Batch Bar Code Full Physical Inventory

These instructions show you how to utilize routines and scanners to perform a full physical inventory via bar code label scanning. Processes to be completed using STORIS menu options are indicated with the STORIS logo. Those functions you perform on the scanner are indicated with an image of a bar code scanner device.

Steps:  Prepare to Freeze Inventory, Freeze Inventory, Assign User to Physical Inventory, Scan Inventory Items, Send Data to STORIS, View Progress of Physical Inventory, Update Physical Inventory, Clear Physical Inventory

Prepare to Freeze Inventory

1. Follow these steps to prepare for the full physical inventory.

1. Schedule the day on which you want to perform the actual physical inventory.

2. Set a cut-off date for all deliveries.

3. Set cut-off dates for warehouse receipts - contact your vendors.

4. Set a cut-off date for transfers (shipped and received) in the designated warehouse.

5. If auditors will be present, check to see what reports (daily audit) they require. Save these reports for at least 2 weeks.

6. Create a specific As-Is A status of inventory. Most inventory is considered "regular" inventory. As-is inventory includes everything other than regular inventory, including floor samples, damaged and clearance items, etc. Reason Code for updates (for example, PHY).

2. Complete transactions prior to performing the physical inventory. This includes:

1. Complete all orders - process completion via order entry or manifest completion.

2. Complete all out-bound transfers. To verify, check the View Open Transfer Lists screen, which shows all out-bound transfers that have not been completed for a selected warehouse.

3. Complete all returns to vendors. The Print Return To Vendor List displays a list of incomplete returns to vendors.

4. Resolve all cost exceptions. If active cost exceptions exist in the system, you cannot perform a physical inventory freeze.

5. Run the Report Value of Inventory routine for the designated warehouse to display the inventory value of that location.  Compare the values from this report with the values from the Report Frozen to Counted Variances routine (which you run during the Freeze Inventory process) to determine potential problems prior to performing a physical inventory.

Freeze Inventory

1. Select the Freeze Inventory option from the menu.

1. The warehouse location indicated must have batch barcode active.

If a cycle count at the selected location is in progress, a message displays warning that you cannot freeze the inventory until the cycle count has been deleted. (The cycle count must be deleted via Create Listing of Storage Locations to Count.)

2. Perform Clear Only: Leave this field unchecked (used only if clearing a previous freeze.)

3. Include Manifested Deliveries: STORIS recommends checking the box at this field in order to include any inventory items on manifests when you perform the freeze.

4. Default Count Quantities: Leave this field unchecked.

5. Run the freeze for ALL products, groups, and categories.

6. Click the Save button to perform the freeze.

If cost exceptions were not resolved (see Prepare to Freeze Inventory above), a message displays the number of cost exceptions and a warning that you cannot freeze inventory until the cost exceptions are resolved (via Correct a Cost Exception.) Click OK, exit the screen and resolve the exceptions. Once exceptions are resolved, start again with the Freeze Inventory step.

6. An information message displays the number of items frozen and the number assigned to the physical inventory: #### Items placed on Physical Inventory #####  Click OK.

7. The Processing Complete message displays. Click OK.

8. The freeze process automatically runs the Report Detail Frozen Quantities. This report lists all of your frozen inventory. You can also run the Report Summarized Frozen Quantities. Compare the summary report with the detail report to determine the accuracy of the freeze process.

Assign User to Physical Inventory

1. Select Assign a User to Physical or Cycle Count Locations from the STORIS menu.

1. 1. The warehouse location indicated must have batch barcode active.

   2. The grid lists the ID number, initialization date, and user ID for the physical inventory created. Double-click the line to select the physical inventory.

   3. The Bar Code Physical Batch Maintenance screen appears.

   4. Click the Actions button at the bottom of the screen and select Create New Batch.

   5. The Bar Code Physical Batch Creation screen displays. (Screen title: Bar Code Physical Batch Maintenance)

   6. On the Available tab, click the Actions button and choose Select Locations. Answer Yes to select all locations listed in the grid. (You can answer No to indicate a range of locations if creating multiple batches.)

   7. Once the locations are selected, they are moved to the Entered tab.

   8. Select the Entered tab.

   9. Click the check-box at Assign Batch.

   10. Click the Save button.

If re-assigning the batch for multiple uploads/downloads, this message may display: Load Physical List? Yes No. Click Yes.

1. 11. The Barcode Download/Upload Status Screen displays.

   12. Assign Batch To: Indicate the user(s) logging in to the scanner.

If a batch for another warehouse has been assigned to this user, a warning message displays: There are Transactions waiting for USER at a different Warehouse. OK. Click OK to return to the Assign Batch To field.

1. 13. Click Yes to confirm that the user name is correct.

   14. Click OK when the DONE message displays.

   15. Click the Exit button.

   16. The batch detail displays in the grid.

   17. Click Exit on the Bar Code Physical Batch Maintenance screen.

   18. Click Exit on the Assign a User to Physical or Cycle Count Locations screen.

Scan Inventory Items

1. Log in to the scanner by selecting STORIS Batch Barcode on the scanner screen.

2. The Login screen displays.

1. 1. Warehouse ID: Select the receiving location from the drop-down list.

   2. User ID: Select the STORIS login user from the drop-down list.

   3. Password: Use the keypad to enter the STORIS login password (established in STORIS Create a User settings).

   4. Select Login.

3. The Main Menu displays on the scanner.

4. Select Communication from the Main Menu.

1. Select Get Data from the Communication screen.

2. A Get Data Completed message displays: Data has been downloaded for the following tasks: Physical Inventory.

3. Select OK in the message window.

5. Select Main Menu.

6. Select Batch Menu.

7. Select Physical Inventory.

8. The Physical Inventory Count screen displays.

1. Scan a storage location: Scan the storage location label. The storage location fills in. (ex. DOCK)

2. Scan an item in the location: Scan the inventory label of each item in the scanned storage location. The label number displays as each is scanned.

3. Scan Count: This count increments as labels are scanned.

If a label is scanned twice, a message displays on the scanner warning Duplicate Label Scan. That label has already been scanned. Would you like to remove it? Yes No. If you answer Yes, the label is removed from the Scan Count.

4. Scan the next storage location label.

5. Scan the product labels for that location.

6. The Scan Count totals all labels scanned for all selected storage locations.

7. If scanning bulk product labels, see the following.

Scanning Bulk Products - When you scan a bulk product label, the Enter Bulk Quantity screen appears and the Barcode Label ID is displayed. The Quantity defaults to 1. To enter the quantity of that bulk product to count for that storage location, enter the quantity on the scanner's virtual keypad and then click OK. The Scan Count shows the number of labels scanned.

For example, your Scan Count shows 4. You then scan the bulk product label and enter a bulk quantity of 10 for that product. The Scan Count still only increments by 1 because you scanned one product label. So your Scan Count now shows 5.

If you scan the same bulk product label again, three buttons appear on the keypad: Add, Upd, Cancel. In our example, you entered a quantity of 10 pieces but now need to add 2 more pieces. Click the Add button to add to the quantity you entered previously, making the quantity now 12. Click the Upd button to update the quantity entered or Cancel to leave the quantity as is and cancel the additional scan.  

8. Continue scanning locations and inventory labels until all locations and items are counted.

9. Select Batch Menu.

10. Select Main Menu.

Send Data to STORIS

1. When ready to send scanned data to STORIS, select Communication from the scanner's Main Menu.

1. Select Send Data.

2. A Send Data Completed message displays: Data successfully sent.

3. Select OK in the message window.

2. To log off the scanner, select the Main Menu, and then click Log Off.

1. On the Login screen, select Exit Pgm.

The Report Error Messages routine includes scanning errors that occur when a kit master label is scanned. When you scan a label for a kit master product, the update for that label is skipped and updates are performed only on the scanned kit components.

View Progress of Physical Inventory

The Frozen to Counted Variances by Location report should be run before the physical inventory update process. The report compares inventory that was frozen with data uploaded from the scanner. Use the report to analyze the quantity and dollar variances between the frozen and counted inventories.  

1. Select Report Frozen to Counted Variances from the menu.

1. At the Exceptions prompt, select Variance Only.

2. Review variances listed on the report.

3. Resolve any discrepancies found before updating the physical inventory.

2. If there are items on the report that cannot be scanned, you can manually enter counts using the Enter a Single Physical Count Tag or Enter Multiple Physical Count Tags screens.

Update Physical Inventory

1. Select Update Physical Inventory Results

1. Indicate the warehouse location, unique As-Is Reason Code created for physical inventory, and the As Of Date.

2. Click the Run button.

3. Products list as updated - when complete, system returns to menu

2. The update process performs the following functions:

1. Adjust quantities-on-hand.

2. Add pieces to As-Is inventory.

3. Remove pieces from As-Is inventory.

4. Perform G/L adjustments (i.e. reduce saleable The total quantity-on-hand less the as-is quantity. inventory, costing for As-Is inventory).

5. Transfer merchandise between storage locations.

6. Adjust serial numbers.

7. Reassign Sales Order reservations.

3. Run the Report Physical Inventory Update Audit Trail. This report sorts by special orders then stock pieces.

4. After the update, research the products in question via View Detailed Activity for a Product (Kardex Inquiry).

5. Run the Report As-Is Exceptions option to remove and write off those products that were reserved but not counted.

6. Run the Report Commitment Exceptions option. This routine lists all regular stock products that could not be reserved to sales orders or transfers but were reserved prior to the update due to count shortages.

Important! It is strongly recommended that you complete the physical inventory update PRIOR to running the month ending process (Generate Monthly Reports). If you do not complete the update first, the system does not allow you to back-date your EOM processing to the date you ran the Freeze Inventory and you are prevented from adding more products to the physical inventory count.  

Clear Physical Inventory

1. Access the Freeze Inventory option.

1. Select the Location where the physical inventory was completed.

2. Select the Perform Clear Only field by clicking the check box next to the field.

If you check this field, you clear all data associated with the inventory count for the designated warehouse. Once cleared, physical inventory reports cannot return data for this warehouse. Therefore, you should only check this box once you have completed all your physical inventory reconciliation.  

3. Click the Save button at the bottom of the screen to clear the freeze.