NOTE: Please read the following section very carefully and make sure that you understand it thoroughly before using the Physical Counts screen. If you do not have a clear understanding of this feature, you can end up clearing out your inventory on-hand counts. It is recommended that access to this screen is restricted to the “Administrator” user group only. You can implement this restriction in the ‘Security’ tab of the Company Information setup screen. For more information, refer to the Company Information section earlier in this chapter.
The Physical Counts screen (File > Inventory > Physical Counts) allows users to synchronize the on-hand quantity in the system with the physical inventory.
To begin with the physical count process, select the proper ‘Item type’. The ‘Location’ will default to the one where you are logged in and the current ‘Date’ will also be defaulted.
If you are using a barcode scanner to scan in inventory items, make sure you are in the ‘Scan’ tab. If you are manually entering in UPC codes, make sure you are in the ‘Manual’ tab. Scan your items in the ‘UPC’ field of the ‘Scan’ tab or enter the quantities ‘Counted’ in the ‘Manual’ tab. If you use the ‘Manual’ tab, all items that exist in an inventory will display once you have selected an ‘Item type’.
On the ‘Scan’ tab, you can display those records that have not been scanned by clicking Fill Un-Scanned Items. The scanned quantity for un-scanned items is defaulted to zero. From the ‘Scan’ tab, you can print the list being displayed (to use as a worksheet while taking your inventory) by clicking Print Scan. Once you finish taking your inventory, you can enter the counts from the worksheet in the ‘Qty’ column in the data grid. After entering the counts, you can click Print Scan again for the report to show the physical count variance. You can get a similar report on the ‘Manual’ tab by clicking Print instead of Print Scan.
On both tabs, if the ‘Item type’ selected is “Frames”, you will have a Frame Barcode… button available at the bottom of the screen that could be used to generate barcode labels for an item selected on the data grid. The system will generate as many labels as the ‘Qty’ column of the grid specifies. Thus, for the Frame Barcode… button to work, this number must be greater than zero.
To save your work on this screen, click Update On-Hand. To exit, click the Close button on the main application toolbar.