Using Part Lists for Physical Inventory

The Directed Counts work flow uses Part Lists to create a list of parts to be counted. You then assign those lists to the stores required to do the count, and assign the list to a counter(s). The counter(s) uses Eagle Mobile "Physical from List" to take the count for the parts on that list. A manager then monitors and reviews the count’s progress in Physical Inventory Posting (PIP). When the count is complete, the manager reconciles and finalizes the count list(s) with the Physical Inventory Report (RPI).

Options Setup

• Option 1100 "Eagle Mobile on System" must be set to Yes to use Directed Counts.
• Option 9585 "Inventory Part Lists Enabled" must be set to Yes to use Directed Counts.
• Option 1155 "Mobile Use Physical Inventory with Count List" must be set to Yes to use Directed Counts.
• You can set option 1158 "Mobile Physical Inventory Display finalized items in Count List" to determine what items appear in Eagle Mobile.

• • This option applies when using an Part List in Eagle Mobile Physical Inventory, Physical Inventory Posting (PIP), and the Physical Inventory Report (RPI) to take, review, and finalize a physical inventory. Furthermore, this option is only relevant if you are counting and finalizing portions of the part list over time, versus counting the entire list and finalizing the entire list at once.
  • If you set this option to Yes, parts in the list which have been counted and finalized by RPI, and are still in the list, appear as uncounted and can be counted again. They display on the Eagle Mobile unit when using "Physical from a List" and allow you to enter a count. They appear in PIP with "Count Status" showing "N/C" (not counted) until a count has been entered in Eagle Mobile.
  • If you set this option to No, parts in the list which have been finalized by RPI appear as counted/finalized and cannot be counted again. They do not display on the Eagle Mobile unit when using "Physical from a List." They appear in PIP with "Count Status" indicating "Final" so that you can track the progress of the count.  
• To reset the finalized flag, display the Part List Maintenance windowFrom the Eagle Browser Launch bar, type Lists and press Enter.
   , display the appropriate list, click Misc, and select “Reset Finalized flag to No.”

• Make sure you have Terminal Licenses for the physical inventory function of Eagle Mobile by checking option 7060 "Eagle Mobile Physical Inventory Terminal Licenses." You can also check what terminals are licensed by doing the following in Options Configuration: click Misc, and select "Review Licenses."

Security Setup

• Set security bit 954 "Ability to access part lists" to Yes for all users whom you want to be able to create and maintain part lists.
• Set security bit 960 "Ability to change part lists created by another user" to Yes for all users whom you want to be able to modify lists created by other users. Bit 960 applies to all types of changes except adding a part to the list.  
• Set security bit 962 "Ability to add parts to a list created by another user" to Yes for all users whom you want to be able to add parts to lists created by other users. Note: For store managers, bit 960 would be set to Yes, but bit 962 would be set to No.   
• Security bit 12 "Add/Change/Delete data in all stores" should be set to Yes for all users whom you want to be able to create and distribute lists to stores. If you want to limit store managers to assigning counters to only their store’s lists, set bit 12 to No.
• Set Security bit 1116 "Ability to add or delete items from a Count Sheet that is Locked" to Yes for anyone who would be allowed to add or delete items from a Locked List. The default is No.
• To notify store managers when Physical Inventory Lists have been distributed, set up the following:
• • So that the system generates “Count List Received” alerts for the store managers, set Option 3315 “Record ‘Count List Received’ alerts” to Yes.
  • Then, in each store manager’s Eagle Alerts profile, set the entry for Count List Received alert to Y.  

Using Directed Counts

Step 1:  Manager creates a physical inventory count list

A manager can generate a list in various ways.

1. Create an Part List using the procedure in the topic "Creating Item Lists in the Part List Viewer." Make sure the List Type is set to Physical Inventory.
2. Create a count list by pressing the Add button in PIP, entering the item to be counted, and repeating the process until the list is complete.
3. Create a count list using the Physical Inventory Posting (PIP) <Count> button located on the toolbar:
1. Click on the button located on the PIP toolbar, then select "Create Count List Item Viewer."

2. Select the Department, or choose a different lookup by clicking on "change lookup" and making the desired selection.

3. Using the check boxes, select the parts you wish to load into the count list. You may also right click on the check box column and select 'Load and select all'. When you are done, click on "Select"

4. Name the list. You may also add a comment which will be visible in the Part Lists Header Viewer.

5. The selectedparts will be loaded into the grid. If you wish to delete specific parts, simply click the check boxes and then click "Delete".

Step 2:  Manager distributes list to the stores

If you are assigning the list to be counted in Eagle Mobile, this section is optional. However, assigning the list to a specific user is required in order for that list to appear on the mobile device.

Once the manager has created the part list and is ready to finalize/distribute the list for store use, they use the "Distribute Count List to Stores" function, which can be found in the Misc menu of both Item List Maintenance Viewer, and in PIP (this option is only available in multi-store systems).

1. In the Item List Maintenance ViewerFrom the Eagle Browser Launch bar, type Lists and press Enter. The Item List Maintenance viewer displays., display the appropriate list, then click Misc menu and select “Distribute Count List to Stores” (this option is only available on multi-store systems with option 1100 "Eagle Mobile on System" set to Yes).

2. In the dialog that displays, use the check boxes to select the store(s) that need to do a physical count for that list.

3. Click OK.

For each store selected, the system generates a copy of the list, and sends an alert to each store’s manager notifying them a count list has been received. For each store receiving a count list, the store number is in the list name. For example, “Wrangler Jeans” would become “Wrangler Jeans ST=1” for store 1, “Wrangler Jeans ST=2" for store 2, etc.  

Step 3:  Store manager is alerted that they have a list to count

The store managers receive the alert "Count List Received," telling them the list name and who assigned it to them. The manager then continues to step 4.  

Step 4:  Store manager assigns list to users or Mobile user

Assigning list to Users:

1. Display the Part List ViewerFrom the Eagle Browser Launch bar, type Lists and press Enter.
   (Note: You can also access this viewer from Modify Item Promotions (MIP), by clicking Misc and selecting Maintain Item Lists.) , and select the list that is ready to be assigned.
2. Click Misc, and select "Assign Users to the Inventory Count List."

3. In the dialog that displays, add or delete users as necessary. To add a user, click Add User. In the User selection dialog that displays, select the user you want to assign from the drop-down list, and click OK.

4. Repeat this process for each user you want to assign to count the list.

Assigning List to Mobile User:

1. In the Physical Inventory Posting screen, click on the button and choose "Assign List to Mobile User."

2. Select the user from the list that displays. You may also click on "Add User" if you wish to add a user at this point.

3. Click "OK"

Step 5:  Users count parts

1. Once the list has been assigned, the Manager notifies you, an employee, that you have a list to count (or you will find out the next time you run Eagle Mobile “Physical from a List”).
2. Log on to the Eagle Mobile application.
3. From the Eagle Mobile main menu, select the function “Physical from a List.” This displays all the lists which have been assigned to employees for counting.  

4. Click the list you were instructed to count. The Item count screen displays. You can now begin scanning and counting parts. Parts on the list can be scanned, key entered, or selected from the “View Items” screen.

5. You can click the Details menu and select one of three display options to either display all parts on the list, all un-counted parts, or all counted parts.  

If option 1158 "Mobile Physical Inventory Display finalized parts in count list" is set to No, then any items that have already been finalized by RPI do not appear any more. If 1158 is set to Yes, then parts already finalized by RPI appear as uncounted.

6. Once you have counted all parts on the list, exit the Eagle mobile application and inform your manager.

Step 6:  Manager reviews counts

At any point, a manager can review the progress of the count in the Physical Inventory Posting Viewer, as follows: 

1. From the Eagle Browser, type PIP in the launch bar and press Enter.
2. From PIP, select the appropriate list from the drop-down, and click Display (F6).

A row for each of the parts in the list displays. If a part has not been counted, it is displayed with a Count Status = N/C for “not counted.”  Any rows with a Count Status = N/C cannot be modified until a count has been entered in Eagle Mobile.

If option 1158 "Mobile Physical Inventory Display finalized items in Count List" is set to Yes, parts in the list which have been counted and finalized by RPI and are still in the list, appear as uncounted and can be counted again. They display on the Eagle Mobile unit when using "Physical from a List" and allow you to enter a count, and they appear in PIP with "Count Status" showing "N/C" (not counted) until a count has been entered in Eagle Mobile.

Note: If you finalize the RPI report with option F and G, it deletes parts from the part list as they are finalized. Once all parts are counted and Finalized from an Part List, it is removed from the system.

If option 1158 is set to No, an part that has already been counted and then finalized with RPI appears as “FINAL.” If an part is currently being counted, it shows the count quantity.   

Never use RPI Reconcile Option G ("delete items from Item List as they are finalized") when option 1158 is set to No in Options Configuration.   

Step 7:  Manager finalizes counts

When all parts have been counted, and the counts appear accurate, the manager finalizes the counts to the inventory file, as follows:

1. Display the Physical Inventory Posting (RPI) report.
2. At Reconcile Options, place a check mark by option F (finalize) and any other desired options.

3. On the From/To page, select the Part List you want to finalize. If you select an Item List and leave the “Exclude (Y/N)” field set to N, the system only finalizes items that are on the specified Item List and ignores all other items in the count file. Conversely, If you select an Item List and set the "Exclude (Y/N)" field Y, the system ignores all items on the specified Item List, and only finalizes items within the specified From/To range.

4. Click Run to run the report.