What is a physical inventory?

Like the spare parts inventory program, the tool control system has a function to facilitate the completion of physical inventories.

Physical inventory is a manual count of the products in a warehouse.

It is necessary to do it from time to time, so that the stocks that are registered can be identified, reviewed and contrasted with those that actually exist. In other words, a physical inventory is used to compare the actual stock with the quantities in the system.

The purpose of a physical inventory is:

  • Calculate which games coincide in number and which do not
  • Locate the possible sources of the mismatch
  • Detect losses and broken or defective items

Since maintenance work cannot be stopped in a company, closing the tool magazine for one or more days to carry out such physical inventory is not an option.

The function for carrying out physical inventories is extremely practical, since it allows counting by parts without paralyzing the warehouse.

Generate new physical inventory of tools

The process to carry out a physical inventory from the tool control system begins with the creation of a physical inventory document that contains the tools to be inventoried. It could be, for example, the tools located in a certain aisle or shelf.

To create a new physical inventory document, select the action of physical inventory found in the submenu of the entry and exit movements.

The system will ask you to indicate the warehouse and the tools that you want to inventory by checking the selection box. You will be able to print a list with the tools to be inventoried to give it to the person in charge of making said count.

Tools within a physical inventory document are locked by the system. However, if the storekeeper requires or has the need to make an outbound movement, he can do so and automatically the system will remove the tool from the list of products to be inventoried and inventory it later.

The next step is to register the data obtained in the physical count in the program.

Once the total or partial physical count is registered, you will be able to release the tools that were already inventoried. The released tools will disappear from the list.

You can also save the progress in the physical inventory and resume later using the "Load physical inventory" tab.

Release inventoried tools and create snap moves

As you record the stocks resulting from the physical count, the tools are grouped into 4 categories:

Zone Action to take
1. REGISTRATIONS WITHOUT DIFFERENCES IN ITS STOCKS
The physical count is equal to the amount documented in the program. Click on Validate physical inventory of records without differences.

All spare parts already inventoried and that did not show differences will be released and eliminated from the list.

2. RECORDS WITH DIFFERENCES IN THEIR STOCKS
The physical count is different than the amount documented in the program. Click on Generate record adjustment movements with differences in their stocks

An adjustment entry will be generated to match the program's stock with the physical stock. The adjustment move uses the default costing method to calculate the amount of the move. The tools involved will be released and removed from the list.

3. NON-INVENTORY RECORDS
They are tools that have not been physically counted but were included in the physical inventory document. Count and record the data obtained, or click Delete non-inventoried records to remove the tools from the list and release them.
4. RECORDS DEPARTED
A tool is removed from the physical inventory document when an entry or exit movement is generated that involves said tool. Even when the tools are blocked by the system when they are in a physical inventory document, the maintenance work cannot stop, therefore, when a movement is generated with products that are being inventoried, the program shows a alerts and informs you that the tool is in physical inventory. If the warehousekeeper decides to continue with the movement, the system will remove the physical inventory document tool. Click on Delete unsubscribed records to remove the tools from the listing and release them, or press Create a physical inventory with deregistered records to remove them from the list and generate a new physical inventory document with the tools that were removed from the inventory.

When the list of tools in the physical inventory document is empty, you will have finished with the physical inventory.

For each inventoried tool, the date and time when its last physical count was registered in the system will be recorded.

Clicking on Finish and save you will be able to save the progress in the physical inventory and resume later using the “Load physical inventory” tool.

Load previously started physical inventory

The physical inventory can be done in parts, that is, you can capture the information from a group of tools, save the information and continue working on the physical inventory at another time. Also when the physical inventory is carried out by manually filling out the printed document, you must enter the corresponding previously initialized inventory to enter the information into the system.

Inside the tool physical inventory, select the tab load physical inventory initialized at the top of the screen. This tab shows all open physical inventory documents. Physical inventories are grouped by start date. By expanding the group you will be able to see the tools contained in that inventory document.

Select the physical inventory document you want to upload and by pressing siguiente the modifiable mesh will be displayed to continue capturing the physical inventory.

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