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     Create a new Physical Inventory batch.

• Open the New Physical Inventory Batch window (IC> Physical Inventory> Select New from the drop-down menu).
  • If there are open batches in the Physical Inventory process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon.
  • You can delete a Physical Inventory batch by highlighting a batch number and clicking the Delete icon or pressing DELETE.

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

• The Export step can be used to generate a comma-separated-value 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 comma-separated-value 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 File Layout icon to preview the formatting for the exported file.
• Click the Confirm icon to export the file.
  • You can view the progress of the export on the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).
• Once the export has finished processing, the Export Settings window will open. This window is used to specify the export path for the file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the export path location and click the Save icon to export the file to the local path.
• You will not be able to generate the export file if you have not already set up an IC Category titled Physical Inventory.

3     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 Confirm icon or press ENTER when complete. This will generate the inventory worksheets.
  • You will not be able to generate the worksheets if you have not already set up an IC Category titled Physical Inventory.

4     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 Print Options fields to filter the report by the field values.
• 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.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and 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.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Record the Physical Inventory.