Physical Inventory by Serial Number

 

Physical Inventory allows you to do cycle counts and inventory adjustments by serial number instead of by a unit count.

Physical Inventory by Serial Number is not supported in:

Setup

Use the Serial Number Import tool to quickly add the store each serial number exists in. 

 

Add Serialized Items to Count File (PIP)

Use one of the following procedures to add serialized items to the count file (in order to take the snapshot of the items Quantity on Hand (QOH).

If option 3074 is Yes and 8990 is Yes (for multi-store users), adding an item with the Tally=S (Serialized item) into the Add dialog will add the SKU into PIP ignoring any count entered. After all SKUs have been added, press Cancel to close the dialog. The notification message will display to inform you of how many serialized items were added to PIP and to use the Serial Number Viewer (SNV) to enter counts.

Note:  Refer to the "Adding a Range of Items to the Count File” online help topic for the details on how to create a count list and print count sheets from Physical Inventory Posting (PIP). 

Note:  Refer to online help topics for loading items to the count file using Physical Inventory Report (RPI).

Print List of Serial Numbers to Count

Go to the Serial Number Viewer (SNV) and display the list of serial numbers you want counted using the lookup criteria. Once you have the list (by SKU and available), click the <Print> button to print out the results.

Post Serial Number Counts to Physical Inventory Posting (PIP)

All counts for Tally=S items are applied in the Serial Number Viewer by setting the Count Status = Y as counted for SKU/Serial# where Status=Available.

Notes:

  1. Display the Serial Number Viewer (SNV) -  From PIP with the serialized item loaded select the item to count in the grid. In the Serial #  column, click on the Yes hyperlink to open the Serial Number Viewer. Any serial numbers for that SKU that are available display.

 

  1. Or simply click the Misc menu and select the Serial Number Viewer menu option.

  1. In the Serial Number Viewer (SNV) use the lookup criteria to make any additional changes to lookup serial numbers to count. You can lookup by Status=Available and SKU, making sure you have the correct store set for counting and posting back to PIP. Select the serial numbers that you want to add a count post to PIP.

Note: The serial numbers must have column PIP Count Status set to blank (not counted).

  1. Click Misc Menu and select “Apply Counts to PIP”.

A message displays stating how many serialized counts were applied to PIP for the serialized item.

  1. Click <OK> to close the message box and the Serial Number Viewer will reflect the date it was counted in the “PIP Date Counted” column.

  1. Set the “PIP Count Status”column to Yes to state that the serial number was counted and count(s) applied to PIP for that serialized item.

  1. Open Physical Inventory Posting (PIP) and click Refresh. The SKU is updated with column Counted Qty = 6.

Remove Serialized Item Counts from Physical Inventory Posting (PIP)

  1. Display the Serial Number Viewer (SNV). From PIP Misc menu select Serial Number Viewwer or from eBrowser typing SNV.

  2. In the lookup criteria section, Select Status =Available and Enter the SKU and click Refresh to get the list of Available SKU/serial numbers that were counted.

  3. Checkbox the serial numbers which have PIP Count Status = Yes.

  4. Click Misc Menu and select “Remove Counts from PIP”

  5. A message box will display stating how many serial numbers counts were removed from PIP.

  6. Click <OK> to close the message box and the Serial Number Viewer will reset columns PIP Date Counted and PIP Count Status to blank.

  7. Display Physical Inventory Posting (PIP) and click Refresh and the SKU is updated with column Counted Qty = blank, with the Count Status now showing N/C. The SKU can now be deleted from PIP using the <Delete> button.

Add Manual Adjustments (Diff) to Physical Inventory Posting (PIP)

You can add manual adjustments for a Tally=S SKU to the Serial Number Viewer Misc Menu for making manual adjustments at any time, rather than performing a physical inventory.

Manual adjustments are allowed for a Tally=S SKU in SNV if the SKU is not already in PIP with a Counted Qty.

  1. Display the Serial Number Viewer (SNV) – From eBrowser type SNV.

  2. In the lookup criteria section, enter the SKU and click Refresh.

  3. Checkbox the SKU/serial number that you want to adjust (select only one).

    Note: All serial numbers must have column PIP Count Status set to blank to indicate SKU is not in PIP with Counted Qty.

  4. Click Misc Menu and select “Add Manual Adjustments to PIP”.

  5. Set Adjustment to 1 to change the serial number Status to Available or to add a new serial number to inventory. This applies to serial numbers with Status = Sold OR if the serial number isn’t found and you want to add it to inventory. Clicking <OK> will add the serialized item to Physical Inventory Posting (PIP) with a 1 in the Manual Diff column.

  6. Set Adjustment to -1 to change the Status from Available to Sold for that serial number and remove it from inventory. This applies to serial numbers with Status = Available but was already sold and you want to remove it from inventory.

  7. Click <OK>  to add the serialized item to Physical Inventory (PIP) and posts a -1 in the Manual Diff column.

Review and Reconcile Variances

  1. Once all counts have been applied to Physical Inventory Posting (PIP), open the Physical Inventory Report (RPI) to create a report for viewing / printing variances only.

  2. In RPI, click on the Options tab and check the Reconcile options S – Show Detail, Y – Include Serial Number Detail (Requires Opt 3074) and V – Print Variances Only.

    This prints out the Serialized items and all the serial numbers that were counted and available or available and not counted for that item. Use the report to compare with the Serial Number Viewer (SNV) looking at available serial numbers for the SKU/serial numbers from the report.

Serial Number changes can be made from the Serial Number Viewer (SNV) if there is a need to change a serial number status for that store (Sold to Available or Available to Sold).

Click on the Misc Menu from Serial Number Viewer (SNV) and select “Maintain Serial Numbers” to Add or Change Status to help reconcile the difference before finalizing counts. Security bits 219, 1003 are required for adding or changing serial numbers.

 

Finalize Counts for Serial Numbers Using Physical Inventory Report (RPI)

After you have completed counting either through the Serial Number Viewer or using your Mobile+ device you can now finalize the counts in RPI.

  1. In RPI, click Options (in the left pane of the window).

  2. In the Reconcile Options list, select F and Y and S. (Y – Include Serial Number Detail - requires Option 3074). You can also select Option Z.


    When run with Option Y, Physical Inventory report (RPI) prints out the Serial#, Counted Status, Last Physical and Reference for each Serial Number that is Available or is counted but sold for a SKU.

  3. In the Physical Inventory report (RPI), Serial Numbers with a Count Status (Counted) of “Y” determines that the Serial Number was counted, and if the Serial Number has a blank count status, it determines that the Serial Number was not counted. Any Serial Numbers in the Report that has a Count Status (Counted) as “S” determines that the Serial Number was counted, but may have been sold during the count. S refers to Counted but Sold. When the Reconcile report is run to finalize (either using Option F or Z), the Count Status and PIP Counted Date is reset to blank and the SN Last Physical for those serialized items is updated.

If using Reconcile Option R – Remove Items without updating - this will also reset the count status and PIP Date Counted to blank for those serialized items to remove the counts in the Serial Number Viewer (SNV).