Physical Inventory Forms

The Print Physical Inventory Forms pre-filter is used to generate cycle count and physical inventory forms. Physical Inventory Worksheets 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). Worksheets can be setup to include Locations, Lots, and Serial Numbers in the count, the criteria for which is established through the pre-filter.

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, it is recommended that even if grouping by Part only, users should not continue to make inventory transactions for these Parts unless under the direction of Deacom.) 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.

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.

Counting Quarantine inventory

The include/exclude pick lists, on the pre-filter, for each segment (Inventory, Quarantine, Reserved, Staged, WIP), allow companies more control on which type of inventory may be counted. For example, Inventory and Quarantine segments can be counted togather.

Note: Users can Group By container number when generating physical inventory worksheets.

System Navigation

Print Outs > Physical Inventory Forms

Physical Inventory Forms pre-filter

All pre-filters are available for use when running a "Report Type" of "Physical Inventory". However, if this filter is switched to "Cycle Count", the "Print Inactive Items" and "Show Zero Quantity Items" fields are automatically configured and disabled due to the nature of how cycle counts are conducted in Deacom. Note: When generating a "Report Type" of "Cycle Count", the system will still generate a random group of Parts to count, but users can further filter down the group using the various fields on the pre-filter form.

Button/Field/Flag	Description
Print	If clicked, prints the worksheet only; does not create a saved inventory worksheet for posting against. The report printed can be edited via Print Outs > Maintenance > Report Layouts using the record "invform".
Export & Print	If clicked, prints the worksheet and creates the final physical inventory worksheet for posting purposes. If the counts are being performed via WMS, users may click "Exit" from the Print form so that the physical inventory worksheet does not print.
Report Type	Pick list used to determine the type of count that will be completed. Options are: Cycle Count - A count of a pre-determined set of inventory that occurs in regular intervals that are typically performed weekly or monthly. Physical Inventory - A count of a user-defined set of inventory that typically occurs yearly. The difference between the two methods is that items included in cycle count worksheets are determined by the "ABC" code defined on the Item Master General 1 tab whereas physical inventory worksheets are setup manually by the user through this pre-filter. The process for doing the counts is the same once the worksheet is setup.
Item Type	Pick list used to determine what item type(s) will be included in the worksheet created. Definitions of each type are available in the "Item Type" field description of the General 1 tab section of the Item Master page.
Part Number	Filters the worksheet to include only Lots of the Part Number selected.
Part Starts With	Filters the worksheet to include only Lots of Part Numbers that begin with the inputted string.
Category	Filters the worksheet to include only Lots of Parts that have this Category selected on their Item Master General 1 tab.
Sub-Category	Filters the worksheet to include only Lots of Parts that have this Sub-Category selected on their Item Master General 1 tab.
Item Planner	Filters the worksheet to include only Lots of Parts that have this Item Planner selected on their Item Master General 1 tab. When generating a worksheet, if the user generating the worksheet is Item Planner restricted, the system will only include items that match the current user's restriction.
Inventory Account	Filters the worksheet to include only Lots of Parts that have this account selected on their Item Master Accounts tab.
Item Search 1-5	Filters the worksheet to include only Lots of Parts that have these Item Search 1-5 selections assigned on their Item Master User Fields tab.
Inventory-Quarantine-Reserved-Staged-WIP	Pick lists used to determine if these inventory segment(s) will be included in the worksheet created. Definitions of each segment are available in the "View" field description of the Inventory Reporting page. Be sure to consider Lots in stages such as WIP, QC, and Reserved when setting up worksheets. If a full physical inventory is being completed, Lots in the WIP, QC, and Reserved stages should either be counted through their own physical inventory worksheet or moved out of these stages prior to the count.
ABC	Pick list used to filter the worksheet to include only Lots of Parts that have this "ABC" ranking selected on their Item Master General 1 tab.
QC Status	Pick list used to filter the worksheet to include only Lots that are in the selected QC status. Definitions of each segment are available in the "QC Status" field description of the Inventory Reporting page.
Serialized	Pick list used to determine if the worksheet should include Parts flagged as serialized on their Item Master Properties tab.
Facility	Filters the worksheet to include only Lots housed in the selected Facility. When generating a "Report Type" of "Cycle Count", the system will still generate a random group of Parts, but the Parts will all be in the same Facility, if one is selected in this field. The system does not require a Facility when creating a physical worksheet. The system's Facility specific logic is set so that it will post to the Facility corresponding to each involved Lot's location.
Facility Group	Filters the worksheet to include only Lots housed in Facilities that belong to the selected Facility Group. When generating a "Report Type" of "Cycle Count", the system will still generate a random group of Parts, but the Parts will all be in the same Facility Group, if one is selected in this field.
Location Type	Filters the worksheet to include only Lots housed in Locations that belong to the selected Location Type. When generating a "Report Type" of "Cycle Count", the system will still generate a random group of Parts, but the Parts will all be in the same Location Type, if one is selected in this field.
Location	Filters the worksheet to include only Lots housed in the selected Location. When generating a "Report Type" of "Cycle Count", the system will still generate a random group of Parts, but the Parts will all be in the same Location, if one is selected in this field.
Zone	Filters the worksheet to include only Lots housed in Facilities that belong to the selected Zone.
Quantity As Of	Determines the date that the inventory snapshot for the selected group of Items will be taken and sets the date that the general ledger postings for the inventory adjustments will occur. Physical inventory worksheets can only be created for the current or past dates. A prompt will appear if the user tries to print the worksheet and the "Quantity As Of" date is greater than the current date.
Copies to Print	Determines the number of printed copies of the worksheet that will be generated.
Group By	Pick list used to determine how information will be grouped on the worksheet. Options are: Part Part/Location Part/Location/Lot/Serial - Select this option if the count is to be completed by User Lot. If it is not selected, the worksheet will not display User Lots.
First-Third Sort	Pick lists used to determine the order in which information will be sorted on the worksheet. Options are: Description Location Lot Number Part Number Quantity
Lot Required	Pick list used to determine if Lot-controlled Parts should be included or excluded on the physical inventory worksheet. Parts are deemed Lot-controlled via the "Require Lot Control When Relieving" and "Require User Lot On Receipt" flags on the Item Master Properties tab. Lot control may be enforced specifically for Facility Items. Options are: All - Does not apply a filter. Exclude - Excludes all items where either of the two flags are set. Include - Includes items where one of the two flags are set.
Lot Attributes	Option to group by lot attributes on physical inventory worksheets. Attributes can be added to count sheets lines in order to set/update a lot's attributes. The count sheet will also link to the physical inventory items based on the attribute fields and create/modify the inventory accordingly.
Lot Date	Option to group by lot date on physical inventory worksheets. Lot dates can be added to count sheet lines in order to set/update a lot's date.
Containers	Users can Group By container number when generating physical inventory worksheets. None - When Containers is set to 'None', both of the lots are combined into one line on the physical inventory worksheet Group By - When Container is set to 'Group By' containers are grouped before any lot groupings on the physical inventory worksheet.
Worksheet Name	Displays the user-defined title of the worksheet to be printed, which will also be displayed in Inventory > Physical Inventory Worksheets.
Print Inactive Items	If checked, the Physical Inventory Worksheet will include Parts not flagged as "Active" on their Item Master Properties tab.
Print Quantity On Hand	If checked, the current on hand quantity will be included on the physical inventory worksheet.
Show Zero Quantity Items	If checked, the physical inventory worksheet will show items with no quantity on hand.
Automatically Prevent Included Item Transactions	If checked, 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. This 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. Unchecked by default. System logic: If this field is checked, the system will check to see if there is a value in the Facility field on the Physical Inventory Forms form. If so, for all items that are included in this worksheet that have a dmprod3 record (facility-specific item) for the Facility specified, the system will set the "Prevent Inventory Transaction" (p3_haltposting) field on the Edit Item Facility form. If the item does not have a dmprod3 record for the matching facility, the system will set the "Prevent Inventory Transaction" (pr_haltposting) field on the main item master (Edit Item Master form). If no Facility is set on this form and this field (Automatically Prevent Included Item Transactions) is checked, the system will set the pr_haltposting field for all items included in the worksheet.