If you possess a hand held scanner this is the preferred method of counting the inventory items. This program allows you to scan the items as they sit on the shelf and then update the physical counts in the inventory table automatically. This program is also handy when receiving a shipment of new items from a vendor. It enables you to update the on-hand quantities and at the same time print bar code labels if you desire.
Taking a count of the inventory items, sometimes called "Physical Inventory Count", involves several steps
To start, you must first clear out any counts from past inventory counting. Do this using the "Variance Report" program and clicking on the <Clear Physical Counts> button. This will clear out all previous entries and allow you to start fresh.
Use this program or the "Fiscal Inventory Count" program to enter or scan the actual inventory counts. (If using the "Fiscal Inventory Count" program, you may wish to print a counting list by selecting that option in the "Variance Report" program.
Click on the <Add to Physical Count> when using this program to update the inventory table with the scan results (or click <Update> if using the "Fiscal Inventory Count" program).
Use the "Variance Report" program to show discrepancies and make corrections as required using the "Inventory Maintenance" program to update the "Physical Count" field as appropriate.
Use the "Variance Report" program to move the Physical Count amounts into the on-hand quantities, by clicking on the <Set On-hand equal Physical Counts> button.
Use the "Inventory Report" program to produce any desired reports of total on-hand/costs.
Select the appropriate mode by clicking on the option button at the top of the form.
Receive an inventory shipment - item counts will be added to the on-hand counts when complete.
Physical inventory count - Used during physically counting the inventory. You will have the option of either adding to the existing physical count values or completely replacing the current values with these scanned items.
Click the <Start Scanning> button and then commence scanning items. Items will be added to the display grid as they are scanned.
When done scanning click the <End Scanning> button to enter edit mode.
Click one or more of the buttons at the bottom of the form as appropriate.
<Clear all Entries> - this option will erase all scanned entries from the grid and allow you to start fresh.
<Show Description> - this option will populate the scanned entries in the grid with their descriptions.
<Print Labels> - This option will print a bar code label for each entry in the grid.
<Replace Physical Count> - This option will first zero out all physical counts related to the items scanned in the grid and then add the scanned items to the physical counts. This option should be used to initially start the physical count process.
<Add to Physical Count> - this option adds the scanned items in the grid to existing physical counts in the inventory table. This option should be used to incrementally add items to previously scanned counts.
Execute the Variance Report program to compare physical counts to current on-hand quantities and when desired to move the new counted values to the on-hand values.
Note:
Exercise caution in selecting the appropriate mode as well as which button you click. Be sure you understand the action that will be taken by each selection. When in doubt call the support hot-line for help.
Once you have clicked on an update button you will have to either clear the entries or exit the program to begin a new session.
The grid may be manipulated like all other grids and you may also manually enter new quantity values directly into the grid if desired.
This program allows manual entry of the bar codes as well as scanning, however the most efficient use comes when using a remote wireless hand-held scanner. Call the support hot-line for more information on purchasing a scanner.