IdealWare Online Users Manual

IY2-08 I/Y PROCESSING
30119 Stock Count Posting

 

PURPOSE

 

The Stock Count Posting program is used to post stock count figures and is typically used when a physical count of inventory has been done. All stock count posting should be followed by a register print and update. Stock count posting batches can be created manually and also automatically by the Stock Count Sheet program. See 29186 - SPECIAL PROCESSING for outline instructions regarding stock count processing.

 

A Stock Count Purge batch may or may not be required to be updated beforehand, depending on the update method you have selected for the stock count posting batch. If a stock count purge is done, verify the stock count purge by printing an inventory system balancing test and run the G/L inquiry on the inventory G/L account. All values should be zero.

Before updating the stock count batches, if the stock count batches are "Clear and Post" type batches, reprint the registers (after the stock count purge) before updating the batches.

 

See additional "Notes on Stock Count Calculations" below.

 

If inventory quantities will be removed or added during a physical count, a procedure must be adopted to insure that the count in the batches remains accurate. For example, if items are sold and removed from the shelves after the staff have counted the items but before the count batch has been updated, the quantity in the batch must be adjusted to account for the removed items. See 29186 - SPECIAL PROCESSING, PROCESSING SALES & INVENTORY RECEIPTS DURING STOCK COUNT.

 

The program will debit the inventory and credit the inventory off-set G/L accounts.

 

Stock Count Posting is accessed from:

  • Inventory Processing menu.

 

PROCEDURE - BATCH ACCESS

 

Select Stock Count Posting from the Inventory Processing Menu. The program displays the header of the first batch that has not yet been updated. You can create multiple batches based on any product criteria you choose, for example bin or aisle location, to facilitate the physical count. All of the batches can then be completed together.


Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/03/07 Tm5           ***** INVENTORY STOCK COUNT *****                 3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEAL BUILDING SUPPLIES LTD.            â”‚
│          BATCH NUMBER        0032                                              â”‚
│          BATCH STATUS        OPEN BATCH TO BE PRINTED                          â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEAL BUILDING SUPPLY LTD               â”‚
│          OPERATOR CODE       BARJO     JOHN BARKER                             â”‚
│          BATCH TYPE          S         STOCK COUNT                             â”‚
│          UPDATE METHOD       C         CLEAR & POST                            â”‚
│          REASON CODE         STO       STOCK COUNT                             â”‚
│          CONTROL TOTAL           184.22                                        â”‚
│          G/L DATE            09/07/07                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** OPTIONS: SPECIFY YARD/BATCH#; CR=NEW BATCH; F1=BATCH OPTIONS: ______         â”‚
│            F2=NEXT; F3=G/L DATE; F4=END                                        â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OPTIONS: SPECIFY YARD/BATCH#; CR=NEW BATCH; F1=BATCH OPTIONS:
            F2=NEXT; F3=G/L DATE; F4=END

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F1] to display batch options.

 

See PROCEDURE - BATCH OPTIONS.

 

 

[F2] to display next open batch, if any.

 

[F3] to re-enter batch header information.

 

[F4] to exit to menu.

 

 

PROCEDURE - BATCH CREATION

 

When you press [Enter] at the batch selection screen to create a new batch, the display is cleared except for the COMPANY NUMBER, BATCH NUMBER AND BATCH STATUS fields.

 

COMPANY NUMBER

 

Displays company code.

 

Defaults to company code entered at login.

 

 

BATCH NUMBER

 

Displays batch number.

 

Defaults to next available sequential batch number.

 


BATCH STATUS

 

Displays batch status.

 

For a new batch default value is NEW BATCH.

 

 

STORE CODE

 

Enter store code to post stock counts.

 

You can only post to one store at a time. In a single store environment this value defaults to the normal store code.

 

 

Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│04/30/07 Tm5           ***** INVENTORY STOCK COUNT *****                 3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEALWARE                               â”‚
│          BATCH NUMBER        0037                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEALWARE                               â”‚
│          OPERATOR CODE                                                         â”‚
│          BATCH TYPE                                                            â”‚
│          UPDATE METHOD                                                         â”‚
│          REASON CODE                                                           â”‚
│          CONTROL TOTAL                                                         â”‚
│          G/L DATE                                                              â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER OPERATOR CODE (PRESS F5 FOR OPERATOR INQUIRY).                            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
OPERATOR CODE
ENTER OPERATOR CODE (PRESS F5 FOR OPERATOR INQUIRY).

 

Enter your salesman/operator code.

 

[F5] to display list of Salesman/Operator Codes for selection.

 

BATCH TYPE

 

Displays batch type.

 

Defaults to S STOCK COUNT.

 

 

UPDATE METHOD
'C'=CLEAR AND POST; 'A'=ADD/SUBTRACT.

 

Once the update method has been set for a batch, you cannot change the method. See PROCEDURE - BATCH OPTIONS for additional notes.

 

"C" to zero current figures and post new figures.

 

This option is typically used if a physical count has been done for only a selected number of items rather than the entire inventory. This option is easier than performing a stock count purge for only those specific products to be counted. The clear and post option should be used only if the inventory levels for the relevant products have not been set to zero previously via the stock count purge program.

 

 

"A" to add and subtract figures to the current figures.

 

This option is typically used when doing a complete physical inventory because multiple entries for the same product are allowed. Ensure that a stock count purge has been completed prior to posting the new inventory figures to set all of the on-hand totals to zero. The program will add all entries here for a product to calculate the new on-hand quantity.

 

 

REASON CODE

 

Displays the adjustment reason code.

 

Defaults to STO, STOCK COUNT.

 

 

CONTROL TOTAL

 

Enter a control total.

 

This sum is used to verify total dollar value of entries in the batch.

 

 

[Enter] to bypass.

 

G/L DATE

 

Enter a general ledger date.

 

[Enter] for current system date.

 

The general ledger will be affected by the batch update on the date entered here.

 

 

Example Batch Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│04/30/07 Tm5           ***** INVENTORY STOCK COUNT *****                 3YAJI1 â”‚
│                                                                                â”‚
│          COMPANY NUMBER      01        IDEALWARE                               â”‚
│          BATCH NUMBER        0037                                              â”‚
│          BATCH STATUS        NEW BATCH                                         â”‚
│                                                                                â”‚
│          STORE CODE          01        IDEALWARE                               â”‚
│          OPERATOR CODE       BARJO     JOHN BARKER                             â”‚
│          BATCH TYPE          S         STOCK COUNT                             â”‚
│          UPDATE METHOD       A         ADD/SUBTRACT                            â”‚
│          REASON CODE         STO       STOCK COUNT                             â”‚
│          CONTROL TOTAL              .00                                        â”‚
│          G/L DATE            04/30/07                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** PRESS F1 FOR DATA ENTRY; F3 TO CHANGE ABOVE; F4 TO END: ______               â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS F1 FOR DATA ENTRY; F3 TO CHANGE ABOVE; F4 TO END:

 

[F1] to continue to data entry.

 

[F3] to re-enter batch header information.

 

[F4] to exit to menu.

 

The batch remains available for further processing.

 

 

 

PROCEDURE - DATA ENTRY

 

When you press [F1] at the batch header screen the data entry screen displays.

 

STOCK COUNT POSTING DETAIL ENTRY SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│04/30/07           ***** INVENTORY STOCK COUNT POSTING *****                    â”‚
│────────────────────────────────────────────────────────────────────────────────│
│BATCH#: 0037 CONTROL:       .00      ACTUAL:       .00      LEFT:       .00     â”‚
│────────────────────────────────────────────────────────────────────────────────│
│SEQ#  PRODUCT  LOCATION    QUANTITY  UNIT        COST UNIT        VALUE  REASON â”‚
│────────────────────────────────────────────────────────────────────────────────│
│_____                                                                           â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
SEQ #

 

[Enter] to assign next sequential sequence number.

 

[F4] to exit to batch header.

 

 

FIELDS

 

BATCH#

 

Displays current batch number.

 

CONTROL

 

Displays value entered in CONTROL TOTAL field of batch header.

 

ACTUAL

 

Displays current value of items entered in all detail lines.

 

LEFT

 

Displays difference between values displayed in CONTROL and ACTUAL fields.

 

SEQ #

 

Enter a sequence number.

 

[Enter] to automatically assign next sequential number.

 

If you enter an already existing sequence number here, the system will give you the option to bypass or to delete it.

 

 

PRODUCT

 

Enter product code to post adjustments.

 

The selected product description displays at the bottom of the screen.

 

 

[F5] to search for product codes

 

See 30974 - PRODUCT CODE INQUIRY.

 

 

LOCATION

 

Displays store code where product is physically located.

 

QUANTITY

 

Enter stock count quantity for product.

 

UNIT

 

Enter unit of measure used to count stock count quantity.

 

[Enter] to accept displayed default value.

 

COST

 

Enter average cost for product.

 

[Enter] to accept displayed default value.

 

If the product is tracked by PO#, the program will default to the cost of the PO.

 

 

UNIT

 

Enter unit of measure used to cost product.

 

[Enter] to accept displayed default value.

 

VALUE

 

The program will automatically calculate the total value of the product on-hand and display it when the average cost figure is entered. Value on-hand = quantity on-hand times the average cost.

 

REASON

 

[Enter] to accept the default value STO.

 

"S""T""O" to set reason as stock count.

 

After you enter each line of data, the following prompt displays.

 

** OK TO UPDATE? (CR TO UPDATE; F3 TO BACKUP; F4 TO BYPASS):

 

[Enter] to accept line.

 

The cursor is positioned at the SEQ# of next line.

 

 

[F3] to re-enter data in line.

 

[F4] to clear all data from line.

 

When you have completed data entry for the batch press [F4] at the SEQ# field.  You are then returned to the batch header screen with the batch you have just created selected and the batch options displayed (see PROCEDURE - BATCH OPTIONS).

 


PROCEDURE - ACCESS AN EXISTING BATCH

 

When you select Stock Count Posting from the Inventory Processing Menu, the program displays the header of the first batch on file, if any. If the batch displayed is open, the following prompt displays.

 

** OPTIONS: SPECIFY YARD/BATCH#; CR=NEW BATCH; F1=BATCH OPTIONS:
            F2=NEXT; F3=G/L DATE; F4=END

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F1] to display batch options.

 

See PROCEDURE - BATCH OPTIONS.

 

 

[F2] to display next batch available for processing, if any.

 

[F3] to re-enter batch header information.

 

[F4] to exit to menu.

 

If the batch displayed is closed, the following prompt displays.

 

** OPTIONS: SPECIFY STORE/BATCH#; CR=NEW BATCH; F2=NEXT; F4=END:

 

[Enter] to create a new batch.

 

See PROCEDURE - BATCH CREATION.

 

 

[F2] to display next batch, if any.

 

[F4] to exit to menu.

 

 

PROCEDURE - BATCH OPTIONS

 

After you have completed data entry for a new batch or accessed an existing batch and pressed [F1] at the batch header, the following batch options are available.

 

BATCH REGISTER OPTIONS

┌──────────────────────────────────────────────────────────┐
│                                                          â”‚
│ ** BATCH REGISTER OPTIONS:                               â”‚
│                                                          â”‚
│ (D) DATA ENTRY                          (U) UPDATE BATCH â”‚
│ (R) PRINT REGISTER                      (A) ABORT BATCH  â”‚
│                                                          â”‚
│ ** CHOOSE FROM ABOVE (F3=BATCH SELECTION; F4=END): _     â”‚
│                                                          â”‚
└──────────────────────────────────────────────────────────┘
** CHOOSE FROM ABOVE (F3=BATCH SELECTION; F4=END):

 

"D" to access data entry for further processing.

 

See PROCEDURE - DATA ENTRY.

 

 

"R" to print batch registers.

 

See PROCEDURE - REGISTER PRINTING AND UPDATE.

 

 

"U" to update batch.

 

See PROCEDURE - REGISTER PRINTING AND UPDATE.

 

 

"A" to abort the batch.

 

>> ENTER 'ABORT' TO ABORT OR PRESS CR: _____

 

"A""B""O""R""T" to abort batch.

 

** ENTER UPDATE/ABORT PASSWORD:

 

Enter your password.

 

The batch is deleted without further warning.

 

 

[Enter] to cancel and return to Batch Options menu.

 

[Enter] to cancel abort and return to Batch Options menu.

 

[F3] to exit to batch selection screen.

 

[F4] to exit to menu.

 

Notes on Stock Count Calculations:

 

When you update a stock count "clear and post" type batch, the program performs an adjustment calculation that zeroes the inventory quantities and values encountered [BOLD]at the time the registers are printed.[BOLD] Then the inventory quantity and values are set to what is entered in the stock count batch. For this reason, it is necessary to print or reprint clear and post batch registers after a stock count purge is performed.

 

When you update an "add/subtract" type batch, the program simply adds or subtracts the quantity and values in the stock count batch to the current quantities and values. Hence, it is not necessary to reprint the stock count batch register after a stock count purge is performed.

 

Because clear and post batch quantity and value adjustment calculations are based on an inventory valuation snapshot at the time the register is printed, it is very important that no period of time elapse between printing the register and updating the batch. Any changes to inventory quantities or values will invalidate the adjustment calculations and result in an incorrect posting. In a situation where some period of time has elapsed or a stock count purge has been done, it is absolutely necessary to reprint the registers before updating the batch to ensure that the adjustment calculations are based on the latest quantities and values.

 

Because no adjustment calculation is performed when updating "add/subtract" type stock count batches it is not necessary to reprint the registers prior to updating even if a stock count purge is performed.

 

Although "clear and post" type stock count batches are not typically used for a full stock count, they can be so used. For example you may have intended to use an "add/subtract" batch but made the wrong selection and do not wish to abort the batch and redo it.

 

This situation could arise where you converted a stock count sheet batch to a stock count posting batch and inadvertently selected "clear and post" as the update method. Since the original sheet batch is gone and you may not even have the count sheets to work from to recreate the batch.

 

To use "clear and post" batches for a full stock count, however, a procedure must be devised to prevent any products appearing more than once in the batch or batches. Furthermore, a stock count purge should be performed before the batch registers are printed and the batches updated. Otherwise, the stock count may be incorrect.

 

During a stock count it is not advisable to use both "clear and post" and "add/subtract" batches simultaneously.

 

Before updating the stock count batches, if the stock count batches are "clear & post" batches, reprint the registers (after the stock count purge) before updating the batches.

 

Use the inventory system balancing test to verify total values are as expected.

 

Also do an G/L inquiry on the inventory G/L account to verify totals match the actual inventory.

 

When a stock count is printed, the changes are posted to the inventory and inventory off-set G/L accounts and a summary report is printed.

 

Example Stock Count Register printouts follow.

  


                                        IDEALWARE - 01  IDEALWARE - OPERATOR: BARJO
04/30/07  14:29:35                                                                                                   PAGE: 1
                                INVENTORY STOCK COUNT REGISTER (ADD OR SUBTRACT OPTION) - BATCH 0037

-----------------------------------------------------------------------------------------------------------------------------------
SEQ# PRODUCT        DESCRIPTION           INPUT QTY          STD QTY            COST            VALUE    OLD VALUE      COUNT
-----------------------------------------------------------------------------------------------------------------------------------

00001 238260        18" #1 E/GR MED T/SN         10  BDL           10           24.95 BDL      249.50          .00      249.50  STO
00002 238280        18" #1 E/GR MED T/SN         10  BDL           10           25.50 BDL      255.00          .00      255.00  STO
00003 238290        18" #1 E/GR MED T/SN         10  BDL           10           30.55 BDL      305.50          .00      305.50  STO
00004 238220        24" #1 E/GR MED T/SN         10  BDL           10           34.50 BDL      345.00          .00      345.00  STO
00005 238240        24" #1 E/GR MED T/SN         10  BDL           10           30.95 BDL      309.50          .00      309.50  STO
00006 238250        24" #1 E/GR MED T/SN         10  BDL           10           36.50 BDL      365.00          .00      365.00  STO
00007 238050        #1 CEDAR SHINGLES            10  BDL           10           32.58 BDL      325.76     3,387.91      325.76  STO
00008 238080        #1 CEDAR SHINGLES -          10  BDL           10           14.88 BDL      148.77     6,002.95      148.77  STO
00009 277610        TYPE "A" GALV DRIPCA         10  PC            10            1.07 PC        10.72       158.67       10.72  STO
00010 277640        TYPE "B" GALV DRIPCA         10  PC            10            1.25 PC        12.53        76.42       12.53  STO
00011 277670        TYPE "C" GALV DRIPCA         10  PC            10            1.41 PC        14.13       195.06       14.13  STO
                                                                                            ----------   ----------  ----------
REGISTER TOTALS:                                                                             2,341.41     9,821.01    2,341.41
                                                                                            ==========   ==========  ==========

RECORDS: 11      ACTUAL:   2,341.41         CONTROL:        .00         DIFFERENCE:   2,341.41        >>>>>>> OUT OF BALANCE <<<<<<<


FIELDS

SEQ#          sequence in batch
PRODUCT       product code
DESCRIPTION   description of product
INPUT QTY     number of units
STD QTY       standard quantity unit of product
COST          standard price unit
VALUE         total value of items in stock
OLD VALUE     old value of inventory for item
ADJUSTMENT    adjustment to the old value



                                           IDEALWARE - 01  IDEALWARE - OPERATOR: BARJO
04/30/07  14:29:35                                                                                                 PAGE: 1
                               INVENTORY STOCK COUNT REGISTER (ADD OR SUBTRACT OPTION) - BATCH 0037

-----------------------------------------------------------------------------------------------------------------------------------
                                  **** MASTER BEFORE ****     ****** ADJUSTED *******     **** MASTER AFTER *****    COST
PRODUCT DESCRIPTION               QTY      VALUE     COST     QTY      VALUE     COST     QTY      VALUE     COST   CHANGE      %
-----------------------------------------------------------------------------------------------------------------------------------
238050     #1 CEDAR SHINGLES      104   3,387.91    32.58      10     325.76    32.58     114   3,713.67    32.58      .00     .01
238080     #1 CEDAR SHINGLES -    404   6,002.95    14.88      10     148.77    14.88     414   6,151.72    14.88      .00     .02
238220     24" #1 E/GR MED T/S      0        .00      .00      10     345.00    34.50      10     345.00    34.50    34.50
238240     24" #1 E/GR MED T/S      0        .00      .00      10     309.50    30.95      10     309.50    30.95    30.95
238250     24" #1 E/GR MED T/S      0        .00      .00      10     365.00    36.50      10     365.00    36.50    36.50
238260     18" #1 E/GR MED T/S      1-       .00      .00      10     249.50    24.95       9     249.50    27.72    27.72
238280     18" #1 E/GR MED T/S      0        .00      .00      10     255.00    25.50      10     255.00    25.50    25.50
238290     18" #1 E/GR MED T/S      0        .00      .00      10     305.50    30.55      10     305.50    30.55    30.55
277610     TYPE "A" GALV DRIPC    148     158.67     1.07      10      10.72     1.07     158     169.39     1.07      .00     .19-
277640     TYPE "B" GALV DRIPC     61      76.42     1.25      10      12.53     1.25      71      88.95     1.25      .00     .22-
277670     TYPE "C" GALV DRIPC    138     195.06     1.41      10      14.13     1.41     148     209.19     1.41      .00     .24-
                                      ----------                  ----------                  ----------
BATCH TOTALS:                           9,821.01                    2,341.41                   12,162.42
                                      ==========                  ==========                  ==========


FIELDS

PRODUCT         product code
DESCRIPTION     description of product
MASTER BEFORE   master values before count
   QTY          quantity
   VALUE        total value of quantity
   COST         unit cost of item
ADJUSTED        counted values
   QTY          quantity
   VALUE        total value of quantity
   COST         unit cost of item
MASTER AFTER    master values after count
   QTY          quantity
   VALUE        total value of quantity
   COST         unit cost of item
COST CHANGE     change in cost of item due to count
%               percentage change in item cost



                                 IDEALWARE
 04/30/07  14:29:36                                                      PAGE: 1
                      GENERAL LEDGER POSTING SUMMARY

 SOURCE CODE: YS             BATCH NUMBER: 0037              G/L DATE: 04/30/07
--------------------------------------------------------------------------------
  ACCOUNT     ACCOUNT                                      DEBIT          CREDIT
  CODE        NAME                                         AMOUNT         AMOUNT
--------------------------------------------------------------------------------
01-00-0000     Inventory Off/Set                                       2,341.41 
01-00-1300     Inventory                                 2,341.41
                                                     ------------   ------------
                                                         2,341.41       2,341.41


FIELDS

SOURCE CODE     designates type of batch
BATCH NUMBER    number of batch which generated the posting
DATE            date of posting
ACCOUNT CODE    G/L account code
ACCOUNT NAME    G/L account name
DEBIT AMOUNT    the debited amount
CREDIT AMOUNT   the credited amount