Introduction
These are the steps you will take when doing your physical inventory count to adjust the perpetual inventory to match your counts. This can be done however regularly you choose, monthly, quarterly, etc. Everything you do in the following screens is just creating information in a “Work Area”. The ONLY thing that actually affects inventory is the Adjust Perpetual Inventory function at the end of this process.
Table of Contents
Where Is It Found
Step 1 - Create Batch
Maintain Batches - INPI.MBM
This is the screen where you create the batch ID and description for the inventory batch you are going to work with.
Function: Add, Change, Delete, Erase, Kopy, Review are your options on this screen. You can use all of these functions as related to creating and changing your inventory batch.
Batch ID: The batch ID can be any 8 digit alphanumeric code that you would like, 210131TR (YYMMDDXX - XX=LOC) for example, with the date and the Location Code for the inventory batch.
Note
Note: Using the location code in the batch ID will help you to know which location you are looking at if you are doing inventory for multiple locations. You can do multiple locations within one batch, however is easier to do separate locations individually.
Copy from Batch: When creating a new batch you can copy from an old batch. This will pull in the detailed information for the batch, which you can edit for the current period. This is helpful when doing monthly inventory so that you do not need to key in all of the detail on the maintain batches screen each month.
Description: This field will be the description for your inventory batch.
Load balances as of: Fill in the date you would like the perpetual inventory balance to load in as of. Example: 013113 for January Month End Inventory. This does not necessarily need to be done at the end of the month. If you’re counting the Tasting Room and the month ends on a weekend, you could do the counts on maybe the Thursday prior to the end of the month. Remember that the date entered here is for the “end of the day”. So you would probably do the physical count that night or the next morning.
Book adjustments as of: Fill in the date you would like the perpetual inventory adjustments to occur on. Example: 013113 for January Month End Inventory.
Freeze balance: N or Y. Fill in No if you would like the system to load balances each time a transaction is made that will affect the inventory balance on or before the as of date. Fill in Yes if you would only like the inventory balance to calculate and load once. Unless, for some unforeseen reason you need to have the balances frozen as of a time during the middle of a day, this would be N for No.
Load type: B or Z. Load type B loads inventory balances into the count. Load type Z loads zero into the count. If using scanners to count, you have to use a Z. Normally B is chosen.
Load zero balance parts: N or Y. Fill in No if you would not like zero balance parts with recent activity to load into the counts. Fill in Yes if you would like zero balance parts to load into the counts.
Override Trans Code: If you would like to override the system-generated transaction code for adjustments made with this batch fill that in here. Normally the system code is correct.
Step 2 - Add Locations and Parts to Count
Enter Locations and Part Numbers to Count (INPI.ELP)
This screen is where you will select the inventory locations and parts to load into the count.
Function: Add, Change, Kopy, Review. These four functions can be used when entering locations and parts to count.
Batch ID: Enter the batch ID you have just created or the batch ID that you would like to update.
Copy from: You can copy from a batch when creating the selection parameters for the new batch. Again this is helpful for Month End Inventory that is done each month.
Loc: Select the location for which you would like the parts to be loaded
Days: This was written for one client and is not usually used by anyone but them. Please ask an AMS representative if you would like more information on this field (reference Update Notice 239)
Part Selection: Fill in the IRW selection information that you would like the system to use to pull the parts. For example, PRT=W* would pull all parts with W as the first letter in the part number. If all wine parts are set up with the same beginning number or letter and all non-wine parts are set up with a different (but all the same) number or letter then it makes loading parts for inventory and running reports easy. For example, PDT=WN NW or PFC=WN NW would pull all wine and non-wine parts for the specified location, if those were the codes you used to differentiate wine and non-wine parts.
Step 3 - Load Parts to Count
Load Parts to Count (INPI.LPC)
This screen will load into the work area the counts for the selected parts into the batch, using the batch ID on the selection screen.
Step 4 - Printing Count Worksheets
Print Counting Work Sheets (INPI.PWS)
The system can generate a worksheet for counting and comparing perpetual inventory counts to physical inventory counts. Select the batch ID you would like the worksheets for. If the batch has more than one location you can print a separate worksheet for each location.
There are two options on this screen for printing quantity on hand, yes or no. Yes, will print a counting worksheet with quantities on hand listed. No, will not print the quantities on hand and will insert another dashed line to write quantities on (usually pallet, case, bottle).
