What is a physical inventory?

The spare parts inventory program has a powerful tool to facilitate the realization 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 compared with those that actually exist. In other words, a physical inventory is used to compare the actual stock with the quantities in the spare parts inventory program.

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 spare parts warehouse for one or several days to carry out such physical inventory is not an option.

The tool included with the spare parts inventory program for carrying out physical inventories is extremely practical, since it allows you to count by parts without stopping the warehouse.

Generate new physical inventory

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

To create a new physical inventory document, go to the inventory tool. physical inventory found in the submenu of the entry and exit movements of the spare parts inventory program.

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

The spare parts that are within a physical inventory document are blocked by the system. However, if the storekeeper requires or has the need to make an outbound movement, he can do so and the system will automatically remove the replacement 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 has been registered, you can release the spare parts that have already been inventoried. The spare parts released will disappear from the list.

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

Release inventoried spare parts and create adjustment movements

As you register the inventory resulting from the physical count, the spare parts and consumables are grouped into 4 categories:

Zone Action to take
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.

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 movement 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 parts involved will be released and removed from the list.

They are spare parts or consumables 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 spare parts from the list and release them.
A part is removed from the physical inventory document when an inbound or outbound movement is generated involving said part. Even when the spare parts 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 part is in physical inventory. If the warehousekeeper decides to continue with the movement, the system will remove the replacement from the physical inventory document. Click on Delete unsubscribed records to remove the spare parts from the list 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 parts that were removed from the inventory.

When the list of spare parts in the physical inventory document is empty, you will have completed the physical inventory.

For each inventoried spare part, 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 carried out in parts, that is, you can capture the information of a group of spare parts, 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 spare parts that are contained in that inventory.

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

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