Summary

When you are ready to take a physical inventory count, you can print inventory count worksheets from the Print Physical Inventory Worksheets window and use them to gather your physical inventory counts.

An inventory item must have a default cost and history before it can be counted in the Physical Inventory process. In order to process physical inventory you will need to have Physical Inventory, Shrinkage and Overage Category types set up. Categories are created and maintained on the Category Maintenance window (IC> Maintenance> Category).

The inventory worksheets will print by item number. This is the same order you will enter inventory items in the Record Inventory step.

To print inventory worksheets, you must first generate them. If you do not want to print inventory worksheets, generate the worksheets to define which inventory items you would like to include in the batch and skip the print inventory worksheets step.

Step by Step

1     Open or create a new Physical Inventory batch.

• Open the Physical Inventory Batches window (IC> Physical Inventory). The Batches window will display all the open Physical Inventory batches.
• Select a batch and click DETAILS to open the selected batch.
• Select a batch and click the Delete button   to delete the selected batch. Any uncommitted data in the batch will be deleted.
• Click the Create New Batch button   to create a new batch. This will open the Create Batch window.
  • If there are open batches in the Physical Inventory process, you can create a new batch without affecting the open batches.
• The Batch Month and Batch Year fields default to the current date and are used for reference only and are not necessarily the fiscal month and year the transactions in the batch will be posted to.
• Click the Create New Batch button to create the new Physical Inventory batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Physical Inventory process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Physical Inventory process.

3     Export the inventory worksheets. This is an optional step.

• The Export step can be used to generate a comma-separated-value (.csv) file. This file could then be used in conjunction with a handheld inventory device.
  • This export file is in a simple format so that it can work with a wide range of handheld devices. Please refer to your device manual for information on how to use a .csv file with your particular device.
• Open the Export window (IC> Physical Inventory> Export).
• Select an inventory Location or generate the export file for all locations.
  • If you want a separate export file for each location you can run the export multiple times and include only one location each time.
• The Date and Time fields must correspond to the actual time the physical inventory took place. The date and time entered in these fields will determine the on hand quantity that will display on the exported file. These fields will default to the current date and time.
• Use the Item Description field to filter the export file by inventory item descriptions. This field can be up to 60 alphanumeric characters.
• The remaining filters on the Export window are used to filter the IC items in the file by the IC module miscellaneous fields.
  • The labels of the miscellaneous fields are set up in the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels).
  • Values can be attached to the miscellaneous fields on specific IC items on the Item Maintenance window (IC> Maintenance> Item Maintenance> General tab> Item Information section).
• Click the Export Settings button to preview the formatting for the exported file.
• Click the Submit button to export the file.
  • You can view the progress of the export on the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).
• You will not be able to generate the export file if you have not already set up an IC Category titled Physical Inventory.

4     Generate the inventory worksheets.

• Open the Generate Worksheets window (IC> Physical Inventory> Generate Worksheets).
• Select an inventory Location or print a worksheet for all locations. If you want a separate worksheet for each location you can run the report multiple times and include only one location each time.
• The Date and Time fields must correspond to the actual time the physical inventory took place. The date and time entered in these fields will determine the on hand quantity that will display on the inventory worksheets. These fields will default to the current date and time.
• Use the Item Description field to filter the inventory worksheet by inventory item descriptions. This field can be up to 60 alphanumeric characters.
• The remaining filters on the Generate Worksheets window are used to filter the IC items in the process by the IC module miscellaneous fields.
  • The labels of the miscellaneous fields are set up in the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels).
  • Values can be attached to the miscellaneous fields on specific IC items on the Item Maintenance window (IC> Maintenance> Item Maintenance> Open an IC item> General tab> Item Information section).
• Click the Submit button to generate the inventory worksheets.
  • Click the Schedule button to schedule the generate process at a later time.
  • You will not be able to generate the worksheets if you have not already set up an IC Category titled Physical Inventory.

5     Import Inventory Counts. This is an optional step.

6     Print the inventory worksheets.

• Open the Print Worksheets window (IC> Physical Inventory> Worksheets).
• You can run this step as many times as you need to print the generated worksheets, and this window includes filters that allow you to run worksheets for particular data sets without having to create a separate Physical Inventory batch for each of those data sets. Only worksheets that have been generated can be printed from this window.
• The print options are the same as the options on the Generate Worksheets step.
• Select a location in the Locations section if you generated worksheets for more than one location.
  • Locations are created and maintained on the Location Maintenance window (IC> Maintenance> Location).
• Complete the optional fields to filter the report by the field values.
• Use the Sort By drop-down field to determine if the items will be sorted by Item Number or by Aisle/Shelf/Bin location.
• Check the Page Break By Location toggle to start a new page for each inventory location.
• Check the Double Space toggle to include an extra line on the report for large handwriting or brief notes for each item.
• Check the Print Existing Counts toggle if you want to include the current on hand quantity on the inventory worksheet.
  • The on hand quantity is based on the date and time entered in the Generate step of the Physical Inventory process.
• The fields on the inventory worksheet are Item Number, Description, On Hand, Counted, Date, and Initials.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select PDF to print the report in the default Springbrook format.
  • Select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Record the Physical Inventory.