The proper way to do a physical inventory count

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Posted on by KornaAlex

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Hello, I'm sorry if this question has been answered already.. I'm new to RMS and my store is constantly having errors in its inventory. Let me explain how I do a physical inventory count and maybe someone could point out the errors in my ways.

1. Create a quantity report of some products by category or supplier, etc using HQ Manager

2. Print out the report with each item's 'On Hand' numbers shown

3. Take this printout around with me as I write down discrepancies from what the HQ thinks we have and from what we actually have

4. Bring the printout back to my report on HQ and double click on the 'item lookup code' to enter its properties window

5. Change the store inventory to the correct number, press OK to exit the item property window

6. When I have changed all the discrepancies this way, I exit the report and I issue a worksheet 260 and add manually or by 'modified today' option to show all items I changed the inventory on.

7. Issue the worksheet and also sync the HQ client so that the changes occur asap.

Is there something else I should be doing or a more accurate way to do this? Our store inventory always gets thrown off in about a month. I've also noticed that the more popular items get a larger discrepancy after a while compared to items that we only sell a few of each month. It is possible that the discrepancies occur from human errors in receiving PO's, ringing through returns, or outright selling wrong amounts by forgetting to scan items, etc. But ofcourse the total amount of discrepancies in the actual inventory count and what the HQ and SO Manager reports seems too large to be all from human errors. Furthermore, the inventory numbers on the HQ and SO Manager seems to by synced fine as both report the same inventory numbers.

I would really appreciate the help on this problem as I end up spending too many hours just trying to keep the inventory accurate in my store. Thank you for the help!

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RE: The proper way to do a physical inventory count

Try Using the Store Manager Physical Inventory function under Inventory in the tool bar. This will produce a report of your deltas and reports for executing counts.

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Craig Harris 797 on at

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RE: The proper way to do a physical inventory count

One other suggestion that we do this with our 50+ stores on a monthly basis.

1. Inventory count accurate in Store Ops

2. Issue a Worksheet Style 501 from HQ.

3. In HQ Run an Inventory Wizard Task 190: Perform Full Item Count Reconciliation

4. Commit appropriate changes.

Hope this helps.

Cheers,

Craig

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KornaAlex 127 on at

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RE: The proper way to do a physical inventory count

I see, thank you all for your answers!

I will try this way and hopefully the inventory discrepancies between the hq/SO manager and reality will decrease. But could you tell me why worksheet 260 should only be used rarely? Is it because it has the potential to change item information other than the inventory?

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RMS Wizard 1,205 on at

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RE: The proper way to do a physical inventory count

You want to process inventory counts at the store level.

Run Store Operations Manager, Database, Inventory, Physical Inventory.

Create a worksheet to count all or selected items. Print the worksheet and return to enter counts later, or enter counts directly if you have a wireless laptop or tablet to take inventory. You can also capture item code scans and counts on a handheld then import those counts into the worksheet from a text file created by the handheld.

Once counts are entered, click Calculate, review the proposed changes, and Commit. Now go to HQ Manager and issue Worksheet 501 for the store that was counted. Once that worksheet has been processed, run Inventory Wizard Task 190 in HQ Manager to reconcile the updated store quantities with HQ.

Worksheet 260 should only be used in rare occasions to override item data at stores.

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arishi 740 on at

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RE: The proper way to do a physical inventory count

Hi,

I do not have hands on experiences with HQ but I believe there should not be much of a difference, you can always open Help in Manager to get more details

there is no 1 right way to do Physical Inventory, in your case I believe it's Manual entry style, below is the excerpt from Help content

Manager -->Inventory--> Physical Inventory

To generate an Item Quantity List Report

On the Reports menu, click Items, and then click Quantity List.

Specify the filter criteria as desired, and then click OK. You will see your entire item list with all the available quantities.

If desired, sort the data.

Tip: To quickly display the properties for a specific item, double-click on the Item Lookup Code field directly on the report preview screen.

To perform a physical inventory

On the Inventory menu, click Physical Inventory.

Click New.

Select Create a new blank physical inventory count for manual entry, and then click OK.

Enter a Reference number and Description for your physical inventory, and then do one of the following to create a list of items to count.

Click Add to manually add items.

Click Quick Scan to scan barcoded items.

Click Import to import a text or XML file with inventory information from a hand-held device or another program.

Enter the quantity for each item.

Tip: Click Print to display a list of the items to count, and then click the printer icon in the toolbar to print the list for use during a manual inventory count.

Click Calculate to compare the physical inventory to the Store Operations database

click Commit to update inventory to SO database

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