Can Physically Inventory Worksheets be printed for a location for only items with positive quantities on hand?

Hi Susan,

Sorry but there is no option for selecting items based on quantity on hand. Only if the item is allowed at the location or is active. Or belonging to a particular Control Account Set.

Sounds like a good idea, though.

Actually there is a solution that we use regularly with our clients.
Initially we create the Physical Worksheet file put simply prints the report to a file, just to freeze the inventory of IC for count purposes. We create our own Physical Inventory Worksheets using Gridview with filters to limit or sort the items exactly as you have requested, with enough fields that we can reimport the resultant back into Adagio. You then push the Gridview to Excel, enter your adjustments to the Spreadsheet. Then reimport the spreadsheet into Adagio Inventory which automates the data entry of the entire counting process. You could also make multiple copies of the Excel spreadsheet to multitask the data entry of the physical count, and combine the spreadsheets and import the resultant.
Not just a good idea but we have been doing this for years with our clients.
Brian

Hi Brian

Your method works, but with the latest version of Inventory, there is no need to use GridView. You can export the physical inventory worksheet to Excel at the time you generate the worksheet report. If you include the quantity on hand as one of the export fields, then you can sort and filter the Excel file to leave only those items with positive quantities.

I don't like the idea of building in the option of printing only positive quantities. What if an item has a system count of zero but is sitting on a shelf somewhere? There would be no way to enter the physical quantity since it wouldn't be part of the worksheet.

Steve

Hi Brian & Steve,

I may somehow survive inventory this year now that Brian explained a way to split up the data entry. With 5000 inventory codes set up and more than half that number with quantities in stock plus 3 other stocking branches, that's a lot of data entry for one person and it takes forever.

If we print from Transactions/Physical Inventory/Print Physical Inventory Worksheets, the print out is 362 pages. The Chrystal Reports format that is produced takes 4 lines for each item which is a big problem. I tried the Export/Physical Inventory Worksheet and with this method I can reduce the report to 100 pages in which case I can get away with not filtering it.

Is the Import/Export Physical Inventory Worksheets an alternative to the Transactions/Physical Inventory/Print/Enter/Print/Post method? Do I only have to Export/Physical Inventory Worksheet, then Import it with the changes? Or do I still have to Print the reconcilation and then post after I've imported the changes?

Hi Susan

Importing is an alternative to entering the quantities one by one. You still have to perform the other steps (but the other steps are not time consuming).

Be careful when importing that you don't import items that you haven't yet counted. If you do, they will import as zero counted.

Steve

The help file says, "Exporting can be performed either with the Export Physical Inventory function, or the Print Physical Inventory Worksheet report".

After reading this, my understanding is that we can export the worksheets (instead of printing the worksheet report), freeze the inventory, count, add the quantities to the qty counted column, then import the worksheets (instead of editing the worksheets), print the reconciliation, post.

Can anyone confirm if I'm on the right track here?

Also, the help files read:

"If you choose to Export and Import Qty on Hand for Physical Inventory, you are still allowed to process transactions in Adagio that affect an item's quantity on hand at that location. However, after the Export is done, no items can be added or removed from the physical location (i.e. the shelf) until the count is performed -- physical inventory should be frozen".

We do want to include the Qty on Hand field in our export. I'm at a loss as to what it means by "you can still process transactions that affect an item's quantity, but you cannot add or remove items from the shelf". My understanding prior this was that inventory needs to be frozen both on the system and on the shelf. Can someone explain?

Hi Susan,

If you choose to import a physical inventory count with both the Quantity on Hand and 'physical count' fields, this will create an adjustment to quantity for the difference between the two values. It doesn't matter what the quantity on hand value is stored as in the program, it will simply be changed by the net difference. This is why the help says you can process transactions - orders and invoices can be posted in OE and not throw the count off. But the shelf has to be frozen from the time the report/file is generated and actually counted, so that the net difference is correctly determined.

If you choose not to export/import the Quantity on Hand field, then the only qty value is Physical Count. Whatever value you enter here will overwrite the qty on hand in the system, and an adjustment posted for the difference. This is different than above in that you can't post OE transactions for this item, as otherwise the wrong adjustment qty will be calculated when the physical inventory is posted.

In both scenarios, the shelf should be frozen, so that there are no timing issues with when the report is generated, the count is taken, and the physical counts posted.

Hope this helps out.

Hi Susan,

OK - the documentation didn't make much sense to me either.

Here is the information expressed in another way.

When preparing to do a physical inventory, make sure that all dayends and retrievals and postings are complete in OrderEntry, Invoices and Purchase Orders for Adagio. The generate the physical inventory worksheets.

From the time the physical inventory worksheets are generated, until they are posted, you must not process any transacions in Inventory or any other module that would adjust the quantity on hand for an item you are counting. This means you can enter orders or Purchase orders for items, but cannot process receipts or shipments. SO, while you can take and enter orders in oOrderEntry, you cannot invoice them (which would adjust the qty on hand in Inventory), or pick them (which would change the number of items on the shelf).

Does this make more sense?

You may want to use Bin Locations or some other field to segregate your inventory into "easily countable" chunks. Also, I've often heard the suggestion to count high volume items frequently (perhaps monthly) and the slow moving items once or twice a year.