Counting in Physical Inventory: Process Activity (Mobile)

In this activity, you will learn how to perform automated counting during physical inventory on the Scan and Count screen of the MYOB Acumatica mobile app, which corresponds to the Scan and Count (IN305020) form in MYOB Acumatica, by using your mobile device.

In this activity, we use the MYOB Acumatica mobile app for Android devices. The appearance and functionality of the mobile app for iOS devices may differ somewhat.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are a warehouse worker in the SweetLife Fruits & Jams company, and you are assigned to perform a physical inventory count by scanning the barcodes of stock items and locations with your mobile device, by using the MYOB Acumatica mobile app. You will count the quantities of orange jam in particular warehouse locations added to the physical inventory document, which your manager has provided to you.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled in the Inventory and Order Management group of features:
    • Multiple Warehouse Locations
    • Advanced Physical Count
    • Warehouse Management
    • Inventory Operations
  • On the Warehouses (IN204000) form, the WHOLESALE warehouse has been created. For this warehouse, on the Locations tab, the L2R2S1 and L2R2S2 warehouse locations have been added.
  • On the Stock Items (IN202500) form, the ORJAM08 and ORJAM96 stock items have been created. For each stock item, barcodes have been specified on the Cross-Reference tab of the form.
  • On the Physical Inventory Types (IN208900) form, the ORJCNT2 physical inventory type has been created.
  • On the Prepare Physical Count (IN504000) form, the physical inventory document that has the ORJAM08 and ORJAM96 items and the Counting in Progress status has been created.

Process Overview

In this activity, as you count stock items within physical inventory by using the Scan and Count screen of the MYOB Acumatica mobile app, you will scan the barcode of the physical inventory document and then scan the location barcode and the barcodes of each item you find in this location. You will correct the quantities of items and add extra lines for items that you find in a location. When you have counted all items in all locations added to the physical inventory document, you will confirm the document.

Note: In any working mode, you enter a command or barcode by typing it in the Scan box and tapping Enter. In production systems, you will scan the appropriate barcodes rather than manually entering them.

System Preparation

Before you start counting stock items, you need to perform the following instructions:

  1. Make sure that you have installed the MYOB Acumatica mobile app on your mobile device.
  2. Launch the app.
  3. Enter the URL and optional name of the MYOB Acumatica instance with the U100 dataset preloaded (for example, https://your.acumatica.site.com), and tap Next.
  4. Enter the credentials of the user account you will use in this activity: the perkins username and the 123 password.
  5. Tap Sign In to enter the site.
Attention: The instructions in the activity steps below may slightly differ in the MYOB mobile app depending on whether the device is running iOS or Android.

Step 1: Entering the Counted Quantities of Items

Suppose that you are starting to count orange jam in the locations listed in the physical inventory document. In the MYOB Acumatica mobile app on your mobile device, do the following to enter the counted quantities in the system:
  1. On the main menu of the mobile app, tap the Warehouse Management > Scan and Count tile to view the Scan and Count screen.
  2. Scan the 000003 barcode (which is the reference number of the physical inventory document). Notice that the number is displayed in the Reference Nbr. box on the top pane of the screen.
  3. At the bottom of the screen, tap Review to view the list of items that you should count: They are orange jam in 8-ounce jars (ORJAM08) and orange jam in 96-ounce jars (ORJAM96).
  4. Go back to the previous screen.
  5. Scan the L2R2S1 location barcode.

    Suppose that in this physical location, you find three boxes of orange jam in 8-ounce jars.

  6. Scan the OJ08B item barcode.
  7. Set the quantity of the item to 3 as follows:
    1. At the bottom of the screen, tap Set Qty to change the quantity of the current line.
    2. Enter 3. The system adds three boxes of the ORJAM08 item to the document.

    You have completed the entry of item quantities in the L2R2S1 location and can start entering quantities in the next location.

  8. Scan the L2R2S2 location barcode.

    Suppose that in this location, you find one box of orange jam in 96-ounce jars.

  9. Scan the OJ96B item barcode to add one box of the ORJAM96 item to the document.

    You have finished entering item quantities in the L2R2S2 location, which was the last location in your physical inventory document.

Step 2: Correcting the Quantities in the Physical Inventory Document

Suppose that you have realized that you scanned one box of the ORJAM08 item in the L2R2S1 location three times by mistake, because in fact you have two boxes. Now you need to correct the quantity in the document. Do the following in the mobile app:

  1. While you are still viewing the Scan and Count screen with the 000003 physical inventory document opened, scan the L2R2S1 location barcode.
  2. At the bottom of the screen, tap Remove to switch to Remove mode.
  3. Scan the OJ08B item barcode. The system removes one box of the ORJAM08 item from the document.

You have corrected the quantity of the ORJAM08 item in the L2R2S1 location.

Step 3: Adding an Extra Line to the Physical Inventory Document

Suppose that in the L2R2S2 location, you have found one jar of the ORJAM08 item, which is not in the physical inventory document. To add this item to the document, do the following in the MYOB Acumatica mobile app:

  1. While you are still viewing the Scan and Count screen with the 000003 physical inventory document opened, scan the L2R2S2 location barcode.
  2. Scan the OJ08 item barcode. The system shows the warning, asking you to confirm the addition of the new row to the document.
  3. In the Scan box, enter *ok. The system adds a new row for the L2R2S2 location and the ORJAM08 item to the document.

You have added the extra item to the physical inventory document.

Step 4: Reviewing the Quantities and Confirming the Entered Data

Now that you have entered the quantities of the counted items in the physical inventory document, you will review the quantities and confirm the entered data. Do the following in the MYOB Acumatica mobile app:

  1. While you are still viewing the 000003 physical inventory document on the Scan and Count screen, tap Review, and make sure that the settings shown on the screen correspond to the settings in the following table.
    Location Inventory ID Physical Quantity
    Line 2, Rack 2, Shelf 1 (L2R2S1) ORJAM08 20
    Line 2, Rack 2, Shelf 2 (L2R2S2) ORJAM96 10
    Line 2, Rack 2, Shelf 2 (L2R2S2) ORJAM08 1
  2. Go back to the previous screen.
  3. In the top right corner of the screen, tap More > Confirm to confirm the entered data. The system confirms the data and clears the physical inventory document number. The form is ready for a new count.

You have successfully counted orange jam in the warehouse locations and entered data in the system.