Count File Management (FV074S01)

The Count File Management program is used to edit the Count records for the inventory location being counted, and to create Count records for the items that are “found” during the count process.

Location

When the Count File Management program is selected from the menu, it will display the Count records that exist in the current inventory location assigned to the operator.  If this location is not correct, the operator may use the Menu key (F10) to access the Pulldown menu, select the Options submenu, and use the Change Location option to select the location being processed.

Sequence 

The Count File Management program allows you to display the count records for the selected warehouse in Bin, Item or Ticket Sequence.  The program also allows you to search for a count record using the current display sequence.  The display sequence can be changed by pressing the Menu key (F10), and selecting the Sequence menu from the Pulldown menu.  The default display sequence used by the program can also be set using F248:074S01DI.

Expand – View Bins

The Expand option allows you to view the existing bins for the selected item, and to create a new bin record for the selected item.  When the Expand option is selected, the system displays the Bin Location list and it loads the list with all of the bin records for the selected item in the selected warehouse location.

User – View Picks

The View Picks option allows you to view the open Pick records for the selected bin and item combination.  Pick records are created as Pick or Pull Tickets are created for sales and shop orders.  The pick records are used to id the specific bins that each item being processed should be pulled from.  As pick records are created, the quantity that has been committed or reserved by the system from each item/bin combination is recorded in each bin record.  You can normally not reduce a bin quantity below the committed quantity – you need to reset the appropriate pick or pull tickets first.

Enter/Zoom – Edit Count Record

The Enter or Zoom option is used to edit the selected count record.  When the option is selected, the system loads the selected count record into a panel where the counted quantity for the bin/item combination can be entered.  A short note and a ticket number may also be entered for each count record.

Insert

The Insert option can be used to create count records for items that are “found” during the count.  If a bin/item combination is counted (and is in the warehouse and item or bin range being processed, if you are doing a cycle or partial count) and the combination does not already exist in the count file, a new count record should be created for the item.

Note:  You should not use this option to duplicate existing count records as this can cause the system to update items incorrectly.  If an existing count record exists for the item and bin, the existing record should be edited.  There should only be one count record for each item/bin combination in each warehouse location.  Adding multiple count records for the same bin and item – with different ticket numbers is not a valid procedure and can result in incorrect updates to your data.

Creating a new count record

To add a new count record, you should press the Insert key.  The system will then prompt you with a list of the items in the location you are processing.  Once you select the item, the system will activate the Bin Location list, which will display the existing bin records for the item (count records will normally already exist for these bins since they existed when the Prepare Count Program was run).  At this point, you may press the insert key in the Bin location list to create a new bin location record for the item.  This action will display the Bin Location panel – which allows you to specify the bin location for the item and Save the new bin record.

Once you have created the new bin record, you may highlight it and press enter to load the new bin into the new Count record being created and enter the quantity that was counted for the item/bin.

Note:  If you are creating a new count record and receive a duplicate record error, it is likely you already have a count record in the system for the whs, item and bin combination you are entering.  In this case, you should edit the existing record, and not create a duplicate count record for a single bin/item combination.

Deleting Count records

Since the Count system will only adjust the items that have count records entered for them, the system will not adjust items for which the count records are deleted.  Normally, you should not delete count records in the Count Management program.  If a large number of the count records displayed in the program are incorrect, you may need to re-load the count file by running the Prepare Inventory Count program and selecting the correct item, item description or bin range.  Note: This action will delete any count information that has been manually entered for the location.

More:

Complete Count Variance Report (FV074R01)