counting their warehouses before going live. Finally interface Inventory to GL to post the activity to the General Ledger. DO NOT reset this journal until your GL is ready to take actual transactions. Once this journal is reset. Meaning all the beginning balances are in and any posted journals . Physical Inventory Journal Run this after the inventory counts have been updated to review the journal that list the variances which will eventually post to your General Ledger. NOTE: It is generally recommended that you run the Inventory Valuation Report before running this process. The subsequent report that’s generated lists any items that encountered a problem and did not update. then run the Inventory Distribution report to see the break out by GL number.19 | Davisware GlobalEdge [guide name] User’s Guide Update Physical Inventory This process will take the newly counted quantities and update your warehouse records in Glob alEdge to reflect the input QOH (Quantity on Hand). The opposite is true when inventory stock is reduced by the count.

At this point your screen should look similar to the one below: . The spreadsheet will need to be 4 columns long. and click [Import]. This will prevent leading zeros from being dropped from item and warehouse numbers. When you’re ready to load it into GlobalEdge. go into System Utilities > Conversion Programs > Data Import Program. Whs-Code – indicate the warehouse number for which the count is being input. Sheet-No – this is the count sheet number being used for the load. do NOT choose “Duplicate Records” or “Continue”.20 | Davisware GlobalEdge [guide name] User’s Guide from test or initial entries have been removed. Double-click in the “Data File” field and locate the csv file that was just created. using the Physical Count process outlined above will be far easier than loading in quantities from Excel. If there are no other counts. then simply set this to “1” on all items. But for those who are savvy in Excel and who can easily get a list of items into a spreadsheet. Essentially don’t reset this until you are actu ally LIVE on GE. below are the names to be used in the header row of each column: Item-No – this is the Item Number in GlobalEdge. It should not contain a count sheet number being used in a concurrent count. Leave the “Insert” option selected. Actual-count – indicate the quantity on hand Be sure to format each column as “Text” before entering any detail. this may be a preferred method. In the “Table” field select “COUNT-SH. Importing the count from Excel For most people.TR”. Enter the detail and save the spreadsheet in csv format. It is NOT the Manufacturer’s Item Number.

At this point you can go to the Inventory Physical Count Menu and run the Inventory Variance Report and/or the Physical Count Report. review.21 | Davisware GlobalEdge [guide name] User’s Guide Select [F8-OK] and if the load is successful you’ll receive a message indicating how many records updated. and reset the Physical Inventory Journal. be sure to run. Review the detail and if it all looks OK then select to Update Phy sical Inventory to save the loaded quantities to the warehouse as QOH. . Lastly.

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