Physical Inventory Reference Manual - Epicor 2... · This document is the trade secret property of Faspac Systems ... valuation of inventory based on a physical count. ... Physical

Physical InventoryReference Manual

FASPAC 4.1FPD/202

Faspac Systems, Inc.7590 Fay Avenue, Suite 301La Jolla, CA 92037

Confidential and ProprietaryCopyright 2000 Faspac Systems, Inc.All Rights Reserved

This document is the trade secret property of Faspac Systems, Inc. and is protected bycopyright law and international treaties. Its use by you is strictly governed by a licenseagreement. Unauthorized reproduction or distribution may result in severe civil or criminalpenalties.

Trademarks:FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registeredtrademarks, names, or product names contained in this publication are the property oftheir respective owners, and Faspac Systems, Inc. neither endorses nor otherwisesponsors any such product or services referred to herein.

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Comparison of Physical Inventory and Cycle Counting . . . . . . . . . . . . . 5

Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Physical Inventory/Cycle Count Procedures. . . . . . . . . . . . . . . . . . 7

Tagging System Not Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Tagging System Used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Freeze (PHY/FRE). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Work Sheets (PHY/PWS) . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Convert Scanned Physical Inventory (PHY/CSPI). . . . . . . . . . . . . . 18

Count Entry by Item (PHY/CEI) . . . . . . . . . . . . . . . . . . . . . . . 22

Count Entry By Location (PHY/CEL) . . . . . . . . . . . . . . . . . . . . 29

List Counted Information (PHY/LCI) . . . . . . . . . . . . . . . . . . . . 36

Count Update (PHY/PCU). . . . . . . . . . . . . . . . . . . . . . . . . . . 40

List Updated Information (PHY/LUI) . . . . . . . . . . . . . . . . . . . . 42

List Audit Register Information (PHY/LAR) . . . . . . . . . . . . . . . . 45

Unfreeze (PHY/UNF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Card Print (PHY/PIC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

FPD/202 PHY - 3

PHY - 4 FPD/202

TABLE OF CONTENTS

Introduction

The Physical Inventory module provides programs used to process inventory in a

specific warehouse through either a physical inventory or a cycle count. A

physical inventory/cycle count is begun by first freezing the items on which to

perform the process. Once the items are “frozen” in the system, a counting team

physically counts the on-hand quantities of each frozen item. The count

quantities are then written to Count records, from where they should be printed

and checked for accuracy. Once any necessary corrections are made, the Item

Master Records are updated with the count information. The items are then

“unfrozen” and the Count records are deleted.

A physical inventory/cycle count can be processed based on items or locations.

The option to freeze locations is available only if the Tagging System is used and

the Warehouse Control Specifications program (SYS/WCS) is flagged to validate

stock locations and freeze Tags. All or a range of items and/or locations in the

specified warehouse can be processed at one time.

Comparison of Physical Inventory and CycleCounting

PHYSICAL INVENTORY CYCLE COUNTING

Definition An inventory count performed on theentire warehouse stock within astrictly limited time frame; usuallydone prior to the end of the fiscalyear for auditing purposes.

An ongoing inventory count; usuallyeliminates the necessity of an end ofthe year physical inventory.

Applications An end of the year audit requiresvaluation of inventory based on aphysical count.

When restraint of operations isrequired by a physical inventory isundesirable.

When cycle counting is not done orcompleted during the fiscal year.

When constant adjustments orcorrections of inventory balancesare required.

When confirmation of cycle countingis desired ( usually after the firstyear of cycle counting).

When inventory turnover is high.

When random warehousing is used.

When reliable tracking and recordkeeping of inventory movement isnot kept during the year.

When monthly cost of goods valueis adjusted based on inventoryvariations.

When daily costing methods cannotbe audited.

When monthly inventory values areunavailable.

FPD/202 PHY - 5

PHYSICAL INVENTORY CYCLE COUNTING

Requirements Normal day to day operations aresuspended for the time required forcounting all material.

When used in lieu of physicalinventory, implement and maintaintraceable systems throughout theyear. These systems include allcount documents, inventoryadjustments, and audit trails.

Controls and proceduresimplemented to account for materialreceived and emergency shipmentsmade during the physical inventory.

If pre-counting is used, proceduresimplemented to insure the integrityof counts for those itemspre-counted.

Before You Begin

There are different procedures to follow based on whether the Tagging System is

used and whether the Warehouse Control Specifications program (SYS/WCS) is

flagged to validate stock locations and freeze Tags. If the Tagging System is not

being used and/or the Warehouse Control Specifications program is not flagged

to validate stock locations or freeze Tags, then you must enter count quantities by

item. Count quantities can only be entered by location if the Tagging System is

being used, and the Warehouse Control Specifications program (SYS/WCS) is

flagged to validate stock locations and freeze Tags.

Following are two common procedures for performing a physical inventory/cycle

count. Locate and review the procedures that meet your needs or consult a Faspac

Customer Support Representative to discuss the procedures that will benefit you

most.

PHY - 6 FPD/202

INTRODUCTION

Physical Inventory/Cycle Count

Procedures

Tagging System Not Used

Count quantities entered by item (PHY/CEI).

Adjustments made to on-hand warehouse quantities using the FIFO method.

1. Begin your audit trail by printing a current Inventory Valuation Report

(IMR/IMRM/VAL). Print the Valuation Report using REC, ACW, and

ACC costs.

2. Prepare to create Freeze records and begin physical inventory/cycle

count:

a) Print and clear the Adjustment Register (IM/ADJ/PTA)

b) Set flags in the System Master File (SYS/WCS, Physical Inventory

fields); consult with a Faspac Customer Support Representative for

assistance.

c) Complete any invoicing and/or receiving that must be completed

prior to the physical inventory/cycle count

d) Run the Unfreeze program (PHY/UNF) to make certain there are no

Freeze records from the past

e) Run the Backup program to make a current backup tape.

3. Process the physical inventory/cycle count.

Tagging System Used

WCS Flagged to Validate Stock Locations and Freeze Tags.

Count quantities entered by location (PHY/CEL).

1. Correct errors on Tag records [print the Negative On Hand Report

(IMR/IMRM/NOH) for all errors to determine which Tag records need to

be corrected].

2. Validate stock locations (TAG/SLV); assign stock locations as needed

(TAG/MAI, TAG/ATL).

3. If open plating/rework or kitting orders exist, create a valid location

(TAG/SLM) and assign quantities in process to this location (this

location will be bypassed when Count records are created).

FPD/202 PHY - 7

PHYSICAL INVENTORY/CYCLE COUNT PROCEDURES

4. Begin your audit trail by printing a current Inventory Valuation Report

(IMR/IMRM/VAL). Print the Valuation Report using REC, ACW, and

ACC cost.

5. Prepare to create Freeze records and begin physical inventory/cycle

count:

a) Print and clear the Adjustment Register (IM/ADJ/PTA)

b) Set flags in the System Master File (SYS/WCS, Physical Inventory

fields); consult with a Faspac Customer Support Representative for

assistance

c) Complete any invoicing and/or receiving that must be completed

prior to the physical inventory/cycle count

d) Run the Unfreeze program (PHY/UNF) to make certain there are no

Freeze records from the past

e) Run the Backup program to make a current backup tape

6. Process the physical inventory/cycle count.

When creating Freeze records (PHY/FRE), enter the location to which in-process

quantities were assigned, so that Count records are not created for these

quantities

Terms

Freeze record—Created when the Freeze program (PHY/FRE) is run. Items or

locations can be frozen, so that a physical inventory/cycle count can be

performed. If the Warehouse Control Specifications program (SYS/WCS) is

flagged to stop inventory transactions after a freeze - invoices, receiving, and

adjustments cannot be processed until the item is no longer flagged as frozen. If a

location is frozen, you cannot receive into or ship out of the location.

Count record—Once the quantities are physically counted, the figures are

entered through one of the Count Entry programs (PHY/CEI or PHY/CEL) and

written to this record. An updated Count record is one that has been processed

through the Count Update program (PHY/PCU). Count records are deleted either

through the List Updated Information program (PHY/LUI) or when items are

“unfrozen” through the Unfreeze program (PHY/UNF).

Physical Inventory Count file—Stores all Count records (updated/not updated).

PHY - 8 FPD/202

PHYSICAL INVENTORY/CYCLE COUNT PROCEDURES

Freeze (PHY/FRE)

The Freeze program is used to freeze items and/or locations so that you can

perform a physical inventory or a cycle count. If the Warehouse Control

Specifications program (SYS/WCS) is flagged to stop inventory transactions

after a freeze - invoices, receiving, and adjustments cannot be processed until the

item is no longer flagged as frozen. If a location is frozen, you cannot receive

into or ship out of the location.

Caution: Count records should be created using a single method; unpredictable

results occur if Count records are created using more than one method. If Count

records are created for items or locations that have had Count records created and

count quantities entered but not updated, these count quantities are zeroed out

and must be reentered.

Once an item or location is flagged as frozen, a Freeze record is created. The

Freeze record records the quantity of the item at the time it is frozen. If the

Tagging System is not used, one Freeze record is created per item with the total

on-hand warehouse quantity. If the Tagging System is used, a Freeze record is

created for each of an item’s Status 2 Tag records.

In order to freeze items based on their location, the Tagging System must be used

and the Warehouse Control Specifications program (SYS/WCS) must be flagged

to validate stock locations and freeze Tags. If the Warehouse Control

Specifications program (SYS/WCS) is not flagged to freeze Tags (N in the

Tagging On - Freeze Tag Qty field), the system will temporarily ignore the Tags

(except Traceable Tags). The quantity recorded in the Freeze record for the item

will be the total on-hand warehouse quantity (as if Tagging was not used).

If the Stop Inventory Transactions After Freeze field in the System Master File

(SYS/WCS) is flagged with a Y, invoices, receiving, and adjustments can not be

processed until the item is unfrozen.

FPD/202 PHY - 9

FREEZE (PHY/FRE)

Entry/Inquiry Screen One

DO YOU WANT TO CONTINUE? (Y/N)

Y = Run the Freeze program.

N = Exit the program.


PHY - 10 FPD/202

FREEZE (PHY/FRE)

Field Explanation

Whse

Enter the warehouse number in which to freeze the items.

To exit, leave this field blank and press SKIP or CMD.

By (I)tem, (S)hortname, (C)ategory, (L)ocation

Enter the method by which to create Freeze records.

I = Select items by item number.

S = Select items by short name.

C = Select items by Category code.

L = Select items by location.

Note: The Location option is available only if you are using the Tagging

System and the Warehouse Control Specifications program (SYS/WCS)

is flagged validate stock locations and freeze Tags.

All Items/Locations

Y = Freeze all items/locations in the specified warehouse.

N = Freeze only those items/locations that fall into the range to be

specified.

From Item/Location

To Item/Location

These fields are available only if N is entered in the All Items/Locations

field.

Enter the range of items to freeze, using the method selected (item

number, short name, Category code, or location).

All Materials

This field is not available if freezing in Location sequence.

Y = Freeze all specified items, regardless of their Material Code.

N = Freeze only those items that have a particular Material Code.

Only Material

This field is available only if N is entered in the All Materials field.

Enter the Material Code that an item must have in order for it to be

frozen.

Leave this field blank to freeze only those items without a Material

Code.

FPD/202 PHY - 11

FREEZE (PHY/FRE)

All Finishes


Y = Freeze all specified items, regardless of their Finish code.

N = Freeze only those items that have a particular Finish code.

Only Finishes

This field is available only if N is entered in the All Finishes field

Enter the Finish code that an item must have in order for it to be frozen.

Leave the field blank to freeze only those items without a Finish code.

All Specials


Y = Freeze all specified items, regardless of their Special code.

N = Freeze only those items that have a particular Special code.

Only Specials

This field is available only if N is entered in the All Specials field.

Enter the Special code that an item must have in order for it to be frozen.

Leave this field blank to freeze only those items that do not have a

Special code.

All ABC Codes


Y = Freeze all specified items, regardless of their ABC Code.

N = Freeze only those items that have a particular ABC Code.

Only ABC Code

This field is available only if N is entered in the All ABC Codes field.

Enter the ABC Code that an item must have in order for it to be frozen.

Plating & Rework Location to Bypass

This option is available only if using the Tagging System and validating

stock locations.

Enter a location that has stock in plating and rework - that should not be

frozen. Any Status 2 Tag record in this location is bypassed and the

on-hand quantity is not included in the frozen quantity.

Do You Want To Continue? (Y/N)

Y = Freeze the designated items.

N = Exit the program without freezing any items.

PHY - 12 FPD/202

FREEZE (PHY/FRE)

Error Messages

One or More Items Frozen Were Found with Total Tag Status 2s Not Equal to

Warehouse Stock (Does Not Include Plating & Rework) Press SKIP

One or more items were found with an on-hand warehouse quantity not

equal to the sum of the Status 2 Tag records.

Press SKIP to acknowledge this message. Delete the Freeze records

created and unfreeze the items using the Unfreeze program (PHY/UNF).

Determine which items need corrections using the Negative On Hand

program (IMR/IMRM/NOH). Correct the items and begin again.

FPD/202 PHY - 13

FREEZE (PHY/FRE)

Work Sheets (PHY/PWS)

The Work Sheets program is used to print Freeze records in a worksheet format.

Freeze records are created through the Freeze program (PHY/FRE).

The information included on each worksheet includes: the item, description, short

name, category, weight, box, case, and bulk quantities, tag numbers, lot numbers,

UM, freeze date, and the operator’s initials.

Note: An asterisk indicates a traceable tag.

The worksheets should be supplied to the count teams to record the count

quantities. Count quantities from the worksheets are then entered through one of

the Count Entry programs. An alternative to printing worksheets is printing

inventory cards. See the Card Print section for detailed information.

The worksheets can be printed in item number, short name, Category code, or

location sequence. All or a range of items/locations can be included.

Entry/Inquiry Screen

PHY - 14 FPD/202

WORK SHEETS (PHY/PWS)

Field Explanation

Whse

Enter the warehouse number from which to print the Freeze records.

To exit the program, leave this field blank and press SKIP or CMD.


Enter the sequence in which to print the Freeze records.

I = Print the records in item number sequence.

S = Print the records in short name sequence.

C = Print the records in Category code sequence.

L = Print the records in location sequence.

Note: The Location option is available only if using the Tagging System

and validating stock locations.

All Items/Locations

Y = Consider all items/locations and print only those with a Freeze

record.

N = Consider only those items/locations in a specific range, and print

only those with a Freeze record.

From Item/Location


field.

Enter the range of Freeze records to print, using the method selected

(item number, short name, Category code, or location).

All Materials

This field is not available if printing in Location sequence.

Y = Include all specified Freeze records, regardless of the item’s

Material Code.

N = Include only those items that have a particular Material Code.

Only Material


Enter the Material Code that an item must have in order for the Freeze

record to be included.

Leave this field blank to include the Freeze records of only those items

that do not have a Material Code.

FPD/202 PHY - 15


All Finishes


Y = Include all specified Freeze records, regardless of the item’s Finish

code.

N = Include only those items that have a particular Finish code

Only Finishes

This field is available only if N is entered in the All Finishes field.

Enter the Finish code that an item must have in order for the Freeze



that do not have a Finish code.

All Specials


Y = Include all specified Freeze records, regardless of the item’s Special

code.

N = Include only those items that have a particular Special code.

Only Specials


Enter the Special code that an item must have in order for the Freeze



that do not have a Special code.

Print Tag Information (Y/N)

Y = Print the Tag record number, purchase order number, vendor, and

location information for each Freeze record.

N = Exclude this information from the worksheet.

Print Box, Case, Bulk? (Y/N)

Y = Print the Box, Case, and Bulk quantities of each Freeze record.

N = Exclude this information from the worksheet.

Select Sort Option

0 = Do not sort

1 = Sort primary bin location only

2 = Sort primary and secondary bin locations.

Note: This option is available only if the Tagging System is not being

used.

PHY - 16 FPD/202


New Page For Each Category/Short Name? (Y/N)

This option is available only if printing in short name or Category code

sequence.

Y = Print the Freeze records of each Category code/short name on a

separate page.

N = Print all Freeze records consecutively.

Do You Want to Continue? (Y/N)

Y = Print the worksheet as specified.

N = Exit the program without printing the worksheet.

Sample Worksheet

FPD/202 PHY - 17


COMPANY: 10 BEST FASTENERS, INC. PAGE 1

RUN ID: PWS PHYSICAL INVENTORY WORKSHEET 03/05/97

RUN BY: FAS WHSE: 01 BY ITEM NO. 09:46:17 03/05/97

ITEM SHORT-NAME CATEGORY QUANTITY QUANTITY QUANTITY BOX CASE BULK WEIGHT/UM

================================================================================================================================

/21NE040 AQA 105 OUTBOUND TRANSFERS QTY : 0 6000 50000 20000 9.00 M

1/4-20 STD ZINC : : : : 03/05/97 / FAS

1802 1802 ZZZZZ X00000 FLOOR : : : :

--------------------------------------------------------------------------------------------------------------------------------

/21NE0420 AQN 105 OUTBOUND TRANSFERS QTY : 0 6000 50000 0 9.00 M

1/4-20 STD ZINC : : : : 03/05/97 / FAS

1804 1804 ZZZZZ X00000 FLOOR : : : :

***** 016497-03 / 001 3184 150100

9208 7744 LINKW 000987 FLOOR : : : :

***** 016497-03 / 001 3184 49900

--------------------------------------------------------------------------------------------------------------------------------

/21NE0428 ARJ 105 OUTBOUND TRANSFERS QTY : 0 6000 50000 0 9.00 M

1/4-28 STD ZINC : : : : 03/05/97 / FAS

1819 1819 ZZZZZ X00000 FLOOR : : : :

***** 023477-00 / 001 3490 1900

7477 6039 IPM 000606 FLOOR : : : :

***** 023477-00 / 001 3490 48100

--------------------------------------------------------------------------------------------------------------------------------

/21NE048 AQW 105 OUTBOUND TRANSFERS QTY : 0 6000 50000 0 9.00 M

1/4-28 STD ZINC : : : : 03/05/97 / FAS

1814 1814 ZZZZZ X00000 FLOOR : : : :

--------------------------------------------------------------------------------------------------------------------------------

/21NE0518 ASC 105 OUTBOUND TRANSFERS QTY : 0 4000 50000 0 12.00 M

5/16-18 STD ZINC : : : : 03/05/97 / FAS

1843 1843 ZZZZZ X00000 FLOOR : : : :

***** 023783-00 / 001 1850 10000

***** 024059-00 / 002 2674 6000

***** 024148-00 / 001 3812 12000

--------------------------------------------------------------------------------------------------------------------------------

/21NE0524 ASV 105 OUTBOUND TRANSFERS QTY : 0 4000 50000 0 12.00 M

5/16-24 STD ZINC : : : : 03/05/97 / FAS

1850 1850 ZZZZZ X00000 FLOOR : : : :

***** 023635-00 / 001 4364 3000

9209 7745 LINKW 000987 FLOOR : : : :

--------------------------------------------------------------------------------------------------------------------------------

/21NE054 ASK 105 OUTBOUND TRANSFERS QTY : 0 4000 50000 0 12.00 M

5/16-24 STD ZINC : : : : 03/05/97 / FAS

1847 1847 ZZZZZ X00000 FLOOR : : : :

--------------------------------------------------------------------------------------------------------------------------------

/21NE054 DS ASL 105 OUTBOUND TRANSFERS QTY : 0 4000 50000 0 12.00 M

5/16-24 STD ZINC DS : : : : 03/05/97 / FAS

--------------------------------------------------------------------------------------------------------------------------------

/21NE058 ARR 105 OUTBOUND TRANSFERS QTY : 0 4000 50000 0 12.00 M

5/16-18 STD ZINC : : : : 03/05/97 / FAS

1833 1833 ZZZZZ X00000 FLOOR : : : :

--------------------------------------------------------------------------------------------------------------------------------

/21NE0616 ATO 105 OUTBOUND TRANSFERS QTY : 0 2500 50000 0 18.00 M

3/8-16 STD ZINC : : : : 03/05/97 / FAS

4608 3206 JC 000086 FLOOR : : : :

***** 003129-09 / 001 2931 34782

Convert Scanned Physical

Inventory (PHY/CSPI)

The Convert Scanned Physical Inventory program is used to convert scanned

physical inventory count data to a FASPAC System file and to match the count

information to frozen inventory records in FASPAC.

Count data is first entered and stored in the TRAKKER using the Scan Physical

program (csphy.irl or csphypc.irl). This data is then transferred to a FASPAC

System file. Finally, the contents of the FASPAC System file are used in the

Physical Inventory/Cycle Count process just as though the information had been

entered through the Count Entry By Location program (PHY/CEL).

Note: To use the TRAKKER to gather count data, the Tagging System must be

in use.

When you run this program to completion a report is printed that lists the

following information for each count record.

• Type Code (FT=FASPAC Tag Mode, FL=FASPAC Lot Mode)

• Warehouse number

• Tag or Log number

• Location

• Count Quantity

• Initials of per count entered by

• Error message (if applicable)

• current quantity on-hand (only if the Check Only option was selected and

only for Type

• Code FT records).

PHY - 18 FPD/202

CONVERT SCANNED PHYSICAL INVENTORY (PHY/CSPI)


Field Explanation

(1) Transfer from DOS?

(2) Read Direct from Scanner

(3) Use File already on System

(4) Transfer File From Modem?

Enter 1, 2, 3, or 4 at the Option? prompt.

Press F7 to exit.

Convert Screen

PC File Name

This field is displayed only if transferring data from DOS (option 1

selected in previous screen).

Enter the name of the file on the PC in which that data is stored - default

file location is in the C:\TR directory.

To abort/exit, press CMD.

Scanner Device Name

This field is displayed only if transmitting data from the TRAKKER

(option 2 OR 4 was selected in previous screen.

Enter the device name assigned to the TRAKKER. If you do not know it,

check with FASPAC Support or your System Administrator. It will be in

the form of /dev/devicename.

To abort/exit, press CMD.

FPD/202 PHY - 19


System File Name

Enter a name for the file being placed on the FASPAC System - name is

up to user’s discretion.

(1) Check Only

(2) Check and Create

Enter 1 or 2 only.

Continue (Y/N)

Y or N only.

System File Name

This field is displayed only if using a file already on the system (option 3

selected in the previous screen).

Enter the file name on the FASPAC system. This would be a file

previously uploaded from a TRAKKER. The file name would have been

chosen by a user.

The fields below are updated by the system and cannot be modified.

Warehouse

The warehouse number associated with the Count record being

processed.

TAG/LCN No

The Tag record or FASPAC Lot Number associated with the Count

record being processed.

Location

The location associated with the Count record being processed.

Quantity

The quantity entered as the count.

Counted By

The initials of the person who recorded the count.

PHY - 20 FPD/202


Error Messages

These error messages, if appropriate, print on the report generated when the data

in the FASPAC System File is converted. If an error occurs, the count can be

entered through one of the Count Entry programs (PHY/CEI, PHY/CEL), once

the cause of the error has been determined and corrected.

Invalid Warehouse

The warehouse number entered for this count record is not a valid

warehouse number.

Invalid Tag No.

The Tag record number entered for this count record is not valid.

Item Not Frozen

The item associated with the Tag record or FASPAC lot number entered

is not frozen and therefore is not available to be included in the Physical

Inventory process.

No Available Tag

The count record was entered while in Lot Mode. Neither a Status 2 nor

a Status 3 Tag record could be found with the location entered.

Tag Status = 1

This count entry was made while in Tag Mode and a Status 1 Tag record

was used. Counts can be entered only for Status 2 Tag records.

REF > 99999

More than 99,999 count entries exist. A maximum of 99,999 count

entries can be updated to the Count records at one time.

FPD/202 PHY - 21


Count Entry by Item (PHY/CEI)

The Count Entry by Item program is used to enter count quantities by item.

Count quantities can also be entered using the Count Entry by Location program

(PHY/CEL) or the Convert Scanned Physical Inventory program (PHY/CSPI).

The count quantities entered are written to the Count records. If an incorrect

count quantity has been entered, a correcting count quantity entry must be made.

For example; a count quantity of 100 is entered and then determined to be

incorrect; the correct count quantity is 75; an additional count quantity of -25

must be entered in order to correct the count quantity. Any necessary adjustments

to on-hand warehouse stock are not made until the Count Update program

(PHY/PCU) is run.

Note: If an average cost does not display for an item, do not use this program to

record an on-hand warehouse quantity. Use the Receiving Without a P.O.

(REC/RNO).


Field Explanation

Whse

Enter the warehouse number in which to enter count quantities.


PHY - 22 FPD/202

COUNT ENTRY BY ITEM (PHY/CEI)

Item

You can pull up an item by item number or short name.

If you do not know the number or short name, use the function keys and

select one from the list of valid item numbers.

Error Messages:

Cannot Enter Counts Signed On With Date Before Date Item Was

Frozen - SKIP

The sign on date is a date prior to the date the item was frozen.

Press SKIP to acknowledge the message. Either exit this program

and change the sign on date or enter an item that was frozen on or

before the sign on date.

EOF on Part File - SKIP

The end of the file was reached while scrolling.

Press SKIP to acknowledge this message and begin again.

Item has Not Been Frozen To Allow Counts - Run Freeze For This Item -

SKIP

The item entered was not frozen through the Freeze program

(PHY/FRE) and cannot be processed through the Physical Inventory

programs.

Press SKIP to acknowledge this message. Either enter an item that

has been frozen or exit this program, freeze the item, and then begin

entering counts.

Invalid Item Number or Function - SKIP

Either an item number not properly coded was entered or the wrong

function key was pressed.

Press SKIP to acknowledge the message and begin again.

Warehouse Not In Use

The item entered does not have a Warehouse Record for the

specified warehouse.

Enter an item that does have a Warehouse Record for the specified

warehouse.

Display More Freeze/ Count Information? (Y/N)

This field is displayed only if all the Tag Numbers assigned to the

displayed item do not fit on one screen.

Y = Display the rest of the Tag Numbers.

N = Move directly to the Quantity Counted field.

FPD/202 PHY - 23


Quantity Counted

Enter the quantity of this item that was counted during the physical

inventory.

To enter a zero count, leave this field blank and press RETURN.

If the number zero (0) is entered instead of leaving this field blank, this

record will not meet the parameters to be bypassed in the List Updated

Count Information program (PHY/LUI).

Use a minus sign (-) to correct a count quantity that is entered wrong. For

example: a count quantity of 100 is entered and then determined to be

incorrect; the correct count quantity is 75; an additional count quantity of

-25 must be entered in order to correct the item’s count quantity.

Counted By

This field is optional.

Enter the initials of the person who counted the quantity entered.

Count Reference

This field is displayed only if the Tagging System is not being used.

Tag No

This field is displayed only if the Tagging System is being used.

Enter the Tag Number for which to assign the quantity counted. If you do

not want to specify a Tag record, leave this field blank and press

RETURN.

To create a new Tag record, press F1. If this option is selected, the cursor

moves to the Date Ordered field )bottom of the screen).

Error Messages:

Cannot Add Back To Stock More Than What Was Received - SKIP

The entry in the Quantity Counted field is more than the quantity

originally received on the Tag record specified.

Press SKIP to acknowledge the message. Either enter the correct

Tag record or reenter the quantity counted.

No Tag Record Found - SKIP

The Tag record entered is not in the Tag record File.

Press SKIP to acknowledge the message and enter a Tag record from

those displayed.

PHY - 24 FPD/202


No Tag Number Entered, Is This Correct? (Y/N)

This field is displayed only if a Tag record was not specified in the

previous field.

N = The cursor moves back to the Tag No. field so that a Tag record can

be created or specified.

Y = A Tag Number is not to be specified at this time. When the Count

Update program (PHY/PCU) is run, the system will assign this quantity

to the first available Status 2 Tag record for this item. If a Status 2 Tag

record is not available, the system will locate a Status 3 Tag record,

assign the quantity to it, and change the status to a 2.

Note: Inventory value may be wrong if this method is used.

Comment

This field is optional. Any entry can be made in this field, but keep in

mind that it will print on the Fiscal Audit Register (PHY/LAR).

Correct (C, G, N, Y, U)

C = Do not record information entered and move the cursor to the Item

field.

G = Do not record the count information entered for the displayed item

and exit this program.

N = Do not record the entry in the Quantity Counted field and move the

cursor back to the Quantity Counted field.

Y = Record the count information entered for the displayed item and

display the next frozen item.

U = Record the count information entered for the item displayed,

continue to display the item, and move the cursor back to the Quantity

Counted field so that additional count information can be entered.

The following 11 fields are displayed only if creating a new Tag record

(F1 was pressed in the Tag No. field). If a new Tag record is created:

It is a Status 3 Tag record. When the Count Update program is run, it is changed

to a Status 2. Do not delete these Status 3 Tag records between the time they are

created and the time the Count Update program is run.

An entry is automatically made in the Comment field to designate that the Tag

record was created during a Physical Inventory/Cycle Count. The entry is PHY

INV.

FPD/202 PHY - 25


Date Ordered

The sign on date displays. You can accept this date by pressing

RETURN or enter another date in MMDDYY or MMDDYYYY format.

Date Received



Vendor

Enter the code of the vendor from whom you purchased this stock. This

entry must be a valid Vendor Code from Vendor Maintenance

(AP/MAR/VM). Once a valid code is entered, the vendor name

automatically displays.

Error Message:

Invalid Vendor

The Vendor Code entered is not valid.

Press RETURN to acknowledge the message and return the cursor

to the Vendor field.

Enter a valid Vendor Code.

P.O. Number (Comment Only)

The entry in this field is not restricted by the system, it is simply used as

a way to reference the stock. A “C” automatically precedes the

characters, identifying this as a PO number created through this program.

Qty Ordered

Enter the quantity ordered. This quantity must be entered so that the Tag

record shows the quantity originally purchased.

Qty Received

The quantity entered in the Qty Ordered field displays. You can accept

this by pressing RETURN or enter another quantity.

The quantity entered in this field is the current on-hand quantity and

must be equal to or greater than the quantity entered in the Quantity

Counted field.

UM

The unit of measure assigned to this item automatically displays and

cannot be modified.

Cost

Enter the cost per unit of measure (up to 999999.99). .00 is not a valid

entry.

PHY - 26 FPD/202


Location

Enter the location where this item is stocked. If the Warehouse Control

Specifications program (SYS/WCS) is flagged to validate locations, then

this entry must be a valid bin location.

Error Message:

Location Set To Be Deleted - SKIP

The location entered when creating a new Tag record has been

flagged to be deleted and cannot be used.

Press SKIP to acknowledge this message and enter a valid location.

Is This A Traceable Tag? (Y/N)

Y = This Tag record is traceable; create a Lot Control Record.

N = This Tag record is not traceable; do not create a Lot Control Record.

Is New Tag Information Correct? (Y/N)

N = The cursor moves to the Date Ordered field, allowing you to correct

the Tag record information.

Y = The Tag record is recorded as displayed. If this is not a traceable

Tag, the cursor moves to the Comment field. If this is a traceable Tag,

the Lot Maintenance program is accessed so that a Lot Control Record

can be created. See the Lot Control System manual in Volume 2 for

detailed information.

The following fields are updated by the system and cannot be

modified through this program.

Short Name

The item’s short name from the Item Master Record (IM/MAI).

Category

The item’s Category code from the Item Master Record (IM/MAI).

Date Frozen

The sign on date - when this item was frozen through the Freeze program

(PHY/FRE).

Whse Stock

The quantity on-hand in the specified warehouse.

FPD/202 PHY - 27


Qty. Frozen

The quantity frozen through the Freeze program (PHY/FRE). If the

Freeze program was run by item, this quantity should be the same

quantity as the Whse Stock quantity. If the Freeze program was run by

location, this quantity may be different than the quantity in the Whse

Stock field.

Total Counted

The sum of all quantities entered in the Quantity Counted field for this

item.

Average Cost

The warehouse average cost for the item. If this field is blank, do not

record an on-hand quantity through the Count Entry programs - use the

Receiving Without a P.O. program (REC/RNO).

Tag No.

The number assigned to this Tag record.

Received

The quantity originally received on the Tag record.

On Hand

The quantity currently on-hand for the Tag record.

Counted

The quantity entered in the Quantity Counted field for this Tag record.

Lcn

The FASPAC Lot Control Number assigned to the Tag record.

Location

The location assigned to this Tag record.

Vendor

The Vendor Code from the purchase order that created this Tag record.

P.O.

The purchase order number that created this Tag record.

Vendor Name

The vendor name assigned to the Vendor Code entered.

UM

The unit of measure assigned to this item.

PHY - 28 FPD/202


Count Entry By Location (PHY/CEL)

The Count Entry By Location program is used to enter count quantities by

location. This program can only be used if the Tagging System is being used and

the Warehouse Control Specifications program (SYS/WCS) is flagged to validate

locations and freeze tag quantities.

Count quantities can also be entered using the Count Entry by Item program

(PHY/CEI) or the Convert Scanned Physical Inventory program (PHY/CSPI).

The count quantities entered are written to the Count records. If an incorrect

count quantity has been entered, a correcting count quantity must be made. For

example: a count quantity of 100 is entered and then determined to be incorrect;

the correct count quantity is 75; an additional count quantity of -25 must be

entered in order to correct the count quantity. Any necessary adjustments to the

on-hand warehouse stock are not made until the Count Update program

(PHY/PCU) is run.

Note: If an average cost does not display for an item, do not use this program to

record an on-hand warehouse quantity. Use the Receiving Without a P.O.

(REC/RNO).


FPD/202 PHY - 29

COUNT ENTRY BY LOCATION (PHY/CEL)

Field Explanation

Whse

Enter the warehouse number in which to enter count quantities.


Location

To view the list of valid locations, enter the first few characters of a

location and press F1. Once the list has been accessed, use F3 to display

the next location (this may not be a frozen location) and F5 to display the

next frozen location.

To accept the displayed location, press RETURN.

Item

You can pull up an item by item number or short name.

If you do not know the number or short name, use the function keys and

select one from the list of valid item numbers.

Error Messages:

Cannot Enter Counts Signed On With Date Before Item Was Frozen -

SKIP

The sign on date is a date prior to the date the item was frozen.

Press SKIP to acknowledge the message. Either exit this program

and change the sign on date or enter an item that was frozen on or

before the sign on date.

EOF on Part File - SKIP

The end of the file was reached while scrolling.

Press SKIP to acknowledge this message and begin again.

Item has Not Been Frozen To Allow Counts - Run Freeze For This Item -

SKIP

The item entered was not frozen through the Freeze program

(PHY/FRE) and cannot be processed through the Physical Inventory

programs.

Press SKIP to acknowledge this message. Either enter an item that

has been frozen or exit this program, freeze the item, and then begin

entering counts.

Invalid Item Number or Function - SKIP

Either an item number not properly coded was entered or the wrong

function key was pressed.

Press SKIP to acknowledge the message and begin again.

PHY - 30 FPD/202


Warehouse Not In Use

The item entered does not have a Warehouse Record for the

specified warehouse.

Enter an item that does have a Warehouse Record for the specified

warehouse.

Display More Freeze/Count Information? (Y/N)

This field is displayed only if all the Tag Numbers assigned to the

displayed item do not fit on one screen.

Y = Display the rest of the Tag Numbers.

N = Move directly to the Quantity Counted field.

Quantity Counted

Enter the quantity of this item that was counted during the physical

inventory.

To enter a zero count, leave this field blank and press RETURN.

If the number zero (0) is entered instead of leaving this field blank, this

record will not meet the parameters to be bypassed in the List Updated

Count Information program (PHY/LUI).

Use a minus sign (-) to correct a count quantity that is entered wrong. For

example: a count quantity of 100 is entered and then determined to be

incorrect; the correct count quantity is 75; an additional count quantity of

-25 must be entered in order to correct the item’s count quantity.

Counted By


Enter the initials of the person who counted the quantity entered.

Count Reference

This field is displayed only if the Tagging System is not being used.

Tag No

This field is displayed only if the Tagging System is being used.

Enter the Tag Number to assign to the quantity count or press F1 to

create a new Tag record.

If you select to create a new Tag record, the cursor moves to the Date

Ordered field at the bottom of the screen.

Error Messages:

Cannot Add Back To Stock More Than What Was Received - SKIP

The entry in the Quantity Counted field is more than the quantity

originally received on the Tag record specified.

Press SKIP to acknowledge the message. Either enter the correct

Tag record or reenter the quantity counted.

FPD/202 PHY - 31


No Tag Record Found - SKIP

The Tag record entered is not in the Tag record File.

Press SKIP to acknowledge the message and enter a Tag record from

those displayed.

No Tag Number Entered, Is This Correct? (Y/N)

This field is displayed only if you are not using the Tagging system.

Comment

This field is optional. Any entry can be made in this field, but keep in

mind that it will print on the Fiscal Audit Register (PHY/LAR).

Correct (C, G, N, Y, U)

C = Do not record information entered and move the cursor to the Item

field.

G = Do not record the count information entered for the displayed item

and exit this program.

N = Do not record the entry in the Quantity Counted field and move the

cursor back to the Quantity Counted field.

Y = Record the count information entered for the displayed item and

display the next frozen item.

U = Record the count information entered for the item displayed,

continue to display the item, and move the cursor back to the Quantity

Counted field so that additional count information can be entered.

The following 11 fields are displayed only if creating a new Tag record

(F1 was pressed in the Tag No. field). If a new Tag record is created:

It is a Status 3 Tag record. When the Count Update program is run, it is changed

to a Status 2. Do not delete these Status 3 Tag records between the time they are

created and the time the Count Update program is run.

An entry is automatically made in the Comment field to designate that the Tag

record was created during a Physical Inventory/Cycle Count. The entry is PHY

INV.

Date Ordered



Date Received



PHY - 32 FPD/202


Vendor

Enter the code of the vendor from whom you purchased this stock. This

entry must be a valid Vendor Code from Vendor Maintenance

(AP/MAR/VM). Once a valid code is entered, the vendor name

automatically displays.

Error Messages:

Invalid Vendor

The Vendor Code entered is not valid.

Press RETURN to acknowledge the message and return the cursor

to the Vendor field. Enter a valid Vendor Code.

P.O. Number (Comment Only)

The entry in this field is not restricted by the system, it is simply used as

a way to reference the stock. A “C” automatically precedes the

characters, identifying this as a PO number created through this program.

Qty Ordered

Enter the quantity ordered. This quantity must be entered so that the Tag

record shows the quantity originally purchased.

Qty Received

The quantity entered in the Qty Ordered field displays. You can accept

this by pressing RETURN or enter another quantity.

The quantity entered in this field is the current on-hand quantity and

must be equal to or greater than the quantity entered in the Quantity

Counted field.

UM

The unit of measure assigned to this item automatically displays and

cannot be modified.

Cost

Enter the cost per unit of measure (up to 999999.99). .00 is not a valid

entry.

Location

Enter the location where this item is stocked. If the Warehouse Control

Specifications program (SYS/WCS) is flagged to validate locations, then

this entry must be a valid bin location.

Error Messages:

Location Set To Be Deleted - SKIP

The location entered when creating a new Tag record has been

flagged to be deleted and cannot be used.

FPD/202 PHY - 33


Press SKIP to acknowledge this message and enter a valid location.

Is This A Traceable Tag? (Y/N)

Y = This Tag record is traceable; create a Lot Control Record.

N = This Tag record is not traceable; do not create a Lot Control Record.

Is New Tag Information Correct? (Y/N)

N = The cursor moves to the Date Ordered field, allowing you to correct

the Tag record information.

Y = The Tag record is recorded as displayed. If this is not a traceable

Tag, the cursor moves to the Comment field. If this is a traceable Tag,

the Lot Maintenance program is accessed so that a Lot Control Record

can be created. See the Lot Control System section of the manual for

detailed information.

The following fields are updated by the system and cannot be

modified through this program.

Short Name

The item’s short name from the Item Master Record (IM/MAI).

Category

The item’s Category code from the Item Master Record (IM/MAI).

Date Frozen

The sign on date - when this item was frozen through the Freeze program

(PHY/FRE).

Whse Stock

The quantity on-hand in the specified warehouse.

Qty. Frozen

The quantity frozen through the Freeze program (PHY/FRE).

If the Freeze program was run by item, this quantity should be the same

quantity as the Whse Stock quantity.

If the Freeze program was run by location, this quantity may be different

than the quantity in the Whse Stock field.

Total Counted

The sum of all quantities entered in the Quantity Counted field for this

item.

Average Cost

The warehouse average cost for the item.

PHY - 34 FPD/202


If this field is blank, do not record an on-hand quantity through the Count

Entry programs - use the Receiving Without a P.O. program

(REC/RNO).

Tag No.

The number assigned to this Tag record.

Received

The quantity originally received on the Tag record.

On Hand

The quantity currently on-hand for the Tag record.

Counted

The quantity entered in the Quantity Counted field for this Tag record.

Lcn

The FASPAC Lot Control Number assigned to the Tag record.

Location

The location assigned to this Tag record.

Vendor

The Vendor Code from the purchase order that created this Tag record.

P.O.

The purchase order number that created this Tag record.

Vendor Name

The vendor name assigned to the Vendor Code entered.

UM

The unit of measure assigned to this item.

FPD/202 PHY - 35


List Counted Information (PHY/LCI)

The List Counted Information program is used to print the count quantity

information of Freeze records. Count quantity information can be printed for all

Freeze records or just for those that have an error. Records containing a zero

frozen quantity or a count quantity not equal to the frozen quantity are considered

to have errors.

The list should be used to check the accuracy of the count information entered

through either the Convert Scanned Physical Inventory program , the Count

Entry By Item program, or the Count Entry By Location program (PHY/CSPI,

PHY/CEI, PHY/CEL). Corrections can be made to the count quantities and/or the

count information printed, until the Count records are updated through the Count

Update program (PHY/PCU).

The listed information includes: the total quantity counted, the on-hand quantity,

the freeze quantity, the adjustment quantity, and the dollar value of the

adjustment. The dollar value of the adjustment is calculated using the cost in the

Warehouse Control Specifications program (SYS/WCS) - Cost Used Before

Adjustment field.


PHY - 36 FPD/202

LIST COUNTED INFORMATION (PHY/LCI)

Field Explanation

Whse

Enter the warehouse from which to print the count quantity information.

To exit, leave this field blank and press SKIP.

The following four fields are displayed only if the Tagging System is

used.

By (I)tem/(L)oc/(C)at

Enter the sequence in which to print the Count records.

I = Print in item number sequence. We recommend you print the report

in item number sequence - it makes it easier to match costs and see

adjustments.

L = Print in location sequence.

C = Print in Category code sequence.

Note: The location option is available only if you are using the Tagging

System and Warehouse Control Specifications (SYS/WCS) is flagged to

validate stock locations and freeze Tags.

For All Items/Loc/Cat

Y = Print all items/locations/categories (depending on which you

selected) that have a Count record.

N = Specify the range of items/locations/categories to print on the listing.

From Item/Loc/Cat

To Item/Loc/Cat

These fields are available only if N is entered in the All Items/Loc/Cat

field.

Enter the range of items/locations/Category codes (depending on which

you selected) to include on the listing.

The following four fields are displayed only if the Tagging System is

not used.

By (I)tem/(R)ef/(C)at

Enter the sequence in which to print the Count records.

I = Print in item number sequence. We recommend that you print the

report in item number sequence - it makes it easier to match costs and see

adjustments.

R = Print in Count Reference sequence.

C = Print in Category code sequence.

FPD/202 PHY - 37


Note: A Count Reference can be assigned to each Count record in the

Count Entry By Item program (PHY/CEI).

For All Items/Ref/Cat

Y = Print all item numbers/Count References/Category codes (depending

on which you selected) that have a Count record.

N = Specify the range of item numbers/Count References/Category

codes to print on the listing.

From Item/Ref/Cat

To Item/Ref/Cat

These fields are available only if N is entered in the For All

Items/Ref/Cat field.

Enter the range of item numbers/Count References/Category codes

(depending on which you selected) to include on the listing.

For All Adjuster

Y = Include the Count records counted by all adjusters.

N = Include only those Count records that were counted by specific

adjusters. The adjuster’s initials are recorded in the Counted By field in

the Count Entry By Item (PHY/CEI) and Count Entry By Location

(PHY/CEL) programs.

From

To

These fields are available only if N is entered in the For All Adjuster

field. Enter the range of adjuster’s initials that must be on a Count record

in order for its information to be included on the listing.

Select Print Option

1 = Print only errors, excluding items with freeze quantities of zero.

2 = Print only errors, including items with freeze quantities of zero.

3 = Print only errors, including those with freeze quantities not equal to

the counted quantities.

4 = Print all.


This field allows you to check your entries before printing the list.

Y = Run the report as specified.

N = Exit the program without printing the list.

PHY - 38 FPD/202


Sample Report

FPD/202 PHY - 39



RUN ID: LCI PHYSICAL INVENTORY COUNT INFORMATION 03/05/97

RUN BY: FAS WHSE: 01 BY ITEM NO 10:11:12 03/05/97

ITEM DATE BY COUNTED TOT-COUNT ON-HAND FREEZE ADJUST COMMENT

================================================================================================================================

/21NE040 03/05/97 FAS 15000 972467 972467 957467- 5170.32-

1/4-20 STD ZINC 105

1802 001 15000

1802 1802 ZZZZZ X00000 FLOOR 15000 972467 972467 957467-

--------------------------------------------------------------------------------------------------------------------------------

/21NE0420 03/05/97 FAS 150100 1150100 1150100 1000000- 3900.00-

1/4-20 STD ZINC 105 ### 06

1804 001 150100

1804 1804 ZZZZZ X00000 FLOOR 150100 150100 150100 0

*** 016497-03 / 001 3184 150100

9208 7744 LINKW 000987 FLOOR 0 1000000 1000000 1000000-# 06

*** 016497-03 / 001 3184 49900

--------------------------------------------------------------------------------------------------------------------------------

/21NE0428 03/05/97 FAS 300000 300900 300900 900- 258.10

1/4-28 STD ZINC 105 ### 06

1819 001 300000

1819 1819 ZZZZZ X00000 FLOOR 300000 1900 1900 298100

*** 023477-00 / 001 3490 1900

7477 6039 IPM 000606 FLOOR 0 299000 299000 299000-# 06

*** 023477-00 / 001 3490 48100

--------------------------------------------------------------------------------------------------------------------------------

/21NE048 03/05/97 FAS 430 200 200 230 1.28

1/4-28 STD ZINC 105

1814 001 430

1814 1814 ZZZZZ X00000 FLOOR 430 200 200 230

--------------------------------------------------------------------------------------------------------------------------------

/21NE0518 03/05/97 FAS 320100 2795900 2795900 2475800-

18717.05-/21NE0518 03/05/97 FAS 320100 2795900 2795900 2475800-

18717.05-

5/16-18 STD ZINC 105

1843 001 320100

1843 1843 ZZZZZ X00000 FLOOR 320100 2795900 2795900 2475800-

*** 023783-00 / 001 1850 10000

*** 024059-00 / 002 2674 6000

*** 024148-00 / 001 3812 12000

--------------------------------------------------------------------------------------------------------------------------------

/21NE0524 03/05/97 FAS 29800 211500 211500 181700- 967.48-

5/16-24 STD ZINC 105

1850 001 15500

1850 1850 ZZZZZ X00000 FLOOR 15500 16500 16500 1000-

*** 023635-00 / 001 4364 3000

9209 001 10000

9209 002 4300

9209 7745 LINKW 000987 FLOOR 14300 195000 195000 180700-

--------------------------------------------------------------------------------------------------------------------------------

/21NE054 03/05/97 FAS 300000 305300 305300 5300- 42.19-

1847 001 300000

1847 1847 ZZZZZ X00000 FLOOR 300000 305300 305300 5300-

--------------------------------------------------------------------------------------------------------------------------------

Count Update (PHY/PCU)

The Count Update program is used to adjust the warehouse on-hand balance

(IM/MAI, second screen), based on the quantities recorded in the Count records.

The frozen quantity is compared to the total count quantity, and the adjustment is

made accordingly. Once the item’s on-hand quantity is adjusted, the item is

automatically unfrozen. However, this program does not delete the Count

records, it simply flags them as “already updated.” The Count records still exist,

but if Count Update is run twice, the records will not be updated a second time.

Do not run this program until all counts have been entered. A Count record

without a count quantity is treated as if the count quantity is zero.

The following files and programs are affected when Count Update is run:

• Item Master File (IM/MAI)

• Location Master File (TAG/SLM)

• Inventory Adjustment File (IM/ADJ)

• Tag Record File (TAG/TMA)

• Physical Inventory Count File

• Fiscal Audit Register File (PHY/LAR)


PHY - 40 FPD/202

COUNT UPDATE (PHY/PCU)

Field Explanation

Warehouse

Enter the warehouse number to update with the Count records. The

frozen quantities of the items are compared to the total count quantity

and an adjustment is made accordingly.

DO YOU WANT TO CONTINUE? (Y/N)

Y = Adjust the on-hand balance in the specified warehouse.

N = Exit the program without adjusting the quantities.

FPD/202 PHY - 41

COUNT UPDATE (PHY/PCU)

List Updated Information (PHY/LUI)

The List Updated Information program is used to print information from Count

records that have been updated through Count Update (PHY/PCU), with or

without deleting the Count records. Count records must be deleted as the final

step in a physical inventory/cycle count.

The report generated is an important piece of the audit trail in your Physical

Inventory or Cycle Count process.


Field Explanation

Whse

Enter the warehouse number from which to print the Count record

information.

To exit the program, leave this field blank and press SKIP.

By (I)tem/(L)oc

Enter the sequence in which to print the list.

I = Print the information by item number.

L = Print the information by location.

Note: The Location option is available only if you are using the Tagging

System and Warehouse Control Specifications (SYS/WCS) is set to

validate locations and freeze Tags.

PHY - 42 FPD/202

LIST UPDATED INFORMATION (PHY/LUI)

For all Items/Loc

This field refers only to items and locations with Count records.

Y = Print the Count record information for all items/locations (depending

on which option you selected).

N = Print the Count record information for a specific range of items or

locations.

From Item/Loc

To Item/Loc

These fields are available only if N is entered in the previous field.

Enter the range of item numbers or locations (depending on which option

you selected) for which to include on the report.

Bypass items with no count and zero frozen quantity? (Y/N)

Y = Exclude Count records with zero count calculated because no count

quantity was entered (Count records with zero count calculated because

zero was entered as the count quantity are not excluded). See the Count

Entry programs (PHY/CEI and PHY/CEL) for additional information.

N = Include all updated Count records.



N = Exit the program without printing the Count record information.

Is This The Final Copy? (Y/N)

Y = Delete updated Counted Records.

N = Leave updated Count records in the Physical Inventory File.

Updated Count records are deleted only through this program and the

Unfreeze program (PHY/UNF).

FPD/202 PHY - 43


Sample Report

PHY - 44 FPD/202



RUN ID: LUI PHYSICAL INVENTORY UPDATE INFORMATION 03/05/97

RUN BY: FAS WHSE: 01 BY ITEM NO. 10:30:10 03/05/97

ITEM COUNTED ONHAND FREEZE ADJUSTED UM OLD COST OLD EXT. NEW COST NEW EXT.

================================================================================================================================

/21NE040 15000 15000 972467 957467- M 5170.32- 0.00

1/4-20 STD ZINC 105 AQA

1802 ZZZZZ X00000 FLOOR 15000 15000 972467 957467- 5.40 5170.32- 5.40 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0420 150100 150100 1150100 1000000- M 3900.00- 0.00

1/4-20 STD ZINC 105 AQN

1804 ZZZZZ X00000 FLOOR 150100 150100 150100 0 0.00 0.00 0.00 0.00

9208 LINKW 000987 FLOOR 0 49900 1000000 1000000- 3.90 3900.00- 3.90 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0428 300000 300000 300900 900- M 258.10 0.00

1/4-28 STD ZINC 105 ARJ

1819 ZZZZZ X00000 FLOOR 300000 251900 1900 298100 5.58 1663.40 5.58 0.00

7477 IPM 000606 FLOOR 0 48100 299000 299000- 4.70 1405.30- 4.84 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE048 430 430 200 230 M 1.28 0.00

1/4-28 STD ZINC 105 AQW

1814 ZZZZZ X00000 FLOOR 430 430 200 230 5.58 1.28 5.58 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0518 320100 320100 2795900 2475800- M 18717.05- 0.00

5/16-18 STD ZINC 105 ASC

1843 ZZZZZ X00000 FLOOR 320100 320100 2795900 2475800- 7.56 18717.05- 7.56 0.00

--------------------------------------------------------------------------------------------------------------------------------

//21NE0524 29800 29800 211500 181700- M 967.48- 0.00

5/16-24 STD ZINC 105 ASV

1850 ZZZZZ X00000 FLOOR 15500 15500 16500 1000- 7.96 7.96- 7.96 0.00

9209 LINKW 000987 FLOOR 14300 14300 195000 180700- 5.31 959.52- 5.31 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE054 300000 300000 305300 5300- M 42.19- 0.00

5/16-24 STD ZINC 105 ASK

1847 ZZZZZ X00000 FLOOR 300000 300000 305300 5300- 7.96 42.19- 7.96 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE058 0 0 158000 158000- M 1194.48- 0.00

5/16-18 STD ZINC 105 ARR

1833 ZZZZZ X00000 FLOOR 0 0 158000 158000- 7.56 1194.48- 7.56 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0616 0 0 1141418 1141418- M 13251.53- 0.00

3/8-16 STD ZINC 105 ATO

4608 JC 000086 FLOOR 0 43282 1108200 1108200- 11.61 12866.20- 11.61 0.00

5835 JC 000086 FLOOR 0 33218 33218 33218- 11.60 385.33- 11.60 0.00

--------------------------------------------------------------------------------------------------------------------------------

/

--------------------------------------------------------------------------------------------------------------------------------

TOTAL OLD ADJUSTED COST ( POSITIVE ) : 259.38 TOTAL NEW ADJUSTED COST ( POSITIVE ) : 0.00

TOTAL OLD ADJUSTED COST ( POSITIVE ) : 259.38 TOTAL NEW ADJUSTED COST ( POSITIVE ) : 0.00

TOTAL OLD ADJUSTED COST ( NEGATIVE ) : 172993.68- TOTAL NEW ADJUSTED COST ( NEGATIVE ) : 0.00

TOTAL OLD ADJUSTED COST ( NEGATIVE ) : 172993.68- TOTAL NEW ADJUSTED COST ( NEGATIVE ) : 0.00

--------------------------------------------------------------------------------------------------------------------------------

TOTAL OLD ADJUSTED COST : 172734.30- TOTAL NEW ADJUSTED COST : 0.00

TOTAL OLD ADJUSTED COST : 172734.30- TOTAL NEW ADJUSTED COST : 0.00

List Audit Register Information

(PHY/LAR)

The List Audit Register Information program is used to print Count record

information from those Records that have been updated throughout the year (or

since the last time this register was cleared). The System Master File (SYS/WCS)

must be flagged to update the Fiscal Audit File in order for this register to be

available.

The Fiscal Audit File is cleared by signing on to the last day of your fiscal year,

printing this register, and selecting the Final Copy option. The Fiscal Audit File

uses a lot of system space and may be inappropriate or unnecessary. Check with

a Faspac Customer Support Representative prior to setting this flag in the System

Master File.


Field Explanation

Whse

Enter the warehouse number from which to print the count information.

To exit the program, leave this field blank and press SKIP.

FPD/202 PHY - 45

LIST AUDIT REGISTER INFORMATION (PHY/LAR)

By (I)tem/(L)oc

Enter the sequence in which to print the count information.

I = Print the information in item number sequence.

L = Print the information in location sequence.

Note: The Location option is available only if your are using the Tagging

System and the Warehouse Control Specifications program (SYS/WCS)

is set to validate locations and freeze Tags.

For All Items/Loc

Y = Print the count information for all Count records that have been

updated throughout the year (or since the last time this register was

cleared).

N = Print the count information for a specific range of items or locations.

From Items/Loc

To Items/Loc


Enter the range of item numbers or locations (depending on which option

you selected) to include on the report.

For All Date

The date referred to in this field is the date the Count records were

updated through Count Update (PHY/PCU). The date you are signed on

to when PCU is run is considered to be the date the Record is updated.

Y = Print the count information for all specified Count records,

regardless of the date they were updated.

N = Print the count information only for those Records that were updated

during a specific time.

From Date

To Date


Enter the range of dates to include on the report, using the valid date

format (MMDDYY or MMDDYYYY).

Bypass items with no count and zero frozen quantity? (Y/N)

Y = Exclude Count records with zero count calculated because no count

quantity was entered (Count records with zero count calculated because

zero was entered as the count quantity are not excluded). See the Count

Entry programs (PHY/CEI and PHY/CEL) for additional information.

N = Include all updated Count records.

PHY - 46 FPD/202




N = Exit the program without printing the Count record information.

Is This The Final Copy? (Y/N)

This field is displayed only if signed on to the last day of your fiscal

year.

Y = Clear the Fiscal Audit File.

N = Do not clear the Fiscal Audit File so that it can be reprinted.

Sample Register

FPD/202 PHY - 47



RUN ID: LAR PHYSICAL INVENTORY AUDIT REGISTER 03/05/97

RUN BY: FAS WHSE: 01 BY ITEM NO 10:42:21 03/05/97

ITEM COUNT TOT COUNT FREEZE ADJUSTED UM OLD COST OLD EXT. NEW COST NEW EXT.

================================================================================================================================

/21NE040 10000 15000 5000- M 27.00- 0.00

/21NE040 10000 15000 5000- M 27.00- 0.00

1/4-20 STD ZINC

1802 03/05/97 001 10000

1802 ZZZZZ X00000 10000 15000 5000- 5.40 27.00- 5.40 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0420 150100 150100 0 M 9.77 0.00

/21NE0420 150100 150100 0 M 9.77 0.00

1/4-20 STD ZINC

1804 03/05/97 001 150100

1804 ZZZZZ X00000 150100 150100 0 5.40 0.00 0.00 0.00

9208 03/05/97 001 0

9208 LINKW 000987 0 49900 49900- 3.90 194.61- 5.33 0.00

10549 03/05/97 001 0

10549 BHADJ BHADJ 0 49900- 49900 4.09 204.38 5.33 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0428 10000 300000 290000- M 1601.67- 0.00

/21NE0428 10000 300000 290000- M 1601.67- 0.00

1/4-28 STD ZINC

1819 03/05/97 001 0

1819 ZZZZZ X00000 0 251900 251900- 5.58 1405.60- 5.57 0.00

7477 03/05/97 001 0

7477 IPM 000606 0 48100 48100- 4.70 226.07- 4.70 0.00

10564 03/05/97 001 10000

10564 C00000 10000 0 10000 3.00 30.00 3.00 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE048 200 430 230- M 1.28- 0.00

/21NE048 200 430 230- M 1.28- 0.00

1/4-28 STD ZINC

1814 03/05/97 001 200

1814 ZZZZZ X00000 200 430 230- 5.58 1.28- 5.58 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0518 320100 320100 0 M 0.00 0.00

/21NE0518 320100 320100 0 M 0.00 0.00

5/16-18 STD ZINC

1843 03/05/97 001 320100

1843 ZZZZZ X00000 320100 320100 0 7.56 0.00 0.00 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE0524 15000 29800 14800- M 79.91- 0.00

/21NE0524 15000 29800 14800- M 79.91- 0.00

5/16-24 STD ZINC

1850 03/05/97 001 15000

1850 ZZZZZ X00000 15000 15500 500- 7.96 3.98- 7.96 0.00

9209 03/05/97 001 0

9209 LINKW 000987 0 14300 14300- 5.31 75.93- 5.31 0.00

--------------------------------------------------------------------------------------------------------------------------------

/21NE054 300000 300000 0 M 0.00 0.00

/21NE054 300000 300000 0 M 0.00 0.00

5/16-24 STD ZINC

1847 03/05/97 001 300000

--------------------------------------------------------------------------------------------------------------------------------

Unfreeze (PHY/UNF)

The Unfreeze program is used to unfreeze frozen items and locations. When an

item or location is unfrozen the Count records are deleted if they have not been

processed through the Count Update and List Counted Information programs

(PHY/PCU, PHY/LCI).

Items are sometimes frozen in order to print worksheets and/or cards, either in

preparation of a Physical Inventory or Cycle Count or for some other reason.

Their Count records should eventually be deleted. All or a range of Count records

can be deleted based on items or locations in a specific warehouse. If you are

deleting a range of items, the range can be specified based on item number, item

short name, or Category code. If the Warehouse Control Specifications program

(SYS/WCS) is flagged to stop inventory transactions, these Count records must

be deleted.

To make certain that all of the Count records to be deleted are actually deleted, it

is best to select the same options as those that were selected in the Freeze

program (PHY/FRE) when the Freeze records were created.


PHY - 48 FPD/202

UNFREEZE (PHY/UNF)

Field Explanation

Whse

Enter the warehouse number in which to unfreeze the items.

To exit, leave this field blank and press SKIP.


Enter the method by which to unfreeze the records and delete the Count

records.

I = Select items by item number.

S = Select items by short name.

C = Select items by Category code.

L = Select items by location.

All Items/Locations

Y = Unfreeze all items/locations in the specified warehouse.

N = Unfreeze only those items/locations that fall into the range to be

specified.

From Item/Location

To Item/Location


field. The entries depend on the freeze sequence selected.

Enter the range of items to unfreeze, using the method selected (item

number, short name, Category code, or location).

All Materials

This field is not available if unfreezing in Location sequence.

Y = Unfreeze all specified items, regardless of their Material Code.

N = Unfreeze only those items that have a particular Material Code.

Only Material


Enter the Material Code that an item must have in order for it to be

unfrozen.

Leave this field blank to freeze only those items without a Material

Code.

All Finishes


Y = Unfreeze all specified items, regardless of their Finish code.

N = Unfreeze only those items that have a particular Finish code.

FPD/202 PHY - 49

UNFREEZE (PHY/UNF)

Only Finishes

This field is available only if N is entered in the All Finishes field.

Enter the Finish code that an item must have in order for it to be

unfrozen.

Leave this field blank to unfreeze only those items without a Finish code.

All Specials


Y = Unfreeze all specified items, regardless of their Special code.

N = Unfreeze only those items that have a particular Special code.

Only Specials


Enter the Special code that an item must have in order for it to be

unfrozen.

Leave this field blank to unfreeze only those items that do not have a

Special code.

All ABC Codes


Y = Unfreeze all specified items, regardless of their ABC Code.

N = Unfreeze only those items that have a particular ABC Code.

Only ABC Code

This field is available only if N is entered in the All ABC Codes field.

Enter the ABC Code that an item must have in order for it to be

unfrozen.


Y = Unfreeze the designated items and delete their Count records.

N = Exit the program without unfreezing any items or deleting any Count

records.

PHY - 50 FPD/202

UNFREEZE (PHY/UNF)

Card Print (PHY/PIC)

The Card Print program (PHY/PIC) is used to print sets of inventory cards, which

can be used as an alternative to the Physical Inventory Worksheet (PHY/PWS).

Inventory cards are printed for the items you select through the Standard

Inventory Report Options (not the Physical Inventory Count File). Freeze records

do not need to be created in order to print inventory cards, but they must be

created in order to record a physical inventory or cycle count.

Inventory cards are printed on standard 3 x 5 inch cards, in sets of two. Multiple

sets of two can also be specified. Generally, one card is kept as the control card

and the other card is attached to the inventory item so that the quantity can be

entered. When it is time to enter count quantities, the card is detached from the

inventory item and the count is entered. The control cards are used to determine

and locate missing cards.

You are given the option to include a heading and a number on each card. If the

numbering option is selected, all cards belonging to the same item are given the

same number. For example, if two sets of cards are printed, all four cards are

printed with same number for each item.

Inventory cards print on the printer assigned as the OTHER PRINTER.


The first screen in this program is the Standard Inventory Report Options. This

screen allows you to specify which items or type of items you want to print cards

for. Refer to the Introduction of the Inventory Management Reports section for

detailed field explanations on the Standard Inventory Report Options.

FPD/202 PHY - 51

CARD PRINT (PHY/PIC)

Entry/Inquiry Screen Two

Field Explanation

Print Blank Card? (Y/N)

Y = Cards do not include the FASPAC item number and description.

N = Cards include the FASPAC item number and description.

How Many?

This field is displayed only if you selected to print blank cards.

Enter the quantity of blank cards to print.

This field pertains to sets of two. For example, an entry of 2 in this field

produces four cards.

Once an entry is made in this field the cursor moves directly to the Enter

optional heading field.

Print If No Warehouse Record Found? (Y/N)

Y = Print cards for all items in the specified range.

N = Print cards only for items within the specified range and that are

active in the specified warehouse.

Print If No Warehouse Stock? (Y/N)

Y = Print cards only for items in the specified range with an on-hand

balance.

N = Print cards for all items in the specified range.

PHY - 52 FPD/202


Enter optional heading


Enter the heading that you want to print on each card.

If you do not want a heading to appear on the cards, leave this field

blank.

Enter Starting Card No.

This field is optional. If you want to number the cards, enter the number

with which to begin in this field.

All cards for the same item are given the same number. For example, if 2

sets of cards are printed, all four cards are printed with the same number

for each item.

If you do not want to number the cards, leave this field blank.

Continue? (Y/N)

Y = Print the cards as specified.

N = Exit the program without printing the cards.

Sample Inventory Cards

FPD/202 PHY - 53


- 1 -

PART # /21NE040

1/4-20 STD ZINC

QUANTITY_________________________

CARD # LOCATION

000500

- 2 -PART # /21NE040

1/4-20 STD ZINC

QUANTITY_________________________

CARD # LOCATION

000500

- 1 -PART # /21NE0420

1/4-20 STD ZINC

QUANTITY_________________________

PHY - 54 FPD/202


Documents

Physical Inventory Reference Manual - Epicor 2... · This document is the trade secret property of Faspac Systems ... valuation of inventory based on a physical count. ... Physical