Timing of Physical Inventory

We think we've run into a problem with the way we've been taking inventory. Basically we go into a store, open a new physical count in SOM then use our hand helds to collect the data. Once we upload the data to SOM we then run a sales report and recount all the items that sold during the day and correct them in our physical count file and then we commit the quantities to the database. But we've recently noticed that maybe RMS is taking a snapshot of inventory as of the time that we open the physical inventory in SOM.

If this is the case we either need to be very aware of what is selling and when (ie. have we counted/scanned this item yet) or we need to do our count when the store is closed.

Can anyone confirm?

Reply to
PMD
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We think we've run into a problem with the way we've been taking inventory. Basically we go into a store, open a new physical count in SOM then use our hand helds to collect the data. Once we upload the data to SOM we then run a sales report and recount all the items that sold during the day and correct them in our physical count file and then we commit the quantities to the database. But we've recently noticed that maybe RMS is taking a snapshot of inventory as of the time that we open the physical inventory in SOM.

If this is the case we either need to be very aware of what is selling and when (ie. have we counted/scanned this item yet) or we need to do our count when the store is closed.

Can anyone confirm? -- Thanks, Michelle

Reply to
cptsoft

Thanks Jeff, I don't think we were recording the time of the count in the scanner but will look at that option.

Reply to
PMD

Jeff:

Your reply addresses a question we have been trying to resolve regarding physical counts, how they post and how the variances are adjusted and posted.

As you note, when the physical count is created each item record receives a time stamp (CountTime) along with the current RMS on hand quantity (QuantityRefreshed) in the PhysicalInventoryEntry table.

Ideally the on hand quantity (QuantityRefreshed) is a "frozen" value upon which adjustments will be made regardless of any inventory transactions (sales, receivings, transfers, etc) that may occur between the time that the PhysicalInventoryEntry table was created and the time that the actual counts are posted. If this is the case then inventory adjustments resulting from the count will post against the "frozen" quantities and not the current computer on hand quantites.

Do you know "for certain" which quantity is used for posting?

If the adjustments are made against the frozen quantities based on the time stamp at creation and the later time when the physical count is posted then the business can be resumed between the completion of the count and the eventual posting - and the adjustments will be correct for the point in time when they were created.

This is the Holy Grail question about physical counts. It seems that every POS/inventory management program handles this differently and it is necessary to fully understand how these adjustments are handled.

Thanks for your input.

Aloha, Miles

Pacific Computer Systems Miles Baidack snipped-for-privacy@pacificcomp.biz

Supporting Business Since 1985 Phone: (808)395-8156 or (808)277-8156

"Jeff @ Check Po> Michelle,

Reply to
Miles B

Jeff:

Your reply addresses a question we have been trying to resolve regarding physical counts, how they post and how the variances are adjusted and posted.

As you note, when the physical count is created each item record receives a time stamp (CountTime) along with the current RMS on hand quantity (QuantityRefreshed) in the PhysicalInventoryEntry table.

Ideally the on hand quantity (QuantityRefreshed) is a "frozen" value upon which adjustments will be made regardless of any inventory transactions (sales, receivings, transfers, etc) that may occur between the time that the PhysicalInventoryEntry table was created and the time that the actual counts are posted. If this is the case then inventory adjustments resulting from the count will post against the "frozen" quantities and not the current computer on hand quantites.

Do you know "for certain" which quantity is used for posting?

If the adjustments are made against the frozen quantities based on the time stamp at creation and the later time when the physical count is posted then the business can be resumed between the completion of the count and the eventual posting - and the adjustments will be correct for the point in time when they were created.

This is the Holy Grail question about physical counts. It seems that every POS/inventory management program handles this differently and it is necessary to fully understand how these adjustments are handled.

Thanks for your input.

Aloha, Miles

Pacific Computer Systems Miles Baidack snipped-for-privacy@pacificcomp.biz

Supporting Business Since 1985 Phone: (808)395-8156 or (808)277-8156

"Jeff @ Check Po > Michelle, > > Natively, RMS takes into account the time the items were counted and > adjusts appropriately. > > If your scanner has the option to record the time when scanned, you can > import that into the PI. > > Otherwise, after you import your scans, if you right click on the body of > the items in the PI, you can turn on the Counted Date column and modify > the counted time and date. > > When RMS commits the items, it adjusts based on the time counted. > > -- > > Jeff > Check Point Software >

Reply to
cptsoft

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