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.

Set aside enough time to completely work through each open process.

Open and View

1. Log in with a user name and password that has been granted access to ALL inventory items and has Security Level 10 (Security). If group security is enabled, the user must have override privileges. Roles and Rights
2. Choose the appropriate Module.
3. Click Physical Inventory from the menu on the left side of the home screen.
4. Click to Select the desired inventory process. All items that meet the criteria will be displayed on the All tab.
5. To export the records to Excel, click Export All Tabs.
   • The Excel file may be viewed, printed, and/or saved. The data my be exported before reconciliation or after all reconciliation (before closing) or both.
6. WARNING: Do not click Complete Selected Inventory Process until the process has been reconciled and is ready to be closed.
   • This button is used only when closing a reconciled process.
   • If the inventory process is completed without reconciliation, all items within the process will be listed as missing within the database.
7. WARNING: The Cancel button will close the process without making any changes to the database.
   • Uploaded scanned data will be discarded.
   • The process must be recreated.

Reconcile Physical Inventory-Overview

Address each tab from right to left to minimize the required actions.

If you work the tabs in an order other than right to left, recheck each tab prior to closing the process.

Each checkbox requires action.

Items without checkboxes are information only. No action required.

Added Tab

Items that were not part of the process when it was created will appear on this tab. These items are:

• Items expected to be in a location outside the current process, but scanned in a location within the current process.
• Items added to a process location after the process was created.

Decisions to make within this tab:

• Click Manually Found
  • This option approves the scanned location.
  • The item is transferred from its previous location.
  • The item is added to the Found Tab for further processing.
• Do Not click Manually Found
  • This option does not approve the scanned location.
  • The item retains the updated inventory date.
  • The item is not transferred to the scanned location.
  • The item will receive a missing date if it is Not Scanned in a different physical inventory process.

Processing the Added Tab

1. Click the Added tab to view items.
2. Select all approved items.
   • If all items are correct, Select all on page.
   • Select all on page must be repeated for each page of results.
3. Click Manually Found.
4. Do Not click Complete Selected Inventory Process or Cancel until all tabs have been complete.

Disposed Tab

The items that populate the disposed tab have been disposed within the system at different times with respect to the current physical inventory process.

• Items disposed after the process was created (no checkbox-information only)
• Items disposed before the process was created (checkbox-decision required)

Decisions to make within this tab:

• Restore
  • This recognizes an item was disposed in error and should be in active inventory.
  • This option restores the the item to the active inventory.
  • This option transfers the the item to the scanned location.
• Delete
  • This recognizes an item was scanned in error and should remain disposed.
  • The item will be deleted from the process.

Processing the Disposed Tab

1. Click the Disposed tab to view items.
2. Select item(s) to be Restored.
3. Click Restore.
4. Select item(s) to be Deleted.
5. Click Delete.
6. Do Not click Complete Selected Inventory Process or Cancel until all tabs have been complete.

Relocated Tab

Items that moved from one location within the current process to another location within the current process will populate this tab.

• Location column reports the item location when the process was created
• Scanned location column reports the location the item was relocated to after the process was opened.

Decisions to make within this tab:

• Retain Original Location and Process
  • This recognizes an item was relocated in error and should remain in the original location.
• Process
  • This approves the move to the new location.

Processing the Relocated Tab

1. Click the Relocated tab to view items.
2. Select item(s) that were Relocated in Error.
3. Click Retain Original Location and Process.
4. Select item(s) in Approved Locations.
5. Click Process.
6. Do Not click Complete Selected Inventory Process or Cancel until all tabs have been complete.

Not Scanned Tab

Items that were not found during the inventory scan will appear on this tab. Items on this tab will receive a First Missing Date when the current process is closed. There is no direct action to take within this tab-this is information-only.

Before Leaving the Not Scanned tab :

• Review items
  • Check for systematic errors, e.g. a location was missed during the scan.
    • Scan, upload and process missing data prior to closing the inventory process.
  • Check for items with recent inventory dates. This may indicate the items were found in a different open inventory process.
    • Click Manually Found in the Added tab in other open inventory processes.

Note: Overlap between inventory processes can be avoided by opening and completing each physical inventory process before creating additional processes.

Found Tab

The items within the Found tab encompass several different types of data:

• Items scanned in the expected location (Found).
• Items manually found from the Added tab. (Added Item).
• Items scanned in an unexpected, but correct location (Relocated).
• Items restored from the Disposed tab (Found/Previously Disposed).

The default view is Found and Not Processed. The items listed require action.

To view items that have been Found and Processed, click the radio button at the bottom of the page. The items listed do not require action.

• Items processed previously within the current physical inventory process.
• Items adjusted using the mobile module while the current physical inventory process was open.

Processing the data within the Found tab confirms all items were scanned in their correct locations

Processing the Found Tab

1. Click the Found tab to view items.
2. Confirm the view is Found and Not Processed.
3. Select all approved items.
   • If all items are correct, Select all on page.
   • Select all on page must be repeated for each page of results.
4. Click Process.
5. Do Not click Complete Selected Inventory Process or Cancel until all tabs have been complete.

Final Review

Prior to completing the selected inventory process:

• Review all tabs to address any checkboxes:
  • If you uploaded additional scan files.
  • If you managed the tabs in any order other than right to left.
  • General rule: review all tabs.
• All tabs may be exported to Excel by clicking Export All Tabs.
  • Once the process is closed, the data cannot be exported.

Complete Selected Inventory Process

When the Complete Selected Inventory Process button is clicked:

• The current physical inventory process is permanently closed.
  • No additional scan files can be added.
  • No adjustments to items can be made.
• At the item level:
  • Last inventory date is added to the database for each found item.
  • First missing date is added to the database for each missing item.
  • Locations are updated based upon decisions made during reconciliation.
  • Items disposed in error will be restored to the database.

Completing the inventory

1. Click the All tab to view items.
2. Click Complete Selected Inventory Process.

Note: to exit the physical inventory process without making changes to the database, click Cancel.

Back to Physical Inventory Overview