Conducting a physical inventory is a quick and efficient way to keep the database accurate and current. It also provides a method to document general area inspections. The physical inventory process is available for all modules.

There are five primary activities involved in conducting a physical inventory.

1. Plan the criteria for the physical inventory process.
2. Create the inventory processes.
3. Perform a field scan of the inventory items either with a barcode scanner or utilizing the mobile module.
4. Download and import scanned data.
5. Reconcile and close the inventory process.

Planning for a Physical Inventory

1. Define an Inventory Manager.
   • Creates, downloads, imports, reconciles and closes the inventory process.
   • Must have rights to see ALL inventoried items (Roles and Rights) and must have a security level of 10. Security
2. Define the Physical Inventory Process Criteria.
   • Each inventory process is a collection of existing inventory records that meet a specific criteria (usually a specified location). The records within each process:
     • Reflect the database information-the items expected to meet the criteria.
     • Are updated in real time as changes are made to the database while the process is active.
   • Each process must be limited to the number of items that can be reasonably completed in one scanning session.
   • Best practice is to have only one process open at a time.
     • Import, reconcile and close process prior to opening the next inventory process.

Creating the Inventory Processes

Each physical inventory process is assigned a Process ID at creation. The process ID identifies the criteria defined for the process and is used to associate inventory records with a specific process.

Each inventory process is active at creation and remains active until reconciled and closed or canceled.

Preliminary process data i.e., records matching the inventory process criteria, can be exported to Excel prior to scanning.

Create Physical Inventory Process

Performing a Field Scan-Barcode Scanner

Four items are required to complete a field scan using a barcode scanner.

1. The Process ID from a physical inventory process.
2. A fully charged barcode scanner.
3. The User Tag for the person conducting the field scan. User tags may be entered manually or scanned. Print User Tags
4. The Location Tag for each location and sub-location contained within the physical inventory process. Location tags may be entered manually or scanned. Print Location Tags

Before scanning check that the time and date on the barcode scanner are correct. Physical inventory is a time-sensitive operation, correct time and date values are critical.

Once the scan is complete, copy the files from the barcode scanner to a designated desktop folder.

Files may be deleted from the barcode scanner after they are transferred to the computer.

MC3300-Physical Inventory

Performing a Field Scan-Mobile Module

The mobile module can be used to transfer, consume, refill, adjust amount, and dispose of inventory items without an active physical inventory process.

The mobile module can also be used within the traditional physical inventory workflow in combination with, or replacing the larger handheld barcode scanners.

If an item is part of a physical inventory process and is reconciled using the mobile module the updated information will be located on the Found and Processed tab within the specific physical inventory process.

To scan items within a physical inventory process, the user must be granted access to Physical Inventory-Scan Items and have the mobile module activated for the database.

Mobile Physical Inventory

Download and Reconcile

Data collected during a physical inventory will display first on the Download/Reconcile page. You may edit, delete or insert row(s) manually prior to transferring the records to the physical inventory tables for final reconciliation. Raw data files may be viewed and edited prior to import.

Note: The system is set to auto-logout after twenty minutes of inactivity. Your work will not be saved before logout. Pay attention to time and Save All to preserve completed work if you must step away or are nearing the twenty minute logout limit.

Upload and Import
Download Reconcile

Reconcile and Close Physical Inventory Process

The final step of the physical inventory process is to reconcile the scanned data with the database. Each inventory process is opened at creation and remains open until reconciled and closed.

Reconcile and Close Physical Inventory