ENTER ACTUAL COUNTS

Use this screen to enter actual quantities against a predefined physical or cycle count. You must use Find or Query to access the predefined physical or cycle counts. Use this screen whenever a physical count has taken place.

Count ID

The count ID for the count is displayed and cannot be edited.

Warehouse

The warehouse for the count is displayed and cannot be edited.

Count Date

Enter the date on which the physical count is to take place.

Counter

Enter, or use Lookup to select, the employee who is performing this count. This is a required field.

Control ID

This field displays the prefix to be attached to all control numbers for a physical/cycle count. This is entered in the Set Up Physical Count screen.

Total Pre-Count Quantity for the Part/Location

The field displays the total quantity for this part/location.

Adjustment Reason

Enter, or use Lookup to select, the quantity adjustment reason code to default to all lines with an actual count entered.

Table Window

For existing lines, only the following columns can be modified: Actual Count Qty, Variance Qty, Counted, and Reconciled. As you enter or tab through the Actual Count Qty field for the line, the following actions will occur:

  1. The Counted field is set to "Y."

  2. Variance Qty = Actual Count Qty - Pre-Count Qty.  If the Tolerance percent is not zero, the Variance Qty is divided by the Pre-Count Qty and multiplied by 100.  If the result is less than or equal to the Tolerance percent, the Variance Qty is set to zero.  You can override the Variance Qty.

  3. The Reconciled field is set to "Y" if the Variance Qty is zero.

Control No

The control number is automatically generated from the Starting Cntl No in the Set Up Physical Count screen, but you can change this when adding a new line.

Part

Enter, or use Lookup to select, the part ID of the item to be counted.

Rev

The last revision assigned to the part ID selected automatically displays; however, you can enter, or use Lookup to select, another revision that exists for this part ID.

Description

The description of the part selected will automatically display and cannot be edited.

U/M

The inventory unit of measure for the part selected will automatically display and cannot be edited.

Inv Abbrev

Enter, or use Lookup to select, the inventory abbreviation to be counted.

Location

Enter, or use Lookup to select, the location ID to be counted.

Actual Count Qty

Enter the actual physical quantity counted for this count line.

Pre-Count Qty

The pre-count quantity for this part will display automatically.

Variance Qty

The variance quantity for this count line will be calculated and displayed in this field. The variance quantity is the Actual Count Qty less the Pre-Count Qty. The Variance Qty will become the adjustment quantity. If the Tolerance percent is not zero, the system divides the Variance Qty by the Pre-Count Qty and multiplied the result by 100. If the result is less than or equal to the Tolerance percent, the Variance Qty is set to zero. The Variance Qty can be changed.

Tolerance

This field displays the count tolerance percentage for this part. The tolerance percentage is assigned to the part in the Tol field in the Planning Part Data screen in Costpoint Product Definition, and defaults based on the ABC Code.  Subsequently, tolerance percentages are assigned to ABC Codes in the Perform ABC Analysis screen in Costpoint Inventory.

Counted

"N" (No) will be displayed if an actual count has not been entered for this count line. "Y" (Yes) will be displayed if an actual count has been entered for this count line. When increasing a count on an existing record where the Counted field is "N" and the Auto load Actual Count Qty with Pre-Count Qty checkbox is selected in the Inventory Settings screen, the Actual Count Qty will be set to equal to the Pre-Count Qty, and the Variance Qty will be set to zero.  If the Auto load Actual Count Qty with Pre-Count Qty checkbox is not selected, the Auto-Count pushbutton is disabled, and all actual count quantities will be set to zero. 

Reconciled

Enter "Y" (No) to indicate that this line is ready for processing. Enter "N" (No) to prevent adjustment creation.

Adj Reason

Enter, or use Lookup to select, the adjustment reason code describing the cause of this adjustment.

Counted By

This field displays the employee ID of the counter.

Cost Elements

Select this pushbutton to record or view inventory cost element information for a selected transaction line.

Serial/Lot Info

Select this pushbutton to record or view serial and lot number information for the selected transaction line.

Auto-Count

Select this pushbutton to have the system enter Actual Count Qty, equal to Pre-Count Qty, for all lines that had not yet been counted. This will also automatically enter a "Y" (Yes) in the Counted and Reconciled columns for those lines. If you did not select the Auto load Actual Count Qty with Pre-Count Qty checkbox in the Inventory Settings screen, this pushbutton will be disabled.

Auto-Reconcile

Select this pushbutton to have the system set all count and reconciliation flags to "Y" (Yes) for lines with an actual count.

Table Information

Changes to this screen update the PHYS_COUNT and PHYS_COUNT_DETL tables. Information for entering actual counts is also stored in and/or pulled from the following tables: EMPL, INVT_WHSE_LOC, ITEM, PART, RSN_CD, WHSE_LOC.