quipware serialized physical inventory process - dis 1. overview of serialized physical inventory...

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QuipWare

Serialized

Physical Inventory Process

V2.06_SP806.3

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Part I – Introduction & Overview

1. Overview of QW Serialized Physical Inventory

2. Terminology of QW Serialized Physical Inventory

Part II – Preparing for Physical Inventory 1. OE – Document Not Delivered report

2. OE – Lines In Progress report

3. PE – Stock Status 2 report

4. Repair Process in Inventory

5. PE – Stock Status 2 report for after repair

6. Consider GL Adjustment for changes to on hand stock after repair (OR include those changes in the variance at the end)

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Part III – Serialized Physical Inventory Process 1. Setup Serialized Physical Inventory

2. Freeze Inventory

3. Print Count 1 and Distribute To Counters

4. Count Stock and Write Quantities On The Count Sheet

5. Key Quantity

6. Print IC – Physical Inv 2nd Count report if needed and Distribute To Counters

7. Key Quantity

8. Print IC – Physical Inv. 3rd Count report if needed and Distribute To Counters

9. Key Quantity

10. Additional Tools

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Part IV – Completing Physical Inventory 1. IC – Physical Inv. Sheet with Variance report

2. Post the Physical Inventory

3. Update Status of any Added Serialized Records

4. Make General Ledger Adjustments

5. Viewing the Results

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Part I

Introduction & Overview 1. Overview of QW Serialized Physical Inventory

2. Terminology of QW Serialized Physical Inventory

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1. Overview of Serialized Physical Inventory Process

Prepare

1. OE-Document Not Delivered

report

a. Set deliveries complete

2. OE-Lines In Progress report

a. Clean up in progress lines

3. PE-Stock Status 2 report

a. Review GL accounts

Physical Inventory

1. Setup physical inventory

2. Repair to correct differences

between on-hand and equipment

3. Run new Stock status report for

comparison to previous

4. Freeze inventory

5. Print Count 1 and distribute to

counters

6. Count stock and write Qtys on the

count sheet

7. Key Qty

8. Print IC – Physical Inv 2nd Count

report if needed and distribute count

sheets

9. Key Qty

10. Print IC – Physical Inv. 3rd Count

report if needed and distribute count

sheets

11. Key Qty

Completing Physical Inventory

1. IC-Physical Inv with Variance

report

2. Post physical inventory

3. Update status of serialized

records

4. Make GL Adjustments

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2. Terminology of QW Serialized Physical Inventory • Inventory Freeze – QuipWare will store, or “freeze”, what the On Hand Qty is at the point in time you

freeze the inventory. This allows a “business as usual” process in QuipWare. You will need to track, (using a card in each bin), any sales/receipts during the count process.

• Repair – QuipWare will compare on hand parts quantities with the sum of equipment records available and adjust on hands to match the equipment record counts.

• Unmanaged Parts – A non-stocking part that you do not track calls and demands on.

• Managed Parts – A stocking part that you track calls and demands on.

• Inactive Part – A part with no calls and demands and no on hand qty within your set parameters in the Inventory Control program or manually set as inactive in the QW Product file.

• Parameter - Any of the set of values you select that determine that outcome of the results of a report. For example, which Department or Manufacturer you select before running the report is a “parameter”.

• Equipment record – Serialized parts are tracked in the “QW Equipment” application in QuipWare and are sometimes referred to as “equipment records”.

• “Add – Physical” – A serialized record added during a physical inventory will have a status of “Add – Physical” in the equipment record.

• “Del – Physical” – A serialized record removed due to a physical inventory will have a status of “Del – Physical” in the equipment record.

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Part II Preparing for Physical Inventory

1. OE – Document Not Delivered report

2. OE – Lines In Progress report

3. PE – Stock Status 2 report

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Preparing for Physical Inventory: Step 1

Run the OE-Document Not Delivered Report

and set Delivery Documents Complete

OE – Document Not Delivered report

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All standard QuipWare reports display under the tab titled “All Reports”. They are sorted alphabetically.

To find the OE-Lines In Progress report:

1.Type the first few letters in the “Filter” field; or,

2.Scroll down using the scrollbar on the right side of the screen.

QuipWare Gateway

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Once you have found the OE-Document Not Delivered report, double click on the report title itself.

All Reports pane of QuipWare Gateway

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The parameter detail window is displayed.

1. Column 1 = Name: This is the name of the parameter

2. Column 2 = Value: This is where the default parameter displays or you can make your value selection

3. Column 3: This column should be empty.

4. Window: A description of each parameter is listed in this window.

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Gateway report parameter window

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After you have selected all the parameter values, print the report by selecting <Print>.


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This OE-Document Not Delivered report was run by using the default parameters. The

purpose of setting of all Delivery documents complete is because the Physical

Inventory process does not count allocated quantities as On Hand quantity.

Caution: If you do not do this step, you need to add these quantities into your counts.

OE-Document Not Delivered report

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Run the OE-Lines In Progress Report

and clean up documents with allocated lines

OE-Lines In Progress report

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Once you have found the OE-Lines In Progress report, double click on the report title itself.


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The parameter detail window is displayed.


2. Column 2 = Value: This is where the default parameter displays or you can make your value selection

3. Column 3: This column should be empty.


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After you have selected all the parameter values, print the report by selecting <Print>.


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This OE-Lines In Progress report was run by using the default parameters. The purpose of running this report before doing a Physical Inventory is that there may be documents in your system where a user has allocated inventory but has not made a decision with the Order.

The Physical Inventory process does not include allocated Qty’s in the On Hand Qty’s.

We recommend reviewing your In Progress lines prior to Physical Inventory.

OE-Lines In Progress report

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Run the PE-Stock Status 2 Report

The purpose of running the PE-Stock Status 2 report:

1. To look at your inventory prior to freezing.

2. To review General Ledger accounts before doing the physical

inventory.

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Once you have found the PE-Stock Status 2 report, double click on the report title itself.


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The parameter detail window is displayed. This window is where you will make your parameter selections.


2. Column 2 = Value: This is where you will make your value selection

3. Column 3: Should be empty.


The recommended parameter for the PE – Stock Status 2 report follow…

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QuipWare Gateway report parameter window

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After you have selected all the parameter values recommend:

Print the report by selecting <Print>

QuipWare Gateway report parameter window

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Parameter recommendations for the PE-Stock Status 2 report:

• Grouping: Your selection will depend on how your GL is structured for your Parts inventory (Branch, Department, Bin, Manufacturer)

• Detail: Select “Group Summary”

• Product Type: Select “1.0 (Parts)”

• Stock Type: Select “Warehouse Only”, (this should match your PI setup, therefore run Van stock separately as well).

• On Hand: Select “All”

• ExcelMode: Select your preference

• Protected: Select “All”

• Managed: Select “All”

• Returnable Parts: Select “All”

• Inactive: Select “All”

• Page Break: Select your preference

• Branch Start & End: If this is an all-branch inventory, run for all branches and in Grouping parameter select “Branch” (above). If this is a one-branch inventory, enter specific branch id in the Branch Start & Branch End parameters.

• Department Start & End: For all Departments enter “0” thru “~~~~”. However, if you are just doing Inventory in your parts department warehouse for the physical inventory, match the Dept in this parameter.

• Bin Start & End: Match the physical inventory bin selections.

• Period Start & End: For calls/demands. This does not matter for this purpose of using the Stock Status.

• Company: Your company id in QuipWare. This is usually 0001 if you are not setup as a multi-company.

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Part III Physical Inventory Process

1. Setup physical inventory

2. Initiate the Repair function

3. Re-run PE-Stock Status report to compare before and after Repair

4. Freeze inventory

5. Print Count Sheets 1 and distribute to counters

6. Count inventory and write Qtys on the count sheet

7. Key Qty

8. Print IC – Physical Inv 2nd Count report if needed and distribute to counters

9. Key Qty

10. Print IC – Physical Inv. 3rd Count report if needed and distribute to counters

11. Key Qty

12. Additional Tools

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Physical Inventory Process: Step 1

Setup Physical Inventory

To access the QuipWare Physical Inventory program:

1. Select “QW Batch” in the Setup menu

2. Select the “Inventory” tab on the vertical toolbar

3. Select the “Setup” icon

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Applications pane of QuipWare Gateway

QW Batch menu

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1. Designate how many pages for entire count sheet.

2. Designate total number of lines for each count sheet (use 40 with US letter format). As a special note, serialized parts will take up two lines on the count sheet.

3. Select price to use for extended dollar variance.

4. Select if you want Cost to print on the count sheet.

5. Always select this checkbox to display the Physical Inventory QW Inquiry > History.

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QW Batch > Inventory > Setup screen

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Select the Inventory icon on the vertical toolbar.

The top windows are for designating what you want to freeze.

1. Branches: Select one, many, or all branches.

2. Dept: Usually Parts but according to your organization.

3. Manufacturer: If this is a full inventory, select “All”

4. Stock: Type of stock to include (do vans separately).

5. Product: Type of product to include = Parts.


Freeze Inventory

QW Batch > Inventory > Inventory screen

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The first column is for drilling down that selection:

1. Freeze: Select to freeze On Hand quantities.

2. Qty = 0: Select to verify these Qty’s

3. Lock stock: unavailable today

4. Recalculate Class: Future development

5. Unmanaged parts: Normally no. The stock order process will make parts unmanaged.

6. Final Inventory: Will disable range selections on right.

7. Serialized Parts: Select to include your serialized parts.

8. Automatic Cycle Inventory: Not available

9. # Maximum: Not available

10. Exclude: To exclude a specific $ amt >/=

1 - 10


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The bottom right side of the screen is for designating how you want the count sheet to print:

1. Request by Bin: No other choice for the final inventory.

2. Bin: Able to enter a bin From & Thru id

3. ID: Will be calculated using Counter ID 400 in Setups

4. Print Detail: Count sheets will print automatically. If you do not select this checkbox, you can print in next step manually.

5. Breakdown: Leave blank.

6. Sorted: Select Bin and Product.

7. Select <OK> and then <Exit>. You are done with step 2. Proceed to step 3.


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However, if you have any discrepancies between the equipment records and the part stock records, this dialog displays.

If you did not get this message, proceed to Step 3.

If you receive this dialog, this must be resolved before doing a Serialized Physical Inventory.

Select <OK> to close the dialog and select <Repair>.


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The “Equipment Count

Discrepancies”

window displays so

you can resolve these

counts directly in the

Physical Inventory

program.

Select <Yes> to

update the quantity in

stock to the number of

models that are in

your inventory.


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You will then receive a confirmation message that the discrepancies have been resolved.

Select <OK>


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Rerun the PE - Stock Status 2 report to get the new starting values.

This value must be considered in the Variance at the end – either:

a) Create GL entries to account for this change in the parts inventory at

this time,

Or

b) Retain the before and after and include those values in the variance

at the end of posting.

The changes after Repair represent a change in the physical – physical adjustments

usually require GL entries to account for those changes

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You are then returned to the Inventory screen.

You now are finished resolving any stock discrepancies.

Select <Exit> and proceed to step 3.


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Select the Print sheet

icon on the toolbar.

1. Select the Branch &

Dept for the count

sheets to be printed

2. Select the inventory

to print by checking

the box

3. Select the sheets to

print by checking the

box(es).

4. Select <Print> and

distribute count

sheets to counters.


Print Count 1 Sheets & Distribute

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QW Batch > Inventory > Print Sheet screen

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1. Bin Location 4. Sheet Id: Count sheet id within Physical Inventory

2. Counted by: Counter name 5. Qty Counted: Counter enter items counted in location

3. Inventory id: Id of this Physical Inventory 6. Page: Page number within Count Sheet

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Count stock and write Qtys on Count 1 Sheets

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Count sheet 1

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Select the Counting icon on the vertical toolbar.

To find Count:

1. Enter the Inventory ID from the Count Sheet in the “Inventory doc” field.

2. Select the correct Branch & Dept

3. Select <Find>


Key Quantities Counted from Count 1

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QW Batch > Inventory > Counting screen

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1. Product Id: Able to search for part number in conjunction with <Find>

2. With stock: Displays stock & any variances (recommended)

3. Variances Only: Will display only the parts you have variances on.

4. Auto Tab: If checked will not have to arrow over to next pg.

5. Blue lines: Serialized inventory. Scrolling to the right will display the serial number and equipment id.


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1. Product ID: Option

to search for part

number in

conjunction with

<Find>

2. Data entry: Enter

name of person who

is keying count (free

text field)

3. Counter: Enter

name of person who

counted parts (free

text field)

4. Minimum Price:

Option to display

parts with a

minimum price.


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1. Key quantities from the Count Sheets in Column 1, which represents “count 1”.

2. Any variance from the Quantity on Hand to the quantity counted will display in the Variance column. You will be prompted to recount those items when Count 1 is complete.

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2


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1. Use the arrow over

function to toggle

to each page in

Count 1 (column1)

to finish keying

quantities counted.

2. When you tab out

of the last field of

the last page, and

all fields in

column/count 1

have a qty entered

you can click the

<Validate> button.

3. If all counts have

been entered the

Validate button will

change to the

Close button Then

the <Close> button

will appear.

4. Select <Close> to

close Count 1.


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Print the IC – Physical Inv 1st Count report if needed. This report displays all parts with a

variances between the On Hand quantity and the quantities counted and keyed in

Count 1. It is used to verify that the data entry people keyed the correct quantities

and to ensure an accurate Physical Inventory by your counters.


Print IC – Physical Inv 2nd Count report

Count sheet 2

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1. To run the IC – Physical Inv 2nd Count report select the QW Report program in the Setup menu.

2. Special Note: The Inventory Control reports must be run from QW Report program instead of the Gateway All Reports pane until they are upgraded for Gateway.

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Applications pane of QW Gateway

All Reports pane of QW Gateway

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Click in each Value field to enter

the following values:

cpy_id – enter the company ID

– for one company usually

0001. If you have multiple

companies, see your system

administrator to get the correct

company ID

pih_doc_id – enter the

Physical inventory Document

ID. This ID appears at the top

of the count sheets and is the

ID keyed when the counts are

entered

bra_id - click on the button in

the Value field

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In the New Choices box, enter

the branch ID and click Add to

move the branch ID to Selected

Values.

Click on OK

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Click in each Value field to enter

the following values:

pip.pip_sheet – leave the

default 0.0 if you are reprinting

all sheets. To reprint a specific

sheet, click on the button (just

like you did for branch) and

enter the sheet or sheets in the

New Choices box and click Add.

Amount – This field allows you

to enter a minimum dollar value

of part variance you wish to

recount.

With Cost – Click on the arrow

to select printing with cost or

without cost.

Click Preview to display the report

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Distribute 2nd Count Sheets to counters to verify the variances.

Count sheet 2

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1. Check the “Variances Only” checkbox to display only the variances between Count 1 & Count 2.

2. Entering the quantities counted in column 2.

3. You must toggle through all pages and enter a value in all fields in column 2.

4. When there is a value in all fields, select <Validate>. If all are entered, the <Close> button will appear. Click <Close> to close Count 2.


Key Quantities Counted from Count 2


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3 4

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You will only need to

print the IC – Physical

Inv 3rd Count report and

key quantities counted

after that, if there were

variances between

Count 1 and Count 2.

See steps 6 and 7 for

directions in completing

a Count 3.

If there were not

variances between

Count 1 & Count 2,

proceed to Step 10 to

view additional tools.

Physical Inventory Process: Step 8 & 9

Print IC – Physical Inv 3rd Count report &

Key Quantities Counted

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A blank page prints at the end of each of the counters Count Sheets for them to hand write any

found parts.

The data entry users can then add the new parts directly in the Counting screen.

Special Note: If there are any serialized records that are added, the “Status” in the Equipment file

will need to be updated during Part IV of the Physical Inventory process.

Physical Inventory Process: Item 10

Additional Tools – Add In’s

11C33 VOL AB17827 Bolt 5

Blank sheet at the end of each count sheet

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1. Right Click to add a

new part

2. You can key part ID,

Bin and qty

3. If it is a new part, it can

be created. 1

3

2


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Additional Tools – Delete an Inventory Document

Select the Print sheet

icon on the toolbar.

1. You can delete an

inventory by selecting

on the line you wish

to delete.

2. Then select the “X”

icon on the horizontal

toolbar at the top of

the screen.

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QW Batch > Inventory > Print Sheet screen

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• If after keying all the quantities in a Count, the <Close> button is not visible, You

need to click the <Validate> button first. Once you click it Validate, if all counts have

been entered the <Validate> button will change to the Close button and the user will

then be able to close that Sheet. If all counts have not been entered the user will

receive the user will receive the message box indicating, “Not Ready to Close”.

You can run the IC-Physical Inv Parts Not Counted report to find the field without a value in it instead of tabbing through every field of every page. The report will display the Product Id that is missing a value in the Count column.

Additional Tools – IC-Physical Inv Parts Not Counted

report (if the Close button is not there)

IC – Physical Inv Parts Not Counted report

Count screen

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You can quickly find

that Product Id

within the

Inventory by:

1. Entering the part

number in the

“Product id” field

2. Select <Find>

3. Once all fields

have a qty entered

in the fields, you

need to click the

<Validate> button

so the <Close>

button will appear.

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Part IV Completing Physical Inventory

1. IC – Physical Inv. Sheet with Variance report

2. Post the Physical Inventory

3. Update status of any added serialized records

4. Make General Ledger Adjustment

5. Viewing the Results

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Completing Physical Inventory: Step 1 Print IC-Physical Inv Sheet with Variance report

1. To run the IC – Physical Inv Sheet with Variance report select the QW Report program in the Setup menu.

2. Special Note: The Inventory Control reports must be run from QW Report program instead of All Reports Gateway pane until they are upgraded for Gateway.

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Applications pane of QW Gateway All Reports pane of QW Gateway

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Run the report IC - Physical Inv.

Sheet with Variance calculation

cpy_id – enter the company ID

– for one company usually

0001. If you have multiple

companies, see your system

administrator to get the correct

company ID

pih_doc_id – enter the

Physical inventory Document

ID. This ID appears at the top

of the count sheets and is the

ID keyed when the counts are

entered

bra_id - click on the button in

the Value field and enter the

branch as you did for the

recount reports.

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Run the report IC - Physical Inv.

Sheet with Variance calculation

pip_sheet – leave default of 0.0

to print variance for all sheets.

analytic – If your GL account

for Parts Inventory uses the

Manufacturer code as an

analytic, you should select

Manufacturer analytic code to

provide information to the

accounting department in the

grouping required for GL

adjustments

60 IC-Physical Inv Variance Before Posting report

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Select the “Posting” icon on the vertical toolbar.

1. Select the Inventory to post by checking the box.

2. Select <Post>

3. The Status will update from “Closed” to “Posted”.

Completing Physical Inventory: Step 2

Post the Physical Inventory

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QW Batch > Inventory > Posting screen

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This step needs to be

completed if there were any

“Add-In’s” that were serialized

records (see Part IV, Step 10).

The “Status” field in the

serialized record must be

updated after adding a

serialized record via the

Physical Inventory.

Select QW Equipment from the

QuipWare menu.


Update Status of Any Added Serialized Records


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Select the

‘binocular’

icon to display

the search

screen.

QW Equipment

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1. Select the status

of “Add-Physical”

(added due to a

physical

inventory.

2. Select <Find>

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QW Equipment > search results screen

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1. Any serialized record that was added during the physical inventory, now has a status in the equipment file of ‘Add – Physical”.

2. Click on the line to open the serialized record and update the Status field. As an additional note: you

can see from this view that

any serialized record removed

during inventory now has a

status of “Del – Physical”

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QW Equipment > search results screen

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The “Status” field

in these serialized

records must be

changed to

available to sale or

rent. Select <OK>

to save your

changes.

QW Equipment > equipment record

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The adjustments

can be made

from the

Variance

reports.

Reminder, if an

adjustment was

not made to

account for

changes after

repair, those

values must be

considered as

well. Add those

values to the

variance sheet.

Completing Physical Inventory: Step 4 Make General Ledger Adjustments

IC-Physical Inv Variance Before Posting report

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Select the QW Inquiry

program from list of

QuipWare applications


Viewing the Results


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1. Select the

“Products” icon.

2. Enter a product id

which had a

variance during the

physical inventory &

select <Find>

3. Select the “History”

tab

4. Any variance

recorded due to the

physical inventory is

displayed in the

history tab.

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3

4

QW Inquiry > Products > History tab

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In addition, you can view the physical inventory in the following location:

1. Select the “Stock” tab

2. Double-click on the bin location

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2

QW Inquiry > Products > Stock tab

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This section

displays the

physical

inventory you

just completed

as well as any

variances during

the physical

inventory.

Congratulations

on completing

your serialized

physical

inventory.

QW Inquiry > Products > Stock tab > Bin Location sub-screen

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QuipWare

Serialized

Physical Inventory Process

The End