Physical Inventory Count


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.

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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: 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).

Step 5 - Enter/Correct Physical Counts

Enter/Correct Counts Using Part Numbers (INPI.ECP)

On this screen, you will enter the correct physical count for each part individually.

Add, Change, Delete, Review: Everything will usually be a C for change, this is what you would type in initially to go through all of the parts and make changes. To add a part to the count that was counted but not present in the perpetual counts, use A for add. To delete a part from the count use Delete, though normally this is not used. You can also use Review to review each or all parts.

Batch ID: Enter the batch ID that you are working with.

Location code: The system will already know the location as it is defined earlier in screen INPI.ELP. However, if you were doing a batch with multiple locations and wanted to change counts for only parts in a specific location to start you could put the location in here.

Part number: Leave blank and hit enter to start from the first part and go through to the last or fill in with the specific part number you would like to edit.

Then press ENTER to open the COUNTED field.


Counted: The format is cases bottles. Enter the physical count for cases and bottles and hit enter. The count will change and the variance will show on the right.


Note: You can also press the Pallets On (F1) button to turn on pallet count. If your part is not set up to work with cases per pallet this will not work, so you want to double-check that first.

Step 6 - Reports

Print Variance Report (INPI.PVR)

This will print you a report showing your variance for each part.

Print Variances with Locations in Columns (INPI.PVC)

This will print a report with your counts, perpetual, and variance by location. We recommend you fill in the locations portion of the selection screen to tell the system what column goes in what location. The purpose of this report is to see if an entry was made to the wrong location or if a transfer has not been completed or entered. A lot of times the inventory variances will show a plus in one location and a minus in another location for the same quantity. A lot of times people just print the variances on this report.

Step 7 - Adjust Perpetual Inventory

Adjust Perpetual Inventory to Physical (INPI.API)

This screen will adjust the perpetual inventory for the selected batch to match the physical inventory count entered for that batch. This is the ONLY part of the physical inventory process that affects the actual inventory.

Reviewing Batches

There is the ability built into the system to go back and review the status of a batch. Enter the Maintain Batches screen (INPI.MBM) and fill in the batch id with the R for review function. Hit enter to pull up the batch information. At the bottom of the screen, it will tell you the batch status.

Inventory was loaded for this batch as of and Inventory was adjusted for this batch on are the statuses that you will see. If none have been done you will see no dates and the message switches to not loaded and not adjusted.

Posted Batch

Unposted Batch

If you have any questions regarding your physical inventory count please contact the helpdesk.