Physical Inventory

Physical inventory worksheets, created via Print Outs > Physical Inventory Forms, create the master list of items to be counted. The worksheet is a "snapshot" of inventory as of a selected date (typically the current date). Worksheet criteria is established through the pre-filter and can be setup to include Locations, Lot, and Serial Numbers in the count. For best practice information, process steps, and information on validating, posting, and troubleshooting physical inventory worksheets, see Completing a Physical Inventory and Performing Cycle Counts.

Notes on performing inventory transactions during physical inventories

After creating a physical inventory or count sheet worksheet, no inventory transactions should take place for the group of items that are being counted. Note: If a full physical inventory is occurring for a Facility in Deacom, the "Prevent Inventory Transactions" flag on each Facility can be used to stop users from performing inventory transactions outside of the physical inventory. To further clarify this statement, consider the "Group By" field on the physical inventory pre-filter. This field contains three options: Part, Part/Location, and Part/Location/Lot/Serial. If the grouping is done by Part only, then strictly speaking, inventory transactions could still occur by Part since the Lot or Location is not specifically going to be included/considered in count or physical inventory. (HOWEVER, even if grouping by Part only, it is recommended that users should not continue to make inventory transactions for these Parts unless under the direction of Deacom staff members.) In the case of grouping by Part/Location or Part/Location/Lot/Serial, inventory transactions cannot occur for these Parts or Lots without causing inaccuracies which will cause insufficient inventory errors while posting. Therefore, the need to use the "Prevent Inventory Transactions" flag as stated previously becomes extremely crucial.

The "Prevent Inventory Transactions" flag also exists on an individual Part's Item Master Properties tab, Location Types, and Locations to allow for the more focused prevention of inventory transactions when required. As indicated previously, transactions that do not involve inventory movement can still occur in the system. In addition, the security setting "Inventory -- Physical inventory without prevent transactions" is available. This setting prevents users from generating a physical inventory worksheet that involves Lots whose Facility, Location, Location Type, and Part are not flagged to "Prevent Inventory Transactions". If any Lot does not meet the criteria, the system will display a list showing all of the offensive Lots. If the user has the security setting mentioned here set to "Yes", the system will display a prompt asking if they want to continue anyway. If the security is set to "No", the system will abort the process. This security applies to both worksheets and count sheets.

Note: Version 16.05.118 and higher introduces the "Automatically Prevent Included Item Transactions" field on the Physical Inventory Forms form. If checked, this prevents users from performing inventory transactions on all items, or facility-specific items, if a Facility is indicated on the form when performing a physical inventory or cycle count. The field allows companies to more quickly prevent inventory transactions then using the alternative option of checking the "Prevent Inventory Transaction" flag on the item master record, either individually, or via the Price Updates Excel feature.

Adding Facility-specific item information to Physical Inventory Forms

Deacom Item Master records contain a Facility tab where Item Master information specific to certain Facilities may be specified. The "Facilities" tab allows a user to manage inventory in multiple Facilities using what is called Facility Part Cross References. The cross reference contains three tabs which store general Item information such as the Item's default Location, reorder points, and default purchasing and sales quantities, as well as cost and pricing information that is used in situations where the item is produced or sold in the specified Facility. This Facility-specific information may be added to the Edit Count Sheet (countadd), Count Sheet Lines (countmain2), and Edit Worksheet (physadd) grids. Additional information on modifying grids is available via Configuring Grid Layouts and Automated Reports.

Counting Quarantine inventory

In versions 15.03.028 and below, the process of generating a Physical Inventory Worksheet does not allow for the combination of the Inventory and Quarantine segments, meaning quarantined inventory MUST be put on its own Physical Inventory Worksheet. This means that unless Quarantined material is always isolated from regular Inventory, it must be physically tagged in a way that visually informs the user that the pallet they are looking at is in quarantine. This poses a potential user error: During the Physical Inventory Process, if a user scans a quarantined Lot into a Physical Inventory Worksheet targeting the "View" of "Inventory", Deacom will count that lot in as a new, found lot, and will adjust it into good, usable inventory. This not only causes a doubling of that particular lot but could also result in a quarantined lot being consumed through production or sales without the user being aware that the lot is quarantined. This is resolved in versions 15.03.029 and above, where the "View" field on the Physical Inventory Forms pre-filter offers include/exclude pick lists for each segment (Inventory, Quarantine, Reserved, Special Order, Staged, WIP). For full process information on performing physical inventories, refer to Completing a Physical Inventory.

System Navigation

Inventory > Physical Inventory

Physical Inventory pre-filter

Button/Field	Description
View	If clicked, generates the selected report.
Modify	If clicked, opens Edit Worksheet form for the "Worksheet" selected.
Report Type	Pick list used to select the kind of report to generate. Options are: Last Completed - Displays all Parts from any completed worksheets and the most recent completed/counted date. This report will only show completed worksheets. Worksheet Detail - Displays all count lines, their created and completed dates, and associated Facility. Worksheet Summary - Displays and groups all Physical Inventory Worksheets, their created and completed dates, and associated Facility.
Display	Pick list used to determine which worksheets should be included. Options are: All, Completed, Inactive, Open.
Date Based On	Pick list used to order information based on either the completed or created date of the worksheet.
Start/End Date	Used in conjunction with the "Date Based On" selection to filter information for only the dates specified.
Worksheet	Search field used to select a specific Physical Inventory Worksheet for display.
Group By	Pick list used to filter for forms based on how the information is grouped. Options are: Part Part/Location Part/Location/Lot/Serial
Facility Group	Filters forms based on their assigned Facility Group.
Facility	Filters forms based on their assigned Facility.
Location Type	Filters forms based on their assigned Location Type
Location	Filters forms based on their assigned Location.
Zone	Filters forms based on their assigned Zone.
Part Number	Filters forms based on those that contain Lots for the selected Part Number.
Part Starts With	Filters forms based on those that contain Lots for Parts that begin with the inputted string.
Item Type	Pick list used to filter forms based on those that contain Parts belonging to the selected item type(s). Definitions of each type are available in the "Item Type" field description of the General 1 tab section of the Item Master Encyclopedia page.
Category	Filters forms based on those that contain Lots for Parts that have the selected Category on their Item Master General 1 tab.
Sub-Category	Filters forms based on those that contain Lots for Parts that have the selected Sub-Category on their Item Master General 1 tab.
Item Planner	Filters forms based on those that contain Parts that have the selected Item Planner on their Master General 1 tab.
Inventory Acct	Filters forms based on those that contain Parts that have the selected inventory account on their Item Master Accounts tab.
Item Search 1-5	Filters forms based on those that contain Parts that have the selected Item Search 1-5 options on their Item Master User Fields tab.

Physical Inventory report

Button	Description
Modify	Opens the Edit Worksheet form for the Worksheet selected.
Print Worksheet	Opens the Copies to Print form and prints the selected Physical Inventory form.
Count Sheets	Opens the Count Sheets form, which displays a list of all count sheets used for the selected record.
Count Sheet Lines	Opens the Count Sheets form, which displays a list of all count sheet lines used for the selected record.

Edit Worksheet form

Opened via the "Modify" button on the Physical Inventory report

Button/Field/Flag	Description
Add	Opens the Edit Worksheet Item form, which is used to add lines to the selected worksheet.
Modify	Opens the Edit Worksheet Item form, which is used to modify the selected worksheet line.
Set Adjust To	Sets the value in the "Adjust To" column to match the value in the "Count" column of the line selected.
Update Costs	Updates the costs of Parts for all lines displayed.
View Counts	Opens the Count Sheets form, which displays a list of all count sheets used for the selected record.
Post Changes	Posts the results of the count as they are listed. Beginning in version 17.01.098, the system will display a prompt listing all items requiring a facility entry (facility cross reference part). The prompt will list the facility or facilitates and all appropriate Deacom item numbers. This replaces the previous behavior where the system would list each item/facility combination individually, requiring the user to address the missing entry one at a time in order to post changes.
Worksheet Name	The worksheet name as indicated when creating the worksheet via Print Outs > Physical Inventory Forms. The name in field can be modified as necessary.
Post On	Indicates the date the inventory will be posted. This date is carried over from the ‘Quantity As Of’ field when generating the worksheet. This is also the date the GL posting will be made for the inventory and adjustment amounts.
Facility	The Facility to which the inventory changes will be posted. The value in this field is provided by the Facility specified when creating the worksheet via Print Outs > Physical Inventory Forms.
Adjustment Account	Optional. Indicates the account that will be debited or credited, depending if the quantity being adjusted is positive or negative, for the value of the adjustment amount. If this field is left blank the system will use the Inventory Adjustments account from the Item Master of each part being adjusted.
Active	Indicates if the worksheet is active. Only active worksheets can be posted in the system.
Allow Inventory Transactions	Removes the lock on items/inventory included in the physical inventory worksheet at the completion of the physical inventory, thus allowing the items/inventory to be used for transactions throughout the system. This field works in conjunction with lock set on items/facility items set via the "Automatically Prevent Included Items Transactions" flag when creating physical inventory worksheets via Print Outs > Physical Inventory forms. This field is checked (set to True) by default. Added in version 17.01.110. When posting a physical inventory and this field is checked, the system perform the following actions in order: Check to see if the worksheet is facility specific (meaning a Facility is specified on the worksheet form). If yes, for all items that are included in this worksheet that have an Item Facility record for the Facility specified, uncheck the "Prevent Inventory Transactions" field on those Item Facility records. If the item(s) do not have an Item Facility record for the matching facility, the system will uncheck the "Prevent Inventory Transactions" field (located on the Properties tab of the Item Master record) for these records. If no Facility is specified on the worksheet, the system will uncheck the "Prevent Inventory Transactions" field on the Properties tab of all Item Master records included in the worksheet.

Note: Beginning in version 16.05.031, when applying a filter or advanced filter to this form, and the "Set Adjust To" button is selected, the adjustment only applies to those records that were filtered.

Edit Worksheet Item form

Opened via the "Add" or "Modify" buttons on the Edit Worksheet form.

Field	Description
Sequence	Displays the line number of the selected worksheet item.
Part Number	Indicates the Deacom Part Number.
On Hand	Displays the on hand amount of the Part.
Count	Displays the count amount.
Adjust To	Indicates the amount to which the on hand value should be adjusted based on the count.
Unit Variance	Displays the variance between the "On Hand" and "Adjust To" fields.
Original Cost	Displays the original cost of the Lots.
Cost Based On	Pick list used to determine how cost variance is determined. Options are: Average - As listed in the "Average Cost" field of the Part's Item Master Costs 2 tab. Last - As listed in the "Last Cost" field of the Part's Item Master Costs 2 tab. Lot Standard - As listed in the "Acct. Std. Total" field of the Part's Item Master Costs tab. User-Specified
New Cost	Displays the new cost per based on the values in the "Adjust To" field and "Cost Based On" selection.
Dollar Variance	Displays the extended cost for all Lots. Calculated as "New Cost" multiplied by "Unit Variance".
Lot	Defines the User Lot number that was counted.
System Lot	Defines the System Lot number that was counted.
Current Location Type	Displays the Location Type in which the Lot currently resides.
Current Location	Displays the Location in which the Lot currently resides.
New Facility	Displays the Facility in which the Lot will reside.
New Location Type	Indicates the Location Typein which the Lot will reside.
New Location	Indicates the Location in which the Lot will reside.
Catch Weight	Defines the Catch Weight value for the counted Lot/Part.
Serial Number	Defines the Serial Number for the selected Lot/Part.
Attribute 1-3	Displays the attributes for the Lot. Captions for these fields are defined via System > Maintenance > Captions.
Density	Displays the density of the Lot as defined in the Part's Item Master Calcs tab.
Type	Pick list used to determine what inventory segment(s) the Lot is a part of. Definitions of each segment are available in the "View" field description of the Inventory Reporting Encyclopedia page.
Sales Order	Displays the Sales Order number associated with the Lot.
Lot Date	Indicates the Lot date for the inventory being added or removed from the system. Useful mainly when adding new or "found" lots to the system. When counting or modifying the quantities for existing lots, this date would not normally be changed. If adding a Lot, the date added or scanned into this field sets the new lot date for this inventory. If the Lot is being removed as a result of the Physical Inventory, the system will use the date in this field to look for an existing lot with the same date. If adding or removing to an existing Lot and the Lot is specified on this form, the system will default the Lot date found for that Lot in this field. User may adjust as necessary. Note: This date is used in determining the expiration date for the lot.
Expiration Date	Indicates the expiration date for the item/lot being added to inventory. In Deacom, the expiration date is used to calculate shelf life. If the item's "Require Expiration Date" property is set to true, this field is required. Introduced in version 16.06.023. This inclusion of this field supports situations when a "found" lot is entered and the "Require Expiration Date" flag is checked. In this situation the system is looking for the shelf life that is stored for the item/lot and but the item obviously will not have one. Two possible reasons why items might not contain a shelf life are: Raw materials have a variable shelf life so users enter the expiration date provided by the vendor when receiving the lot. Finished Goods items propagate their expiration date from the sub-assemblies so they do not need a shelf life. Notes: When count sheets are added into a physical inventory worksheet, the system will set the expiration date for the item on the worksheet (p2_expires) to the same date in the count sheets item expiration field (c2_expires). When posting a physical inventory worksheet, the expiration date for the item on the worksheet (p2_expires) will be set as the lot expiration date (fi_expires) for any new or updated lots. Added to the Physical Inventory New WMS form. This field will auto-populate when scanning in a system lot. An error message will display if this field is left blank and is required.

Count Sheets form

Opened via the "Count Sheets" or "Count Sheet Lines" buttons on the Physical Inventory report, the Count Sheets form displays all configured count sheets. Clicking the "Add" or "Modify" buttons opens the Edit Count Sheet form.

Edit Count Sheet form

Opened via the "Add" or "Modify" buttons on the Count Sheets form, the Edit Count Sheet form is used to name the sheet, flag as active, and manage sheet lines using the "Add", "Modify", and "Delete" buttons. Users may also import a count sheet using the "Import Excel" button.

Note: Beginning in version 17.01.159, the prompts when importing count sheets were improved to provide users with better instructions when an import fails due to formatting issues, helping them to resolve the problem more efficiently.

Edit Count Sheet Line form

Opened via the "Add" or "Modify" buttons on the Edit Count Sheet form.

Field	Description
Line Number	Displays the line number of the selected count sheet.
Part Number	Indicates the Deacom Part Number.
Count Unit	Displays the Unit in which the selected Part is counted as defined on the Part's Item Master Units tab.
Stock Unit	Displays the Unit in which the selected Part is stocked and issued to Jobs as defined on the Part's Item Master header.
Quantity	Indicates the appropriate count quantity in the "Unit of Measure" selected.
Unit Of Measure	Indicates the Unit of Measure for the Lot being added on the count sheet. The Unit of Measure in this field may be different than that in the "Count Unit" or "Stock Unit" fields depending on how the Lot is disposed in the warehouse. Example: If Part "A" was at one point stocked and counted as cases but is now stocked and counted as eaches, the UOM for a Lot that was placed in inventory prior to the change may be cases. The units of measure available for selection in this field can be restricted, on a per item basis, via the "Restricted Count Unit" flag on the Edit Unit form of the Item Master record.
System Lot	Indicates the System Lot number that was counted. May be scanned in or entered manually. When performing a physical inventory and scanning a barcode with a system lot and no part number, Deacom will find the part number based on the system lot.
Location Type	Indicates the Location Type for the selected/counted Lot.
Location	Indicates the Location for the selected/counted Lot.
Lot	Defines the User Lot number that was counted. May be scanned in or entered manually.
Container	Specifies the Container identifier/number of the Part.
Serial	Defines the Serial Number for the selected Lot/Part.
Catch Weight	Defines the Catch Weight value for the counted Lot/Part.
Attribute 1-3	Indicates the lot attributes.
Container Unit	Indicates the Unit in which a container of this Part is stored.
Container Size	Indicates the appropriate count quantity in the "Container Unit" selected.
Lot Date	Indicates the Lot date for the inventory being added or removed from the system. Useful mainly when adding new or "found" lots to the system. When counting or modifying the quantities for existing lots, this date would not normally be changed. If adding a Lot, the date added or scanned into this field sets the new lot date for this inventory. If the Lot is being removed as a result of the Physical Inventory, the system will use the date in this field to look for an existing lot with the same date. If adding or removing to an existing Lot and the Lot is specified on this form, the system will default the Lot date found for that Lot in this field. User may adjust as necessary. Note: This date is used in determining the expiration date for the lot.
Expiration Date	Indicates the expiration date for the item/lot being added to inventory. In Deacom, the expiration date is used to calculate shelf life. If the item's "Require Expiration Date" property is set to true, this field is required. Introduced in version 16.06.023. This inclusion of this field supports situations when a "found" lot is entered and the "Require Expiration Date" flag is checked. In this situation the system is looking for the shelf life that is stored for the item/lot and but the item obviously will not have one. Two possible reasons why items might not contain a shelf life are: Raw materials have a variable shelf life so users enter the expiration date provided by the vendor when receiving the lot. Finished Goods items propagate their expiration date from the sub-assemblies so they do not need a shelf life. Notes: When count sheets are added into a physical inventory worksheet, the system will set the expiration date for the item on the worksheet (p2_expires) to the same date in the count sheets item expiration field (c2_expires). When posting a physical inventory worksheet, the expiration date for the item on the worksheet (p2_expires) will be set as the lot expiration date (fi_expires) for any new or updated lots.