Prepare Physical Count

Form ID: (IN504000)

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

By using this form, you can generate a physical inventory document that lists the inventory items in a particular warehouse for physical counting. You can select the physical inventory type, the warehouse (if it is not defined by the type), and particular warehouse locations. The method of generating the list of items to be counted is defined by the physical inventory type.

Generating a physical inventory document starts a new physical inventory (PI) process and "freezes" all operations with the inventory items in the specified warehouse until the physical inventory count is completed or until all the count data is entered, depending on whether the Unfreeze Stock When Counting Is Finished check box is selected for the physical inventory type on the Physical Inventory Types (IN208900) form.

Important: Unfreezing stock items before releasing an adjustment may cause discrepancies in the quantity or cost of stock items.

If the selected physical inventory type is based on the Full Physical Inventory generation method and no particular location is selected on the Location Selection tab of this form, the whole warehouse will be in the frozen state; if specific locations are selected, only those locations will be in the frozen state.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Generate PI	Generates the physical inventory document with the list of items for physical count based on the options you have chosen.

Preview Tab

On this tab, you can select the type of physical inventory count and specify additional options for generating count sheets, if needed.

Table 1. Selection Area
Element	Description
Type ID	The type of physical inventory count to be used to generate the count sheets.
Description	The description of the type.
Warehouse	The warehouse for which the physical count should be prepared. By default, it is the warehouse defined by the physical inventory type. If no warehouse is specified by the type, you can select a warehouse for physical counting. If the feature is not enabled, the MAIN warehouse is selected by default. This box is available only if the Multiple Warehouse feature is enabled on the Enable/Disable Features (CS100000) form.
Generation Method	The generation method to be used to select inventory items for counting. By default, the generation method is associated with the physical inventory type.
Blank Lines to Append	The number of lines to be appended to the end of the list. These lines can be used to record additional information.

Table 2. Table
In the table, you can view the list of items prepared for the physical inventory counting.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Line Number	The line number in the physical inventory document.
Tag Number	The tag number to be used for counting items with the properties specified on this line: inventory ID, subitem code, lot/serial number, and location. This column is available only if the Use Tags option is selected on the Inventory Preferences (IN101000) form.
Inventory ID	The identifier of the inventory item.
Subitem	The subitem of the inventory item to which the line number was assigned. 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.
Location	The warehouse location of the inventory item (with the specified properties) to which the line number was assigned. 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 inventory item to which the line number was assigned. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Expiration Date	The expiration date for the specified quantity of the item with the specified lot number if applicable. This column appears only if the Lot and Serial Tracking feature is enabled on the Enable/Disable Features form.
Book Qty.	The book quantity of the line item, which is calculated as the on-hand quantity minus the quantity on confirmed shipments.
Base Unit	The base unit of the inventory item (with the specified properties) to which the line number was assigned.
Description	The description of the inventory item (with the specified properties) to which the line number was assigned.
Item Class ID	The item class to which the inventory item belongs.

Location Selection Tab

On this tab, you can view the warehouse locations included in the physical inventory count and select any locations whose items will be excluded from the physical inventory count. This tab appears only if the Multiple Warehouse Locations feature is enabled on the Enable/Disable Features (CS100000) form.

Table 3. Summary Area
Element	Description
Warehouse	The warehouse for which the physical count should be prepared. The value of this box is read-only and copied from the Warehouse box on the Preview tab and.

Table 4. Selected Locations Table
In this table, you can view a list of the warehouse locations included in the physical inventory. The system derives these locations from the location-item pairs included in the physical inventory listed on the Preview tab.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Location ID	The warehouse location where the physical count will be performed. The structure of the warehouse is defined on the Warehouses (IN204000) form.
Description	The description of the warehouse location.

Table 5. Excluded Locations Tab
This table lists the warehouse locations whose items will be excluded from the physical inventory. You can add rows for locations you want to exclude, and delete rows from the table to again make it possible to include these locations in the physical inventory.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Location ID	The warehouse location whose items will be excluded from the physical inventory.
Description	The description of the warehouse location.

Item Selection Tab

On this tab, you can view the list of inventory items and exclude particular items from the physical inventory. The system derives these items from the location-item pairs included in the physical inventory listed on the Preview tab.

Table 6. Summary Area
Element	Description
Generation Method	The generation method to be used to select inventory items for counting. The value of this box is read-only and copied from the Generation Method box on the Preview tab.

Table 7. Selected Inventory Items Table
In this table, you can view a list of the items included in the physical inventory. The system derives these items from the location-item pairs included in the physical inventory listed on the Preview tab.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Inventory ID	The identifier of the inventory item included in the physical inventory.
Description	The description of the inventory item.

Table 8. Excluded Inventory Items Table
This table lists the items that will be excluded from the physical inventory. You can add rows for items you want to exclude, and delete rows from the table to again make it possible to include these items in the physical inventory.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Column	Description
Inventory ID	The identifier of the inventory item excluded from the physical inventory.
Description	The description of the inventory item.