Program Description
The program Physical Posting can be found on the Inventory Data Entry menu (INV-1-8). The main purpose of the program is to change the on hand amount in a warehouse. The quantity entered does not add or subtract from the current amount. The on hand amount entered replaces the current on hand amount for that item in inventory. This is a very efficient method of correction after performing a physical inventory count. The program is also designed to work with a bar coding system by doing a physical count, entering a warehouse to be counted, reading the item with a bar code wand, and entering the quantity on hand. The quantity entered becomes the new quantity on hand. The program can also be used without a bar coding system by manually entering the item number being counted. A report is printed which lists the old quantity and the new quantity. The report can be sorted by the order the items were entered by product class or item. The net change dollar value between the old and the new quantity is also included on the report. If an item is counted and it is not stocked in the warehouse, an option to stock the item is available. An Item Warehouse File is then created.
Rev 14 Changes
This program (INDE008) has been split into two programs called INDE008A and INDE008B.
Prior to Revision 14, the first time an item was scanned, the quantity entered would overwrite the on hand quantity in the Item (Item) or Item Warehouse (ITEMWHD) files. If the same item and warehouse was scanned a second time, a message was displayed stating Quantities For This Item And Warehouse Were Already Entered! Do You Wish To Continue (Y/N). If Y was entered, the quantity scanned would automatically be added to the first on hand quantity in the item or item warehouse file. In Revision 14, if an item and warehouse is entered a second time, a message will be displayed stating Quantities For This Item And Warehouse Were Already Entered! Do You Wish To Overwrite Or Add To Total. You can then choose if you would like to add the quantity to the previous quantity entered, or if you would like to overwrite the quantity with the number just entered.
Prior to Revision 14, the report that printed when an item and warehouse was entered multiple times printed the items out of order, therefore the report was confusing. This has been corrected. The report still has an option of being printed in the order they were entered, by product class or item number. The report will however combine like item numbers and warehouses into one detail. The report will no longer print like item number/warehouse numbers multiple times. If you choose to accumulate the two entries together, the new total on hand will print on the report.
The Item (ITEM) and Item Warehouse file (ITEMWHD) will not be updated until you end out of the program. This change was made to expedite the above changes.
When ending out of the program, the program prompts how you would like to have the report sorted. There are now two additional options. The first one is Print Only Items That Changed Or All Items On The Report. If C is entered, only item number/warehouse numbers that have a new on hand different from the old on hand will print on the report. If A is entered at this prompt, then all item number/warehouse numbers that were printed will be entered.
The second prompt that was added is Print A List Of Items With A Qty On Hand That Were Not Entered (Y/N). If Y is entered at this prompt, a list of all items in the warehouse(s) that were entered during the Physical Posting will be checked. If the item has an on hand amount that is not 0, and the item was not scanned, the item will print on a second report. This second report will show items that were not entered by the operator. If N is entered at this prompt, then the second report will not print. The second report will print the warehouse number, item number, item description, product class (PC), pack multiple (PM), on hand quantity and the optimum quantity. The optimum quantity is the minimum field in the Item (ITEM) or Item Warehouse (ITEMWHD) Files
Report sample:
Second report sample:
Once the Physical Posting Report and/or Listing of The Items Not Entered have printed, the program will allow you to reprint the report(s) just printed. If you chose to print both reports, the program will prompt Do You Wish To Reprint P'hysical Posting Report, L'isting Of The Items Not Entered, B'oth, Or N'one. The operator can choose which reports they would like to have printed. If you only choose to print the Physical Posting Report, the Physical Posting program will prompt Do You Wish To Reprint P'hysical Posting Report, Or N'one. The operator can choose to reprint the Physical Posting Report. The reprint feature is useful if your printer jams while printing the reports. It is recommended that the operator waits at the reprint prompt until all of the reports have printed successfully. Once the operator enters N for none at the reprint prompt, there is no way to retrieve the reports.
Once an item is entered in Physical Posting, the last item entered will display on the screen. The message will display Last Item Scanned and will display the item number, quantity and warehouse that were last entered. This program is becoming more widely used by barcode dumb guns. This is why the screen displays last scanned instead of last entered.
Rev 12 Documentation
The program Physical Posting is found on the Inventory Data Entry menu, 1-8.
The main purpose of the program is to change the on hand amount in a warehouse. The quantity entered does not add or subtract from the current amount. Whatever on hand amount is entered replaces the current on hand amount for that item. This is a very efficient method of correction after performing a physical inventory count.
The program is designed to work with a bar coding system. The operator is in the warehouse doing a physical count. The warehouse that is being counted is entered. The bar code wand reads the item and enters it into the computer. The operator then enters the quantity on hand. The quantity entered becomes the new quantity on hand. The program can also be used without a bar coding system. The operator inputs manually the item number being counted.
A report is printed which lists the old quantity and the new quantity. The report can be sorted by the order the items were entered by product class, or by item. The net change dollar value between the old and the new quantity is also included on the report.
If an item is counted and it is not stocked in the warehouse, an option to stock the item is available. The Item Warehouse File is created.
Physical Posting (Cont'd)
Enter Data
Transaction Date
The transaction date, that is input after selecting the program, becomes the date the on hand physical posting inventory adjustment is made. This appears on the Stock Activity Inventory Report.
Initials:
Whatever initials are accepted at the menu prompt are written to the Imwactd File and are included on the Stock Activity Inventory Report. This is the only indicator as to who entered the adjustments.
Enter Warehouse or E'nd:
8/13/96 Physical Counts For 8/13/96 By KAS 10:44
Enter Warehouse or E'nd:
Enter Item #, N'ext W/H, E'nd:
Enter Quantity:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
/ To Cancel
Enter an E or a / slash to exit the program. Enter the desired warehouse that the physical inventory is being counted. This is the warehouse that will have the on hand amount overwritten. If an invalid warehouse is entered, the prompt, Invalid Warehouse, appears. The cursor returns for reinput. (1-9999)
Until the warehouse number is changed, all items and quantities entered are adjusted for the inputted warehouse.
Enter Item #, N'ext W/H, E'nd:
Enter an E or a / slash to exit the program. A N for next or an up arrow key ^ returns the cursor to the Enter Warehouse or E'nd prompt. The program can then be exited or another warehouse number entered.
Physical Posting (Cont'd)
Enter Data (Cont'd)
Enter Item #, N'ext W/H, E'nd:
When using the bar code system, the physical item should be accessed with the bar code wand. When the wand enters the item into the computer, the item number is displayed on the terminal. The terminal also displays the pack multiple of the item.
6/25/96 Physical Counts For 6/25/96 By EMW 11:48
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: PART Pack Multiple: 4
Enter Quantity:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
/ To Cancel
Physical Posting (Cont'd)
Enter Data (Cont'd)
Enter Item #, N'ext W/H, E'nd:
6/25/96 Physical Counts For 6/25/96 By EMW 12:29
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: PAR
No Item Number Item Description P/C
1 PART MISC PART 9100
2 PART 10 PART 2000
3 PART 11 PART 1000
4 PART 2 COPIER PART 5000
5 PART 4 PART 4 (MINOLTA 280 Z) 4300
6 PART 70 PART 5005
7 PART 8 PART 8 (CANON 201) 4300
8 PART 89 PART 5006
Display N'ext, Select Item Choice, Or E'nd: N
To access the item description search, enter a \ and the desired description. Any item number that has a description that matches the input is displayed.
6/25/96 Physical Counts For 6/25/96 By EMW 12:29
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: \TON
No Item Number Item Description P/C
1 3703 TONER 1000
2 887143 TONER 1000
3 BT-05 TONER 1000
4 BT-06 TONER 1000
5 BT-07 TONER 1000
6 BT-10 TONER 1000
7 BT-20 TONER 1000
8 ITEM33 TONER 1000
Display N'ext, Select Item Choice, Or E'nd: N
Physical Posting (Cont'd)
Enter Data (Cont'd)
The following displays for each item found.
No The Computer Assigned Line Number.
Item Number
Item Description
P/C Product Class
When accessing the item by item number or description search, one of the two following prompts appear.
Select Item Choice, Or E'nd:
Display N'ext, Select Item Choice, Or E'nd: N
The first prompt appears if there are 0 to 8 item choices. The second prompt appears if there are more than 8 item choices. Enter the computer assigned line number that corresponds with the desired item number. Enter a N or a carriage return to accept the default to display the next screen of item choices. Enter an E to exit the item choice screen. The cursor returns to the Enter Item #, N'ext W/H, E'nd: prompt. When the next screen of selections is accessed, one of the two following prompts appear.
Display N'ext, P'revious, Select Item Choice, Or E'nd: N
Display P'revious, Select Item Choice, Or E'nd:
The first prompt appears until the last screen is accessed. The second prompt appears when the last screen of item selections is accessed. Enter a N to go to the next screen of choices. Enter a P to go back one screen. You may go back as many screens as exist. Enter the computer assigned line number that corresponds with the desired selection. A selection may be input from a previous or next screen. Enter an E to return to the Enter Item # prompt.
If a computer assigned line number is input that does not exist, the prompt Selection Is Out Of Range appears. The cursor returns for reinput.
Physical Posting (Cont'd)
Enter Data (Cont'd)
If the item that is input or bar coded is not stocked in the entered warehouse, this prompt appears.
Item Not Stocked In This Warehouse
Do You Wish To Stock This Item In This Warehouse (Y/N) ?
8/13/96 Physical Counts For 8/13/96 By KAS 10:44
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: 45-111-34-2222
Enter Quantity:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
Item Not Stocked In This Warehouse
Do You Wish To Stock This Item In This Warehouse (Y/N) ?
Enter a Y for yes to stock the item in the warehouse. The Item Warehouse File is created. A message Item Is Now Stocked In This Warehouse displays. When a yes is input to stock the item, the prompt Enter A Y For Yes This Is A Non-Stock Item Or A N For No This Is Not A Non-Stock Item appears. Enter a Y to set the non-stock indicator to yes or a N to set the non-stock indicator to no for the item in the warehouse. Enter a N for no not to stock the item or create the Item Warehouse File. The cursor returns to the Enter Item #, N'ext W/H, E'nd: prompt for reinput.
Physical Posting (Cont'd)
Enter Data (Cont'd)
After an item is entered successfully, this prompt appears.
Enter Quantity:
6/27/96 Physical Counts For 6/27/96 By KAS 11:30
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: TONER Pack Multiple: 4
Enter Quantity:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
/ To Cancel
Enter the new on hand amount. Whatever is entered becomes the new on hand amount in the designated warehouse. The quantity is adjusted to the current unit of measure and pack multiple. For example, if an item has a pack multiple of 4 and unit of measure of a case, and the number 5 is entered, five becomes the new on hand amount. This is 5 whole cases. Entering a 0 (zero) makes the on hand amount zero. (0 - 999999)
If a quantity is entered that is 5 or 6 digits, this prompt appears.
Quantity Is Very Large. Please Verify And Correct If Necessary.
Is Quantity Entered Correct (Y/N)
6/27/96 Physical Counts For 6/27/96 By KAS 11:30
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: TONER Pack Multiple: 4
Enter Quantity: 12345
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
Quantity Is Very Large. Please Verify And Correct If Necessary.
Is Quantity Entered Correct (Y/N)
Enter a Y for yes if the correct quantity was entered. Enter a N for no if it was not correct. The cursor returns for reinput. The purpose of the prompt is to try to prevent keying errors.
Physical Posting (Cont'd)
Enter Data (Cont'd)
Enter Quantity:
On an item that has a pack multiple greater than 1, the following prompt appears after entering the full pack quantity. An item with a pack multiple of one does not display this prompt.
Portion of Pack:
6/27/96 Physical Counts For 6/27/96 By KAS 11:30
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: TONER Pack Multiple: 4
Enter Quantity: 4 Portion of Pack:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
Enter the amount of units. If an amount is entered that is greater than the pack multiple, the message Portion Must Be Less Than Pack Multiple appears. The cursor returns for reinput. If there are no units, enter a 0. An up arrow key ^ to go back one space may be entered. (0-999)
Once the quantity is entered, the cursor returns to the Enter Item # prompt. The next item can then be entered.
Physical Posting (Cont'd)
Enter Data (Cont'd)
It will happen during the entry of the inventory count that an item in the same warehouse is entered more than once. This may occur when an item is entered and then on the next shelf the same item is found. It could also occur accidentally. The operator might have forgotten that they already entered this item for this warehouse and re-enter it. Because of this, there must be a way to accumulate the quantity entered. When the same item in the same warehouse is entered more than once, the following prompt appears. Note: This is terminal specific and once the program is exited the accumulation does not occur.
Quantities For This Item and Warehouse Were Already Entered!
Do You Wish To Continue? (Y/N)
6/27/96 Physical Counts For 6/27/96 By 11:30
Enter Warehouse or E'nd: 2
Enter Item #, N'ext W/H, E'nd: TONER Pack Multiple: 4
Enter Quantity:
*** This Procedure Will Overwrite The Existing Onhand Amount!! ***
^ To Backup 1 Field
Quantities For This Item and Warehouse Were Already Entered!
Do You Wish To Continue? (Y/N)
If you would like the quantity that was previously entered to be added to the quantity that you are entering, enter a Y for yes. For example, an operator enters an item and inputs 2 on hand. The operator has now re-entered the same item in the same warehouse as one more of the item has been found. Thus, a Y for yes is entered and the quantity of 1 is entered. The total on hand amount is now 3. If you do not want the amounts accumulated, enter a N for no. For example, the operator enters an item and inputs 2 on hand. Then someone comes up and asks the operator a question. After the operator returns to the count, he/she cannot remember if they have entered this item or not so he/she re-enters it. The message appears, and he/she inputs a N for no. The quantity of 2 remains.
Physical Posting (Cont'd)
Enter Data (Cont'd)
After entering an E to end or a / to cancel, the following prompt appears. Note: This only appears if at least one transaction was input.
Sort Report By O'rder Entered, P'roduct Class, Or I'tem
6/26/96 Physical Counts For 6/26/96 By EMW
Sort Report By O'rder Entered, P'roduct Class, Or I'tem
Enter an O to print the items in the order in which they were input into the program. Enter a P to print the items in product class order. Enter an I to print the items in item number order.
Physical Posting (Cont'd)
Report Results
There are three possible sorts for the report. The first prints the items in the order by which they were entered into the program. The first item and warehouse that was entered prints first on the report followed by each additional item entered in the sequence of their entry. A total dollar value net change prints per item and all items combined.
6/26/96 INVENTORY PHYSICAL POSTING REPORT PAGE 1
SORTED IN ORDER ENTERED
ONHAND UNITS ONHAND UNITS NET CHANGE
W/H ITEM NUMBER DESCRIPTION AFTER AFTER BEFORE BEFORE ONHAND UNITS $ VALUE
2 ITEM-A PART 7 5 2 42.00
2 CEPAPER PAPER, PLAIN BOND, 8 1/2 X 11 5 5
2 ZXT4M-TONER TONER 3 5 -2 -112.00
2 G80-900 ROLLER 2 1 1 17.50
2 612 BLUE TONER 9 5 4 39.56
2 PART6 CLEANING BLADE 3 1 2 600.00
2 946-189 CLEANING ROLLER 1 1
2 080557 DRUM EP5420 2 1 1 125.00
REPORT TOTAL 712.06
The second sort prints the items in product class order. A total dollar value net change prints per item and per product class and for all items and product classes.
6/26/96 INVENTORY PHYSICAL POSTING REPORT PAGE 1
SORTED IN PRODUCT CLASS ORDER
ONHAND UNITS ONHAND UNITS NET CHANGE
P.C. ITEM NUMBER DESCRIPTION WH AFTER AFTER BEFORE BEFORE ONHAND UNITS $ VALUE
300 G80-900 ROLLER 2 1 2 -1 -17.50
PRODUCT CLASS 300 TOTAL -17.50
375 ZXT4M-TONER TONER 2 7 3 4 224.00
PRODUCT CLASS 375 TOTAL 224.00
1001 612 BLUE TONER 2 6 9 -3 -29.67
PRODUCT CLASS 1001 TOTAL -29.67
1306 CEPAPER PAPER, PLAIN BOND, 8 1/2 X 11 2 12 5 7 115.50
PRODUCT CLASS 1306 TOTAL 115.50
1405 080557 DRUM EP5420 2 2 2
PRODUCT CLASS 1405 TOTAL .00
2000 946-189 CLEANING ROLLER 2 2 1 1 6.50
2000 ITEM-A PART 2 5 7 -2 -42.00
PRODUCT CLASS 2000 TOTAL -35.50
REPORT TOTAL 256.83
Physical Posting (Cont'd)
Report Results (Contd)
The third sort prints the items in order by item number. A total dollar value net change prints per item and all items combined.
6/26/96 INVENTORY PHYSICAL POSTING REPORT PAGE 1
SORTED IN ITEM NUMBER ORDER
ONHAND UNITS ONHAND UNITS NET CHANGE
ITEM NUMBER DESCRIPTION WH AFTER AFTER BEFORE BEFORE ONHAND UNITS $ VALUE
080557 DRUM EP5420 2 1 2 -1 -125.00
612 BLUE TONER 2 8 6 2 19.78
946-189 CLEANING ROLLER 2 1 2 -1 -6.50
CEPAPER PAPER, PLAIN BOND, 8 1/2 X 11 2 10 12 -2 -33.00
G80-900 ROLLER 2 1 1
ITEM-A PART 2 12 5 7 147.00
ZXT4M-TONER TONER 2 3 7 -4 -224.00
REPORT TOTAL -221.72
Physical Posting (Cont'd)
Report Results (Contd)
All three sorts print the following for each item entered.
W/H The warehouse number.
ITEM NUMBER
DESCRIPTION The complete description of the item from the Item File.
ONHAND AFTER The new full pack on hand amount. This is the amount that was entered at the Quantity prompt.
UNITS AFTER The new unit on hand amount. This is the broken pack unit amount that was entered at the Portion Of Pack prompt.
ONHAND BEFORE This is the full pack on hand amount that was in the warehouse before entering the new physical count.
UNITS BEFORE This is the broken pack unit amount that was in the warehouse before entering the new physical count.
NET CHANGE ON HAND This is the difference between the on hand after and the on hand before. If the on hand was reduced a negative sign prints.
NET CHANGE UNITS This is the difference between the units after and the units before. If the units on hand were reduced a negative sign prints.
NET CHANGE $ VALUE This is the on hand and units net change amounts times the last or average cost from the Item File. The program checks Global Record 2, Cost Switch (1=Avg 2=Last). Whatever is set up in record 2 is used in the calculation. If the on hand amount was reduced, the value prints with a negative sign. A broken pack cost is cost divided by the pack multiple. All four decimal positions are used but are rounded to a two decimal value. Note: When the beginning on hand amount is negative and the ending is positive, the program calculates a value for the negative quantity.
P.C. The product class sort includes the product class.
Physical Posting (Cont'd)
Additional Information
Updating Of Files
Inventory Stocking Files
Any entry made in the Physical Posting program is written to the file that is used by the Stock Activity Inventory Report. This is the Imwactd File. The entry says PHYS.POST to identify it as coming from the Physical Posting program. The Stock Activity Inventory Report only prints the quantity that was entered. It does not provide any of the net change information. When a zero is entered at the portion of pack prompt, a record is not written to the Stock Activity Inventory Report. A zero entered at the full pack quantity prompt writes a record to the report. Also written to the file is the adjusted warehouse, the items description, and the transaction date and initials entered at the menu upon entry to the program.
Item and Item Warehouse Files
The on hand amounts are adjusted in the proper warehouses to the entered amounts. When an item is stocked in a warehouse an item warehouse record is created. The current system date is written as date added. Whatever is stored in the Item File in the negative stock indicator is written and also automatic calculation of min and max.