Overview
One necessary evil for all companies is the physical count, at least once a year the activity of counting the physical inventory on the floor to make sure it matches the books must be completed. In TRX Enterprise the physical counts are used to ensure that the actual quantities of inventory items in a warehouse stocking location(s) matches what TRX Enterprise says is in your database.
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Detail
Physical counts are also performed as part of the implementation of TRX Enterprise to enter beginning balances of items. Items to be counted can be selected based on warehouse location, manufacturer item category or class, count code, building, room, row, shelf or bin location. The physical count process involves the following steps:
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Freezing inventory is the first step of the physical count process. Items to be frozen for a count can be selected based on count codes, category, class, warehouse location or location within a warehouse such as building, room, row, shelf, or bin. INV > Physical Count > Freeze Inventory
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Note: Once a count is frozen transactions can still be made, but the starting count that you froze will not change so you will to have a means of incorporating all transactions made during your freeze into your final count. So if you freeze with four widgets in stock and you count four, but you then sell one before you unfreeze your count. Your new count will need to be adjusted to three.
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Data collected in hand held scanners, such as a scan pal, could be downloaded into the counts. The file format that needs to be created is a simple text (.txt) file with two fields, item number and count quantity.
The fields in the file can be delimited by either a TAB or a comma. The download process will automatically determine which delimiter was used. Each record must be separated by a carriage return and display on a separate line.
Use of the scanner and retrieving the data into a text file should be covered in the manual for the scanner.
After using the Start window of the Enter Physical Counts screen, click on the Import button at the top of the screen. Select the file to be imported from the standard window open dialog box. The data will be imported.
The count quantities will be added to any existing count entered for the item. Any items in the file that are not actual inventory items are written to a .bad file. The .bad file can be found in the same directory as the original file.
After entering the items via file import you must still tab through each line to trigger the add serial number function. Failure to do this will slow down the unfreezing process considerably as you will have to add them as you go. If we find a missing serial we display an alert then highlight all items missing a serial with a raised bevel effect.
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Pressing the process transactions icon will unfreeze the inventory make the corresponding GL entry and adjust the inventory counts accordingly.
Defrost Physical Count
If a Physical Count was started by mistake, you may want to unfreeze the items without updating any counts. To do so, we will need to Defrost the Physical Count.
Pull up your Physical Count
INV>Physical Count
Go under “Enter/Process Counts” tab
Enter your Freeze Code or hit F9 to find
Hit enter to load it
Defrost Physical Count
Hit the Defrost button
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