Physical Inventory Count

Form ID: (IN305010)

Note: This form is available only if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form.

On this form, you can view the physical inventory documents that have the Counting in Progress status and enter the data that results from physical counting. Once you enter any digit on this form, the system commits the data to the database—all the quantities entered by multiple users will be summed for each combination of inventory ID, subitem, warehouse location, and lot/serial number. This makes the entered data immediately visible to all users who may be simultaneously using this form for data entry or managing the physical inventory on the Physical Inventory Review (IN305000) form.

For more information about how to take physical inventory with MYOB Advanced, see Physical Inventory Counts.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Document Summary Area

You use this area to select a physical inventory document with the Counting in Progress status. For your convenience while you're entering count data, you can select the lines that contain particular inventory items, relate to a particular location, or fall within a particular range of line numbers.


Element	Description
Reference Nbr.	The reference number of the physical inventory document, which the system automatically assigned when a user generated this document by using the Prepare Physical Count (IN504000) form.
Warehouse	The warehouse where the physical inventory counting is performed. This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
Location	The warehouse location. Select a location to display only the lines related to it, or make no selection to display lines related to all locations. This box appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Inventory ID	An inventory item. You can select a particular inventory item to display only the lines with this item. Make no selection to display lines related to all inventory items.
Subitem	A subitem code. Select a particular subitem code to display only the lines with this code. Make no selection to display lines related to all subitem codes. This box is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Lot/Serial Number	The lot or serial number of the item. This box appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Description	The description of the physical inventory document.
Freeze Date	The date when all operations with the items involved in physical counting were frozen.
Number of Lines	The number of lines the document contains.
Start Line Nbr.	The start number of the range of lines to be displayed.
End Line Nbr.	The end number of the range of lines to be displayed.

Table

This table contains the list of inventory items arranged by warehouse location, subitem, and lot or serial number in the order specified on the Prepare Physical Count (IN504000) form. The quantities resulting from physical counting should be entered manually.

Each line in the document has its own status. Once a quantity is entered for the line, the status of the line changes from Not Entered or Skipped to Entered.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Add	Opens the Add Line dialog box, which you use to enter an item. This dialog box can be used to efficiently enter information about items by using a bar code scanner. For more information, see Barcode Support.

Table 2. Add Line Dialog BoxBy using this dialog box, you can add a line specifying an inventory item, and you can effectively add items by scanning their barcodes. To accomplish this, make sure the Add Receipt Line Automatically option is selected. Once the item barcode is scanned, the system finds the item record and fills in the dialog box elements using the item default values. Then you can select the Add One Unit per Barcode option to increase the item quantity by one unit each time you scan the barcode or enter the item quantity manually.
Element	Description
Bar Code	The optional barcode of the item.
Inventory ID	The inventory ID of the item.
Subitem	The subitem code of the item. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
UOM	The read-only unit of measure for the items.
Location	The warehouse location of the item. This column is available only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Qty.	The physical quantity of the item as entered manually.
Lot/Serial Number	The lot or serial number of the item. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Expiration Date	The expiration date of the item with this specific lot or serial number. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Add One Unit Per Bar Code	A check box that you select to increase the item quantity by one unit each time the item bar code is scanned or entered manually.
Auto Add Line	A check box that you select to automatically add a new line to the review for each bar code scanned for the first time. If the bar code has been scanned before, the item quantity will be increased by one unit.
This dialog has the following buttons.
Add	Adds the entered data as a line to the review if the Add Line Automatically option was not selected.
Add & Close	Adds the entered data as a line to the review and closes the dialog box.
Cancel	Closes the dialog box without adding the data to the review.

Table 3. Table Columns
Column	Description
Status	The status of the current line in the physical inventory document, which indicates whether count data was entered for it. Lines with no count data have the Not Entered status.
Line Nbr.	The number of the line in the physical inventory document. A line number is assigned to one or more items that have the same inventory ID, are located in the same storage location, and, if applicable, have a specific subitem code or lot or serial number.
Tag Nbr.	The tag number for the line item. This column is available only if the Use Tags option was selected on the Inventory Preferences (IN101000) form at the time the document was created.
Inventory ID	The inventory ID of the line item.
Description	The description that was provided for the inventory item.
Subitem	The subitem code of the inventory item specified on this line. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Location	The warehouse location of the items with the specified properties. This column appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features form.
Lot/Serial Number	The lot or serial number of the item. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Book Quantity	The book quantity of the line item, which is calculated as the on-hand quantity minus the quantity on confirmed shipments. This column is displayed only if the Hide Book Qty. on PI Count check box on the Physical Inventory Types (IN208900) form is cleared.
Base Unit	The unit of measure that is used as a base unit for the inventory item.
Physical Quantity	The physical quantity of the items with the specified properties; this value is entered manually for line item. After you enter a value, it may be automatically updated to the sum of the quantities entered by you and other users.
Variance Quantity	The difference between the book quantity and the physical quantity for the line item, as calculated automatically by the system.