Inventory Count Documents

Creating Inventory Count Sheet Documents

Physical inventory count is carried out at the warehouse/wareroom or bin level, depending on the selected storage type. During the process, you analyze valid storage settings as well as policies and actual demand for physical count.
Inventory count might be caused by both planned or unplanned cases. For instance, if errors are registered during warehouse transactions, the system will automatically include such storage bin in the list for physical count.

Reviewing Inventory Count Sheet Generation Settings

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select an advanced warehouse in the Warehouse field.
  3. Click Generate inventory count sheets.
  4. In the Create inventory count sheet form, click Customize automatic recount creation.
5. In the Settings of bin location warehouses form, click the Create inventory recount sheets tab.
6. Review the valid settings related to the scheduling of inventory recount sheets you're creating.
7. The system will automatically create and fill Inventory count sheets in accordance with the specified schedule.

Reviewing Scheduled Inventory Count Sheets

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select an advanced warehouse in the Warehouse field.
  3. Review the list of Inventory count sheets.
  4. Find the documents created automatically.

Creating Inventory Count Sheets Automatically

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select an advanced warehouse in the Warehouse field.
  3. Click Generate inventory count sheets.
  4. Select what to Add to recount jobs:
  • Select the storage bins with stock balance only option for the bins you want to process or other option depending on your case.
  • Select the all bins regardless of stock balance option to process all storage bins.
5. For other specific cases, select Apply selected conditions only and one of the following options:
  • Storage bins with registered picking (put-away) errors. If an error is registered during warehouse transactions, the system will automatically include such storage bin in the list for physical count.
  • Storage bins are due for counting. Documents will be created automatically in accordance with the inventory count sheet generation settings for the warehouse.
  • Storage bins with negative stock. The system will generate a count sheet for storage bins having accounting errors related to negative balance.
6. Set custom conditions for Storage zone, Storage area, various topology dimensions, Storage bin, Items.
7. Select the option to Divide jobs by Warehouse areas or Number of bins.
8. Click Create jobs.
The system will automatically create and fill Inventory count sheets in accordance with the specified schedule.

Creating Inventory Count Sheets Manually

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Click Create.
  3. In the Inventory count sheets document, click the Main tab.
  4. Select the Warehouse and Wareroom.
  5. Specify the Assignee.
6. On the Goods tab, open the Filter field and set the filters you need.
7. Click Fill in by filter. The system will automatically fill storage bins, items, and quantities in accordance with system records.
8. Review the information, especially Storage bins and Quantity.
9. Add new items, change, and delete the lines manually if it is required.
10. Set the Prepared status.
11. Post the document.

Conducting Physical Count

To ensure accurate inventory management, it is important for the company to conduct physical counts of their stock and reconcile any discrepancies. Prior to counting, storage locations are blocked and a list of items and quantities is printed based on system records. As the inventory is counted, the results are recorded and compared with the initial document.

Assigning Count Sheets

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select a warehouse in the Warehouse field.
  3. Select the In progress status in the Status field.
  4. Open the required Inventory count sheet document.
  5. On the Main tab, specify the Assignee for the inventory count you want to carry out.
  6. Select For goods surpluses and specify the default storage bin.
  7. Select For spoiled goods and specify the default storage bin.
  8. Select the Print book quantity checkbox.
  9. Set the In progress status and Post the Inventory count sheet. The system automatically blocks all the Storage bins specified in the Inventory count sheet in the In progress status.
  10. Check if the Lock storage bins checkbox is selected in the Inventory count sheet document on the Main tab.

Manual Block

  1. Go to Warehouse and delivery > Block storage bins.
  2. Click Create.
  3. Select a warehouse in the Warehouse field.
  4. In the Block storage bins document, click the Blocks tab.
  5. Add a new line and specify storage bins.
  6. Choose a warehouse transaction (Put-away, Picking, or Full) in the Block type column depending on your case.
  7. Post the document.
The system will not allow you to block a Storage bin manually if there are incomplete Put-away/Picking transactions.

Printing Count Documents

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select a warehouse in the Warehouse field.
  3. Select the required document and click Print.
  4. Choose available Print forms and print them out.

Performing Physical Count of Goods

  1. Take and review the print form of the Inventory count sheet.
  2. Conduct physical count of goods.
  3. If there are any spoied (damaged, unable to use, low-quality) goods, put them away to a separate storage bin you've specified in the Inventory count sheet.

Recording Counted Inventory Quantity

  1. Go to Warehouse and delivery > Inventory count sheets.
  2. Select a warehouse in the Warehouse field.
  3. Review the list of documents pending inventory count results.
  4. Set the Submitted status in the Status field.
  5. Open the required document and click the Goods tab.
  6. Enter the data from the Inventory count sheet paper into the Physical qty column:
  • Click Fill in actual quantity by records to fill it automatically with system records.
  • Correct them manually.
7. To record inventory quality changes:
  • Select the line and click Split line.
  • Enter the Quantity to split and click OK.
  • Select the line and click Change quality.
  • Select the existing item or click Create → Acceptable/Rejectable to create a new item with new quality.
8. Post the document.

Reviewing Stock Discrepancies

  1. In the Inventory count sheet document, click the Goods tab.
  2. Use one of the following methods to review the discrepancy:
  • Review the Variance column calculated automatically.
  • Open Reports → Stock discrepancies at the top and review the Shortage and Surpluses columns to check if the inventory count results are registered completely. You can generate this report for advanced warehouses only.

Unblocking Storage Bins

  1. In the Inventory count sheet document, click the Main tab.
  2. Set the Completed status. The system allows you to unblock Storage bins specified in the Inventory count sheet document and clears the Lock storage bins checkbox.
  3. Post the document.