This document will review the full physical process – from creating and committing to reading the Detailed Physical Inventory Report.
1. From within Yellow Dog select Physical Inventories under Physical Inventory
2. Physical Inventory Number – will be the number assigned to the Physical. By default, Yellow Dog will generate a number however, this can be edited with the appropriate permissions
3. This is Physical is a Cycle Count – will be where users can indicate that this is a cycle count. Checking this box will not update the locations Close Out date.
4. Description – will be the description is added. By default, the month & year the Physical is created in will populate however, this can be edited with the appropriate permissions.
5. Status – will display the status of the physical. If the Physical has been committed, the user logged in when commit was selected as well as the date and time they committed will be displayed.
6. Effective Date/Time – will be the effective date and time the physical will be applied to your system. This is typically the time that counting was completed.
7. Sort By – will allow users to sort their physical from several options, including – SKU, description, reference, count sheet order, or variance.
8. Show only Items with no counts/with Variances – will allow users to only see items that have no counts entered, or items that have variances. These filters can be used in conjunction with the Print Worksheet function -when one of these options is selected, only the listed items will print on the worksheet.
9. Flag – will allow users to filter to see items assigned to specific flags. Uses also have the option to hide flag columns, by checking the box ‘Hide All Flag Columns’
10. Add Items – will open the Item Look Up screen and allow users to include items that may have been omitted when the physical was initially created. Note: If there were problem items when items were initially added that were corrected – Add Items is how those items could be added back to the Physical.
11. Add Items From – will open the add items wizard allowing users to add items from various areas of the software i.e., a csv file, based on Par level, or a purchasing document.
12. Import Counts From – will be where users can pull in counts to their physical after it has been created.
13. Remove Item – will be where users can remove an item(s) from their Physical if needed
14. Edit Item – will be where users can access the item editor for an item directly form the Physical.
15. Item History Report – will be where users can access the item history report of an item. Note: The item history report will only display data for the store selected in the Physical Inventory Editor
16. Add/Rename/Remove Column – will be where users can add/edit/remove a custom column that can used to add counts.
17. Update Totals – will be where users can fresh the item data appearing in the Physical Inventory Editor. This feature is useful if users have backdated any adjustments and want to see those changes reflected in the editor.
18. Save/Save & Close – will be where users can save their work.
19. Print Worksheet – will be where users can print worksheets of items that need to be recounted.
20. Reports – will be where users can access Physical Inventory Reporting. The reports available update after the Physical is committed. Physical Inventory reports are also accessible in the Physical Inventory folder of standard reports.
a. Pre-Commit
i. Resulting On Hand
ii. Item History Report
b. Post Commit
i. Detailed
ii. Variances Report
iii. Item History Report
21. Commit – will be where users finalize
their Physical. Once a Physical is committed the quantity in the Total Counted
column will become the on-hand value for your items.
If you are adding counts at the time the Physical Inventory editor is being generated skip ahead to Step 2 of From a session, or step 2 of From a CSV file.
There are several tools that can be used to review your Physical prior to committing to ensure on hands are accurate.
Item History Report – this is one of many places the item history report is located in the software and will provide detail on when the item was purchased, received/invoiced, manually adjusted, sold, or included in other Physical Inventories. This tool should be utilized when looking into where an items variance stems from. It’s not uncommon for items with a negative variance to be missing purchasing, and items with positive variances to be missing sales.
To generate and Item History Report highlight the item in question and select Item History Report on the right.
The effective date and time will be the time that the counts will be applied to your system and should generally be the time that you completed your counts. Note: Yellow Dog recommends counting when you are not open whenever possible.
Once counts have been completed and reviewed to confirm accuracy and the Effect date & time set the Physical can be committed. When a Physical is committed the values in the total counted column will become the on-hand values for your items as of the selected Effective Date & Time. Note: Any items that do not have counts entered will have their on hands up dated to 0.
The Detailed Physical Inventory Report can be generating from within the Committed Physical, or from the Standard Reports.
1.
From
within Yellow Dog navigate to Standard Reports under Reports
2. Within
the Physical Inventory folder select Detailed (select by Physical Inventory)
The detailed Physical Inventory report will
provide detailed information on what items were included in the Physical, how
much was counted, the variance quantity and cost and the items calculated cost
2. Change Columns, Sorting & Grouping – This hyperlink will allow users to add or remove columns to the report, as well as where users can select sort by or group by options.
3. Physical Unique SKUs – will be the number of unique items included in the Physical
4. Store Code – will be the number code assigned to the store in Yellow Dog
5. Store Name – will be the name of the store the Physical was performed in
6. Level Codes – will be the number codes assigned to the level the item is in
7. Department – will be the department the item belongs to. Department is the highest tier of the level tree
8. Primary Vendor – if the item has multiple vendors, this will be the first vendor listed
9. SKU – will be the Yellow Dog identifier assigned to the item
10. Item – will be the items description
11. Size – will the dimension 1, or size assigned to the item.
12. COGS – if the item has a COGS account assigned, it will populate here
13. Previous on hand – will be the on hand for the item one second before the effective date & time
14. Item Counted Quantity – will be the amount of the item that was counted
15. Variance Quantity – will be the difference between what you counted, and what Yellow Dog expected to be counted.
16. New On Hand – will be the on-hand value as of the effective date & time of the Physical
17. Total Counted Quantity – will be the total amount counted of the item, and any related items
18. Related Counted Quantity – will be the total amount counted of any related items, and will not include the counts for the item itself
19. Previous Item Calculated Cost – will be the cost of the item as of one second before the effective date & time
20. Counted Cost – will be the cost applied to the Physical times the amount counted
21. Variance Cost – will be the cost applied to the Physical times the variance quantity
22. New On Hand Cost – will be the cost applied the Physical times the counted quantity
23. Item Calculated Cost – will be the
calculated cost of the item as of the effective date & time of the
Physical.