Inventory Counts are used to check to make sure the actual amount of inventory that is in a certain location matches what the system believes is there. If there is a difference between the actual count and the system count, inventory adjustments can be done in the system and a GL transaction will occur to update it.
The differences are relative to the “On Hand” value the system uses when the inventory counts are generated and will not include any issues, receipts, transfers, or manual adjustments.
Go to Inventory > Input > Inventory Count Entry.
Click on the green ADD button on the bottom of the screen.
Figure 1: Inventory Count Entry
This will bring up Inventory Count Entry Add Batch screen. The current Fiscal Period will default in, though it can be changed if needed.
Select the Location, and optionally enter a Description.
Then, click Save in the bottom, right corner of the screen.
Figure 2: Add Batch
This will bring up the transactions tab. There is no “ADD” button on this screen.
To enter the inventory count, hover on Options in the upper right, and click Generate Stock Take Transactions.
Figure 3: Transaction Tab
This will bring up the screen Create Inventory Count – Generate Transactions screen, where it is possible to select criteria to determine which items are to be counted. On the Main tab, it is possible to select to do a count of Random items. This will choose, at random, items (based on the selection criteria of the other tabs) for counting. It is truly random and will not remember what items have been counted lately. “1 in 1” will select all inventory items.
The Skip unused items checkbox will determine if ALL inventory items (regardless of if they have been used at this location before) or if only items that have been used previously at this location will be included. Best practice is to check this box.
Figure 4: Generate Transactions Main Tab
The next tab is Inventory Selection tab allows to restrict the items to be counted to certain Inventory Items, Groups, etc. It also allows to choose whether to count items that have been marked as Hidden or Inactive on the Item file record. If left alone, all Inventory items will be included.
Figure 5: Generate Transactions Inventory Selection Tab
Next, choose the appropriate Output Options and click Next in the bottom, right hand corner.
Figure 6: Generate Transactions Output Options
Click the batch hyperlink.
Figure 7: Selecting Batch
In the Transactions tab, the items for this location that were selected for counting will appear. The On Hand column is what COINS currently records as quantity. It will remain static and will not be updated if other inventory transactions occur between time of generation and time of posting. The Count column is the quantity the user will enter as the actual count. It is possible to open each line using the Open folder at the left of the line and manually enter actual counts. Click the floppy disk to Save each line, and when finished, click Next.
Figure 8: Adjusting Count
Using the action bar at the bottom of the screen, Post the batch.
Figure 9: Posting Batch
Review the Posting Listing Report that generates to see the adjustment transaction and effect on the GL.
Figure 10: Inventory Count Report
