Physical Inventory Warehouse Control (PIWH)

7.5TM

DISTRIBUTORS MANAGEMENT ACCOUNTING SYSTEM

Physical Inventory Revised by I/O International: 7/17/2007 10/19/2007

AS/400® DMAS™

Release 7.5 For the IBM® AS/400®

10/19/2007 PIW.doc Page 1

DMAS Product Division 3425 B Corporate Way Duluth, Georgia 30096

Telephone: (770) 418-2000 Fax: (770) 418-2023 File: PIW.doc 10/19/2007 3:18:00 PM AS/400® is a registered trade mark of International Business Machines Corporation DMAS™ is a trade mark of Software Solutions, Inc. IBM® is a registered trade mark of International Business Machines Corporation © Copyright Software Solutions, Inc. 1988, 1993, 1994, 1995, 1996, 1997, 1998, 1999


Contents Overview...........................................................................................................................................4 The Work with Physical Inventory Function (IWRKPI) .....................................................................6

Physical Inventory Warehouse Control (PIWH)............................................................................6 Prompt Screen for Option EX (Extract Phy Inv data)................................................................8 Prompt Screen for Option RF (Process RF input) ....................................................................9

Physical Inventory Warehouse Options (PIWO).........................................................................10 Work with Physical Inventory Groups (PIWP) ............................................................................12 Assign Items to Phy Inv Groups (PIAI) .......................................................................................15

Item Bin Record Selection (PIAS) ...........................................................................................18 Updating All Records Meeting Selection Criteria ....................................................................22

Review Physical Inventory Items (PIRI)......................................................................................23 Enter Counts (PIEC) ...................................................................................................................26

Entering a Count with no Tag (PIEC)......................................................................................27 Changing the Previously Entered Count (PIRD).....................................................................28

Reviewing Counts Entered (PIRI)...............................................................................................28 Update Item Bin Count (PIRD) ...................................................................................................30 Work with Physical Inventory Item (PIRX) ..................................................................................31 Using the Reconciliation Query (PIRQ) ......................................................................................33

Physical Inventory Steps ................................................................................................................38 Preparing for the Physical...........................................................................................................38

The First Physical....................................................................................................................38 Subsequent Physicals .............................................................................................................40

Taking the Physical.....................................................................................................................41 Forms for Printing Tags ..................................................................................................................43 Database Considerations ...............................................................................................................47

More About the PIBINS File........................................................................................................47


Physical Inventory for AS/400 DMAS Overview The Physical Inventory module is an add-on feature for the AS/400 DMAS Inventory Control application. It is a tool designed to help remove some of the burden when taking a physical inventory.

Some of the more significant highlights and features of the Physical Inventory module are as follows:

With the Physical Inventory module:

• The user can reduce order picking down time to the time it takes to do the physical counting. Once counting has been completed, picking may resume. The entry of new orders is not interrupted.

• The user can take physical counts in multiple warehouses independently and concurrently.

• The user can subdivide the item bins of a given warehouse into physical inventory groups (PIGs) to better manage the physical inventory counting and reconciliation process.

• Support is included for utilizing physical inventory tags (pre-printed and seeded in the warehouse prior to the actual count), inventory lists, and off-line entry for bar coded counting.

• The user has the ability to extract item and item balance information for items within a given warehouse.

• If using physical inventory tags, the user has the ability to extract item description information several days (perhaps a week) prior to taking the physical so that tags may be printed and seeded in the warehouse. Then, at physical inventory time, a second extract can be run that captures the latest inventory on-hand data.

• An interactive data entry function is provided for setting up and maintaining physical inventory files:

• Define Physical Inventory Groups (PIGS) to be used for a warehouse.

• Assign item bins to the appropriate PIG.

• Assign physical inventory frequencies to item bins if cyclical counting is to be implemented.

• As counts come in from the warehouse, a special count entry function is provided for entering counts with minimal key strokes.

• When reconciling the physical, a review item function is available that allows adjustments to be made.

• On-line search and selection options are available for such tasks as:

• Quickly reviewing the status of each PIG in a warehouse.

• Printing tags or physical lists for a particular PIG.

• Selecting all item bins within a PIG for counting or just those item bins that are overdue (based on their frequency and the last time they were inventoried).


• Selecting a specific item for counting or omit a specific item from counting.

• If tags (or the physical inventory list) have already been printed, the ability to ‘void’ a specific tag (item bin).

• Ability to select all item bins that have been assigned to a specific PIG.

• Ability to select all item bins that are located in a specific aisle and/or row (assuming that aisle/row is part of bin location naming convention).

• Ability to view all item bins with a specific exception code.

• Ability to view all item bins with a specific selection status:

• Not selected for counting.

• Selected for counting.

• Omitted from counting.

• Voided.

• Ability to view all item bins with a specific count status:

• Count results have been entered.

• No count results yet entered.

• Count results entered but the bin count was zero.

• Option to print any of the above search/list results in report form.

• Once the physical counting has been completed, the user is able to resume order picking while the physical is being reconciled and reports being printed.

• Once fully reconciled, the user has the ability to have inventory updated to reflect the physical counts taken.

• Once the first physical inventory taken has been fully processed, the user has the ability to keep PIG assignments made for each warehouse to minimize setup for the next physical inventory.


The Work with Physical Inventory Function (IWRKPI) A single interactive function, called Work with Physical Inventory, is provided for managing the physical inventory process. It provides the ability to select a specific warehouse with which the user wants to work, perhaps in preparation for taking a physical inventory. It also provides the ability to review and maintain physical inventory groups that a warehouse may be sub-divided into, as well as maintaining the item bins assigned to each physical inventory group.

During the physical counting process, the Work with Physical Inventory function provides data entry facilities for the purpose of entering the physical counts taken in the warehouse. It also provides various searching and selection options for finding item bins at various status positions and provides the ability to print physical inventory reconciliation and valuation reports.

Physical Inventory Warehouse Control (PIWH)

The Physical Inventory (PI) Warehouse Control screen PIWH is the first screen displayed when entering the Work with Physical Inventory function. It displays a quick summary of the physical inventory status for each warehouse.

Physical Inventory Warehouse Control (PIWH) Type options, press Enter. EX=Extract Phy Inv data AI=Assign items WP=Work with PIGs SC=Start counts HC=Hold counts RC=Resume counts CC=Count complete EC=Enter counts RF=Process RF input RI=Review items OP=W/H options RQ=Reconciliation query PI=Post PI *R=Reset status WH Warehouse name Extracted PI status Last post Monitor __ 01 K & M Supply / Marietta 3/31/98 Phy Inv ready 12/31/97 __ 02 DMAS Plumbing & Heating 3/26/98 Set up / ready 9/30/97 __ 05 DMAS Electrical 3/26/98 Set up / ready 11/30/97 __ 06 DMAS Industrial Equip 11/30/97 __ 07 DMAS Hardware & Lumber 12/31/97 __ 08 DMAS Foods, Inc. 3/31/98 Phy Inv ready 10/31/97 Bottom F3=Exit F5=Refresh F22=W/H active users

This screen displays one line for each warehouse as defined in the Warehouse master file. It displays the warehouse number (or code), the warehouse name, the date of the last time a physical inventory extraction was performed for the warehouse, the physical inventory status for the warehouse, and the last date that physical inventory counts were posted for the warehouse.

Screen content:

Extracted - The date of the most recent physical inventory extraction for a particular warehouse.

PI Status - As a warehouse goes through the various steps for a physical inventory, the PI Status column provides a short description of where a particular warehouse is at relative to the physical inventory. The various status descriptions that may display are:

Blank - Warehouse is between physical inventories and no physical inventory activity is active for this warehouse at this time.

Set up / ready - An initial data extraction has been performed for the warehouse, some PIGs within the warehouse may have been opened for physical counting, but the total warehouse is not yet ready for physical counting to begin.


Phy Inv ready - All PIGs in the warehouse have been set up by the user, appropriate items have been selected for counting, and the inventory on-hand extraction has been performed. All PIGs are ready for the count to be taken and count entry to begin.

Phy Inv Active - Physical counting activity for this warehouse is currently in process.

Phy Inv on HOLD - Physical inventory activity for this warehouse has been temporarily put on hold. While a warehouse is on hold, no additional count entry can be started.

Count complete - Warehouse is between physical inventories and no physical inventory activity is active for this warehouse at this time.

Last post - The date that the most recent physical inventory posting occurred for a particular warehouse

Monitor – Indicates when the radio frequency (RF) monitor program is active for a particular warehouse. When the monitor is active, Active will be displayed in this column for the warehouse for which the monitor is running.

Options

EX = Extract Phy Inv data - Updates the physical inventory files by extracting data from the item master and item balance master files. When using this option, a command/prompt screen will be displayed. For more information about this comman/prompt screen, please refer to the section entitled Prompt Screen for Option EX found later in this document.

AI = Assign items - Displays the Assign Items to Phy Inv Groups screen PIAI. For more information about this screen, please refer to the section entitled Assign Items to Phy Inv Groups found later in this document.

WP = Work with PIGs - Displays the Work with Physical Inventory Groups screen PIWP. For more information about this screen, please refer to the section entitled Work with Physical Inventory Groups found later in this document.

SC = Start counts- Changes the warehouse status to Phy Inv Ready.

HC = Hold counts - Changes the warehouse status the Phy Inv on HOLD.

RC = Resume counts - Removes the warehouse status off HOLD and returns the status back to Phy Inv Active.

CC = Count complete - Indicates that the physical counts for this warehouse are ready to be posted to inventory. Each PIG within the warehouse that had physical inventory activity must be at a CLS (closed) status before the complete warehouse can be set to Count complete.

EC = Enter counts - Displays the Enter Physical Inventory Counts screen PIEC, allowing the user to enter physical inventory counts. For more information about this screen, please refer to the section entitled Enter Counts found later in this document.

RF = Process RF input - Starts the RF (radio frequency) monitor for a particular warehouse. Once the monitor is started, this option is also used to end the monitor program. The SC=Start counts option must be run prior to taking the RF=Process RF input option. When using this option, a command/prompt screen will be displayed. For more information about this command/prompt screen, please refer to the section entitled Prompt Screen for Option RF found later in this document.

RI = Review items - Displays the Review Physical Inventory Items screen PIRI and lists all item bins for all PIGs within the warehouse. For more information about this


screen, please refer to the section entitled Review Physical Inventory items found later in this document.

OP = W/H options - Displays the Physical Inventory Warehouse Options screen PIWO. For more information about this screen, please refer to the section entitled Physical Inventory Warehouse Options found later in this document.

RQ = Reconciliation query – Starts the on-line reconciliation function including various selection capabilities. Also provides an option to print the query results in report format.

PI = Post PI - Posts the physical inventory counts for the specified warehouse to the inventory control files.

*R = Reset status - Resets the warehouse status to the previous logical step. This option should be used with caution.

Function Keys

F3=Exit - Exits Physical Inventory and returns the user to the DMAS menu.

F5=Refresh - Discards any data keyed by the user and redisplays the screen with its original data.

F22=W/H active users - Displays all active DMAS users that are using the physical inventory module and are active in a physical inventory function. Displays who the user is, which warehouse he is in, and which physical inventory function is being used.

Prompt Screen for Option EX (Extract Phy Inv data) When the EX=Extract Phy Inv data option is selected for a given warehouse, the Additional options (PIWOPT) command prompt will display, similar to the following example:

Warehouse - The warehouse for which the extraction process will be performed.

Cmd/Pgm name to run - The name of the command or program that is about to be run.

Clear RF objects – Controls whether or not the RF data queue and/or file should be cleared for this warehouse during this extraction.

*NO – No, do not clear the RF objects. *YES – Yes, clear the RF objects for this warehouse.

Run job option - The warehouse for which the extraction process will be performed.

0 – Now. Run the extraction interactively. Do not use any job queues. 1 – DMASMONO. Run the extraction in the DMAS “mono” job queue. 2 – DMASMULT. Rim the extraction in the DMAS “mult” job queue.


Prompt Screen for Option RF (Process RF input) When the RF=Process RF input option is selected for a given warehouse, the Additional options (PIWOPT) command prompt will display, similar to the following example:

Warehouse - The warehouse for which the RF process will be performed.

Cmd/Pgm name to run - The name of the command or program that is about to be run.

RF monitor option – Controls whether or not the RF data queue and/or file should be cleared for this warehouse during this extraction.

0 – End the RF monitor program for this warehouse. 1 – Start the File offline process for this warehouse. 2 – Start the RF Monitor process for this warehouse. 3 – Start both the File offline process AND the RF Monitor process for this warehouse.

Run job option - The warehouse for which the RF process will be performed.

0 – Now. Run the extraction interactively. Do not use any job queues. 1 – DMASMONO. Run the extraction in the DMAS “mono” job queue. 2 – DMASMULT. Rim the extraction in the DMAS “mult” job queue.


Physical Inventory Warehouse Options (PIWO) The Physical Inventory Warehouse Options screen PIWO is displayed when option OP is used on the Physical Inventory Warehouse Control screen PIWH for a specific warehouse. Warehouse: 01 Physical Inventory Warehouse Options (PIWO) Inventory valuation method ... AVG (AVG=Average cost, LST=Last cost PRC=Billings pricing cost) PI tags PI lists Reports Default printer id ........... *SESSION__ *SESSION__ *SESSION__ Default forms id ............. *STD______ *STD______ *STD______ F3=Cancel F12=Return F13=Recalculate inventory values

This screen is used to set physical inventory defaults by warehouse. Each warehouse has a separate set of defaults. Screen content:

Inventory valuation method – Indicates which item unit cost should be used when calculating inventory valuation for the physical inventory feature. The three choices available are:

AVG – Average cost from the item balance file

LST – Last cost from the item balance file

PRC – Pricing cost from the item master file

Default printer id – Indicates for each of the three document types, which printer should be used as the default for that type of report. *SESSION will cause the print to go to your default session printer.

Default forms id – Indicates for each of the three document types, the forms id that should be used when printing a document for that type of report. *STD tells DMAS that you want to print on standard printer forms. If you will be printing physical inventory tags, you may want to enter an id that is unique for your physical inventory tags so that a forms change prompt is displayed prior to printing the tags if the previous job was something other than printing physical inventory tags.

Function Keys

F3=Cancel – Cancels all data entered and redisplays the screen that originally called the present screen.

F12=Return - Returns the user to the previously displayed screen.

F13=Recalculate inventory values – Calculates a new on hand inventory value and a new counted value for every item bin within this warehouse and stores them in the physical inventory files. This calculation uses the item unit cost indicated by the entry on this screen for the field Inventory valuation method. This function key

10/19/2007 PIW.doc Page 10

should always be pressed if the Inventory valuation method is changed anytime during the process of taking a physical inventory.

10/19/2007 PIW.doc Page 11

Work with Physical Inventory Groups (PIWP) The Work with Physical Inventory Groups screen PIWP is displayed when option WP is used on the Physical Inventory Warehouse Control screen PIWH. Warehouse: 01 Work with Physical Inventory Groups (PIWP) Type options, press Enter. IS=Item seq. switch AI=Assign items *C=Clear PIG EZ=Enter zero counts SA=Select all SO=Select overdue PT=Print tags PL=Print list EC=Enter counts RI=Review items RP=Refresh PIG CL=Close PIG RQ=Reconciliation query PIG Desc. Seq Sts Print Selected Balance Overdue Tot bins __ Un-assigned 587 799 __ A01 Aisle A01 I Opn Both 10 10 16 16 __ A10 Serial Items 1 1 __ G1 Old group 1 I Opn Tags 7 7 5 7 __ G2 Old group 2 19 47 Bottom F3=Exit F5=Refresh F12=Return F13=Propagate F15=Print blank tags

This screen displays one line for each physical inventory group (PIG) defined for a given warehouse. It displays the PIG number, PIG description, the sequence of the last set of tags or list that was printed (item number sequence or tag number sequence), the current status of the PIG, what type of inventory document has been printed (if any), the oldest physical inventory date for all bins within this PIG, the number of bins for which counts have not yet been entered (if this PIG has been opened for counting), the number of bins that are overdue for a physical, and the total number of bins in the PIG.

Screen content:

Sts (status) - As a PIG goes through the various steps for a physical inventory, the Sts column provides a short indication of where a particular PIG is at relative to the physical inventory. The various status descriptions that may display are:

blank - The PIG has not yet been opened for physical count.

Opn - The PIG has been opened for physical count but no counts have been entered yet.

Act - Either the PIG has been opened for count and at least one count has been entered, or at least one bin within the PIG has had a count entered even though the PIG may not have been opened directly by the user.

Cmp - All bins within the PIG have had their counts entered.

CLS - All bins within the PIG have had their counts entered, the results of the entry have been reviewed, and the user has approved and ‘closed’ this PIG. All PIGs within a warehouse must be at the CLS status before the warehouse can be posted to inventory.

Print - The following are the valid entries that may appear under the Print column:

blank - No physical inventory counting documents have been printed for this PIG.

Tags - Physical inventory tags have been printed for this PIG.

List - A physical inventory list has been printed for this PIG.

10/19/2007 PIW.doc Page 12

Both - Both physical inventory tags and at least one list have been printed for this PIG.

Selected - The number of items within this PIG that have been selected for a physical.

Balance - Of the total items within a PIG that were selected for count, the number of items that have not yet had a count entered.

Overdue - The total number of items in a particular PIG that are overdue for a physical count based on the bin frequency and the current session date.

Tot bins - The total number of bins that require counting based on the items selected. Note: If the multi-bin function is being used, this is a count of the total bins, not a count of the items.

Options

IS = Item sequence switch - Alternates the selected print status for this PIG from Item (I) to bin location (blank) each time this option is entered. The setting for this switch can be changed at any time. The sequence of physical inventory tags or a physical inventory list is determined by how this switch is set at the time the tags or list is actually run.

AI = Assign items - Displays the Assign Items to Phy Inv Groups screen PIAI.

*C = Clear PIG - Removes all item bin selection previously performed for the PIG, removes any physical inventory tag numbers assigned, and changes the PIG status to a blank status.

EZ = Enter zero counts – This option will automatically enter a ‘bin empty’ flag for all selected item bin records (those with a status of Sel) within a given PIG, that have not yet had a count entered for them. Use this option with caution. Once that bin empty flags are turned on, they can not automatically be reversed. This option is not recommended for the average physical inventory user.

SA = Select all - Selects all item bins within a PIG to be subject to counting.

NOTE: When going through the process of a physical inventory, DMAS limits itself to only those item bins that have a status of “selected”. When printing tags or a physical inventory list, only item bins that have a status of Sel (selected) are included and given tag numbers. Consequently, it is important to make sure that all item bins that you want to inventory during any given physical, have been “selected” prior to printing the tags or physical inventory list.

Using the SA option is one way to select a group of bin items. The SA option works great when your PIGs are organized such that, when you take a physical, you always select and count every item bin within a PIG (remember, only “selected” item bins are counted). You may also select all item bins within a PIG by using the SA option, then “omit” specific item bins from the count by using the review physical inventory items screen PIRI described later in this document.

Item bins may only be selected prior to using the start count SC option for a given warehouse.

SD = Select overdue - Selects only those items within a PIG that are overdue for a physical count to be subject to counting. This option would only be used if you have assigned item bins to a given PIG and those item bins contain different physical count frequencies. By using this option, you can automatically select all items that are due for a physical count. When using this option, DMAS will skip all item bins that are not yet due for a physical count based on each item’s frequency and when the most recent physical for that item was posted.

Item bins may only be selected prior to using the start count SC option for a given warehouse.

10/19/2007 PIW.doc Page 13

PT = Print tags - Print physical inventory tags (sequence determined by how the Item sequence switch is set at time of printing).

PL = Print list - Print physical inventory list (sequence determined by how the Item sequence switch is set at time of printing).

EC = Enter counts - Starts the interactive data entry function for entering tag (or list) counts. Displays the Count Entry screen PICE.

RI = Review items - Displays the Review Physical Inventory Items screen PIRI and lists all item bins for all PIGs within the warehouse.

RP = Refresh PIG - Causes all characteristics of the specified PIG to be recalculated and redisplayed, including the PIG status and record counts.

CL = Close PIG - Changes the PIG status to CLS. The user will not be allowed to close a PIG unless the PIG status is complete ‘Cmp’.

RQ = Reconciliation query - An on-line reconciliation function with various selection capabilities. Also provides an option to print the query results in report format.

Function Keys

F3=Exit - Exits Physical Inventory and returns the user to the DMAS menu.

F5=Refresh - Erases any user data keyed and restores the screen with the data originally displayed.


F13=Propagate - Starting with the first PIG line, looks for the first option entered. When the first option is found, duplicates that option into all following PIG lines until the next line is encountered that already contains an option.

F15=Print blank tags – Prompts the user to key the physical inventory group for which blank tags are to be printed and how many blank tags to print. Then prints the designated blank physical inventory tags.

10/19/2007 PIW.doc Page 14

Assign Items to Phy Inv Groups (PIAI) The Assign Items to Phy Inv Groups screen PIAI is displayed when option AI is used on the Work with Physical Inventory Groups screen PIWP. Warehouse: 01 Assign Items to Phy Inv Groups (PIAI) Current record selection criteria: _____________ __________ _ A01 ___ _ __ __ __________ _ ______ ________ Item no. Bin loc MBI PIG Frq Grp Class User codes S/L Vendor Inv Date _____________ Top 1070 V-320 A01 012 7 11 00 3230 12/31/97 1080 V-323 A01 012 7 11 00 3230 12/31/97 1080 V-326 A01 012 7 11 00 3230 12/31/97 1100 V-317 A01 012 7 11 00 3230 12/31/97 1110 V-311 A01 012 7 11 00 3230 12/31/97 1120 V-314 A01 012 7 11 00 3230 12/31/97 1130 V-194 A01 012 7 11 00 X 3230 12/31/97 1140 V-197 A01 012 7 11 00 B 3230 12/31/97 1170 V-209 A01 012 7 11 00 3230 12/31/97 1190 V-212 A01 012 7 11 00 C 3230 12/31/97 1780 V-215 A01 012 7 11 00 D 3230 12/31/97 4130 V-104 A01 012 7 11 00 3230 12/31/97 7700 V-101 A01 012 7 11 00 3230 12/31/97 9760 V-200 A01 012 7 11 00 C 3230 12/31/97 More... F2=Lock/unlock F3=Cancel F5=Refresh F6=Update all F12=Return F17=Subset list

Screen line 4

Screen line 4 may be used to select item bins that match a certain criteria. If the user finds this line hard to use or understand, a complete selection screen with available help text for the fields on this screen line will be displayed by simply pressing function key F17=Subset list (see Function Keys for this screen below). The entry capable fields on this line are as follows:

Item no. - Item number - Key an item number to be selected. The entire item number must be keyed (a partial item number is not supported). If the item keyed has multiple bins, all bins for the keyed item that are in this PIG will be displayed. Complex selections are also available for this field (see the discussion for the Item Bin Record Selection screen PIAS later in this document).

Bin loc - Bin Location - Key a bin location to be selected. The entire bin location name must be keyed (a partial bin location number is not supported). If more than one item is assigned to this bin, all items within this PIG with this bin assignment will be displayed. Complex selections are also available for this field (see the discussion for the Item Bin Record Selection screen PIAS later in this document).

MBI - Multi-Bin Indicator - Indicates if this item bin is a bin that belongs to a multi-bin item. To select only multi-bin items, enter a ‘Y’. To select only items that are not multi-bin items, enter an ‘N’. If this field is left blank, DMAS will ignore this field when selecting.

PIG - Physical Inventory Group - The physical inventory group that this item bin is assigned to for physical inventory purposes. To select a single PIG, enter the complete PIG number (a partial PIG number is not supported). If this field is left blank, DMAS will ignore this field when selecting. To select only item bins that have a blank PIG, enter three asterisks (***) as the PIG number.

Frq - Frequency - The frequency, in weeks, that a bin should be counted. To select all item bins that have the same frequency, enter the desired frequency (in weeks). If this field is left blank, DMAS will ignore this field when selecting.

10/19/2007 PIW.doc Page 15

Grp - Group - The group code for this item as found in the item master file. To select all item bins that have the same item master group code, key the desired group code. If this field is left blank, DMAS will ignore this field when selecting.

Class - Item class / sub-class - The item class and sub-class for the item. To select all item bins that have the same item class (regardless of their sub-class), enter the item class. To select all item bins that have the same item class and sub-class, enter the desired item class and sub-class. If the user wants to select a range of item class / sub-classes, request the Item Bin Record Selection screen PIAS by pressing function key F17=Subset list and enter the desired range on that screen. If these fields are left blank, DMAS will ignore these fields when selecting.

User codes - Up to 10 user codes as found in this item’s item master record. To select all item bins that have one or more of the same user codes, enter the desired user codes. If any one or more fields of the ten are left blank, DMAS will ignore those fields when selecting. NOTE: User codes are position sensitive. So when entering a user code, make sure it is being keyed into the proper position of the 10 possible user code positions.

S/L - Serial / Lot Number - Use this field to indicate whether you want to use serial number or lot number type as one of your selection criteria. Valid selection values to be entered are as follows:

blank = Do not use this field for selection criteria. 0 = Do not show any serial numbered or lot numbered items. 1 = Show only serial numbered items. 2 = Show only lot numbered items that have an expiration date. 3 = Show only lot numbered items that have NO expiration date. 4 = Show only generated lot numbers that have an expiration date. 5 = Show only generated lot numbers that have NO expiration date. 9 = Show all lot number types.

Vendor - The primary vendor number for this item as found in this item’s item balance record. To select all item bins that have the same vendor number, enter the desired vendor number. If this field is left blank, DMAS will ignore this field when selecting.

Inv Date - Inventory Date - The date that represents the last time a physical inventory was posted for this item bin. To select all items last inventoried on the same specific date, key the desired date . If the user wants to select a range of last inventoried dates, request the Item Bin Record Selection screen PIAS by pressing function key F17=Subset list and enter the desired range on that screen. If this field is left blank, DMAS will ignore this field when selecting.

Screen line 6

The entry capable field for item number on screen line 6 may be used to find a specific item and position it at the top of the list screen. The user may key a partial item number. The first item that matches the partially keyed item number will be positioned at the top of the list screen. Once an item is positioned at the top of the list screen, the user may page forward or backward through the entire sub-file of listed item bins.

Function Keys

F2=Lock/unlock - This is a toggle function key and allows four variations of data entry capable fields on the above list screen.

1. The initial setting does not open any columns to be entry capable.

2. After pressing F2 the first time, the Frequency column is opened to be entry capable.

10/19/2007 PIW.doc Page 16

3. After pressing F2 the second time, the PIG column is opened to be entry capable and the Frequency column is closed.

4. After pressing F2 the third time, both the PIG column and the Frequency column are opened as entry capable columns.

5. Pressing F2 a fourth time returns the screen to its original state.

NOTE: The displaying of the PIG number for an item in WHITE indicates that a physical inventory tag number has been assigned to that item. The PIG number for an item may not be changed if a physical inventory tag number has already been assigned. The PIG must be cleared (option *C on the Work with Physical Inventory Groups screen PIWP) before the PIG for an item may be changed.

F3=Cancel - Cancels all data entered and redisplays the screen that originally called the Assign Items screen.


F6=Update all - Displays the Update All Records Meeting Selection Criteria window. For more information about this screen, please refer to the section entitled Updating All Records Meeting Selection Criteria found later in this document.


F17=Subset list - Displays the Item Bin Record Selection screen PIAS. For more information about this screen, please refer to the section entitled Item Bin Record Selection found later in this document.

10/19/2007 PIW.doc Page 17

Item Bin Record Selection (PIAS) The Item Bin Record Selection screen PIAS is displayed when function key F17=Subset list is pressed on the Assign Items to Phy Inv Groups screen PIAI. Warehouse: 01 Item Bin Record Selection (PIAS) Complex selection fields: Positions Positions Item no. 1...5...10... Bin loc 1...5...10 Not flag _____________ Not flag __________ Lo value _____________ Lo value __________ Hi value 9999999999999 Hi value 9999999999 Range selection fields: Item class range ........... F4 00 00 to 99 99 (Lowest to highest) Last inventoried date range ... __0/00/00 to _99/99/99 (Oldest to latest) Standard selection fields: (Leave blank to include all) Show multi bin items .......... _ (Y=Yes, N=No) Phy inv group id (PIG) ..... F4 A01 (***=Blank PIGs only) Phy inv frequency in weeks .... ___ (0=Always, 999=Never) Item master group code......... _ (0 thru 9) Item master user code fields .. _ _ _ _ _ _ _ _ _ _ Show S/N or Lot # items ....... _ (0=None,1=S/N,2-5=Type,9=Lots) Primary warehouse vendor ... F4 ______ F3=Cancel F5=Refresh F9=Reset

If the user has difficulty using the selection capabilities on screen line 4 of screen PIAI, or if more specific selection is needed, then the user should consider requesting the above screen by pressing function key F17. The selection capabilities for item number, bin number, item class, and last inventoried date are more extensive on this screen than they are on the previous PIAI screen.

Complex selection fields

Special selection capabilities are provided for the item number field and the bin location field. These capabilities allow the user to be very specific relative to which items and/or bins are selected.

Item no. - Item number - Entries in the following three fields are position sensitive. For example, values keyed in the second position of each field relate to each other. Example: If position 2 of Not flag is blank, position 2 of Lo value is R, and position 2 of Hi value is T, and all other positions of Not flag are left blank, all other positions of Lo value are left blank, and all other positions of Hi value are left at 9, then DMAS will select all item bins that have either an R, S, or T in the 2nd position of the item number (see the example below).

Complex selection fields: Positions Positions Item no. 1...5...10... Bin loc 1...5...10 Not flag _____________ Not flag __________ Lo value _R___________ Lo value __________ Hi value 9T99999999999 Hi value 9999999999

Since all other positions of the item number have a Lo value of blank and a Hi value of 9, any value that any of the other positions may contain will be selected (any digit, character, or special character is included in the range of blank to 9).

If we took the above example but added an N to position 5 of Not flag, a B to position 5 of Lo value, and a B to position 5 of Hi value, then DMAS would select only those records that had an R, S, or T in the 2nd position but did not have a B in position 5 (see the example below).

10/19/2007 PIW.doc Page 18

Complex selection fields: Positions Positions Item no. 1...5...10... Bin loc 1...5...10 Not flag ____N________ Not flag __________ Lo value _R__B________ Lo value __________ Hi value 9T99B99999999 Hi value 9999999999

Note also that if both the Lo value and Hi value for any given position are blank, and if the Not flag is also blank for that position, then the selection will look for and select records only if there is a blank in the item number at that position. If the Not flag is N, then the selection will look for and select records if that position is anything BUT a blank.

Not flag - Blank = The following low to high value range will be selected. N = The following low to high value range will not be selected.

Lo value - The low value to select for the low to high range.

Hi value - The high value to select for the how to high range.

Bin loc - Bin location - Entries in the following three fields are position sensitive. For example, values keyed in the same position of each field relate to each other. Example: If position 1 of Not flag is blank, position 1 of Lo value is R, and position 1 of Hi value is T, and all other positions of Not flag are left blank, all other positions of Lo value are left blank, and all other positions of Hi value are left at 9, then DMAS will select all item bins that have either an R, S, or T in the 1st position of the bin location (see the example below).

Complex selection fields: Positions Positions Item no. 1...5...10... Bin loc 1...5...10 Not flag _____________ Not flag __________ Lo value _____________ Lo value R_________ Hi value 9999999999999 Hi value T999999999

Since all other positions of the bin location have a Lo value of blank and a Hi value of 9, any value that any of the other positions may contain will be selected (any digit, character, or special character is included in the range of blank to 9).

If bin locations are named such that aisle, row, etc. are part of the bin number, then the bin location selection feature can readily be used to select all bins that are in a specific aisle or range of aisles, specific row or range of rows, etc. In this example, let us assume that position 1 is aisle and position 3 is row within the aisle. Therefore, in the above example, we selected all records in aisles R, S and T.

Let’s say now that we want all rows in those aisles EXCEPT row 2. To do so, we add an N to position 3 of Not flag, a 2 to position 3 of Lo value, and a 2 to position 3 of Hi value. DMAS will then select only those records that are in aisles R, S, or T (in the 1st position) but do not have a 2 in position 3 (see the example below).

Complex selection fields: Positions Positions Item no. 1...5...10... Bin loc 1...5...10 Not flag _____________ Not flag __N_______ Lo value _____________ Lo value R_2_______ Hi value 9999999999999 Hi value T929999999

Note also that if both the Lo value and Hi value for any given position are blank, and if the Not flag is also blank for that position, then the selection will look for and select records only if there is a blank in the bin location at that position. If the Not flag is N, then the selection will look for and select records if that position is anything BUT a blank.

10/19/2007 PIW.doc Page 19

Not flag - Blank = The following low to high value range will be selected. N = The following low to high value range will not be selected.

Lo value - The low value to select for the low to high range.

Hi value - The high value to select for the how to high range.

Range selection fields

On this screen, the following two fields may be used to select records based on range selection.

Item class range - To select a range of item classes, key a beginning item class and an ending item class. If the sub-class is left blank, all sub-classes for the specified item classes will be included. To select specific sub-classes, key a beginning sub-class and an ending sub-class in addition to the item class range.

Last inventoried date range - To select a range of last inventoried dates, key a beginning last inventoried date and an ending last inventoried date.

Standard selection fields

The following fields are additional selection fields available to the user.

Show multi bin items - Indicates if this item bin is a bin that belongs to a multi-bin item. To select only multi-bin items, enter a ‘Y’. To select only items that are not multi-bin items, enter an ‘N’. If this field is left blank DMAS will ignore this field when selecting.

Phys inv group id (PIG) - The physical inventory group that this item bin is assigned to for physical inventory purposes. To select a single PIG, enter the complete PIG number (a partial PIG number is not supported). If this field is left blank, DMAS will ignore this field when selecting. To select only item bins that have a blank PIG, enter three asterisks (***) as the PIG number. To see a list of existing PIGs, position the cursor into this field and press function key F4. You may select a PIG from the list by using an option of 1.

Phys inv frequency in weeks - The frequency, stated in weeks, that this bin should be counted. To select all item bins that have the same frequency, enter the desired frequency (in weeks). If this field is left blank, DMAS will ignore this field when selecting. An entry of zero (0) indicates that this bin is always included every time an inventory is taken. An entry of 999 indicates that this bin is never included for physical counting.

Item master group code - The group code for this item as found in the item master file. To select all item bins that have the same item master group code, key the desired group code. If this field is left blank, DMAS will ignore this field when selecting.

Item master user code fields - Up to 10 user codes as found in this item’s item master record. To select all item bins that have one or more of the same user codes, enter the desired user codes. If any one or more fields of the ten are left blank, DMAS will ignore those fields when selecting. NOTE: User codes are position sensitive. So when entering a user code, make sure it is being keyed into the proper position of the 10 possible user code positions.

Show S/N or Lot # items – Use this field to indicate whether you want to use serial number or lot number type as one of your selection criteria. Valid selection values to be entered are as follows:

blank = Do not use this field for selection criteria. 0 = Do not show any serial numbered or lot numbered items. 1 = Show only serial numbered items. 2 = Show only lot numbered items that have an expiration date. 3 = Show only lot numbered items that have NO expiration date.

10/19/2007 PIW.doc Page 20

4 = Show only generated lot numbers that have an expiration date. 5 = Show only generated lot numbers that have NO expiration date. 9 = Show all lot number types.

Primary warehouse vendor - The primary vendor number for this item as found in this item’s item balance record. To select all item bins that have the same vendor number, enter the desired vendor number. If this field is left blank, DMAS will ignore this field when selecting. To see a list of existing vendor numbers, position the cursor into this field and press function key F4. You may select a vendor number from the list by using an option of 1.

Function Keys

F3=Cancel - Cancels all data entered and redisplays the screen that originally called the Item Bin Record Selection screen.


F9=Reset – Removes all selection criteria and redisplays this screen.

10/19/2007 PIW.doc Page 21

Updating All Records Meeting Selection Criteria The Updating All Records Meeting Selection Criteria window is displayed when function key F6=Update all is pressed on the Assign Items to Phy Inv Groups screen PIAI. Warehouse: 01 Assign Items to Phy Inv Groups (PIAI) Current record selection criteria: _____________ __________ _ A01 ___ _ __ __ __________ _ ______ ________ Item nbr Bin loc MBI PIG Frq Grp Class User codes S/L Vendor Inv Date _____________ Top 1070 V-320 A01 012 7 11 00 3230 12/31/97 1080 V-323 A01 012 7 11 00 3230 12/31/97 1080 V-326 A01 012 7 11 00 3230 12/31/97 1100 V-317 A01 012 7 11 00 3230 12/31/97 1110 V-311 A01 012 7 11 00 3230 12/31/97 1120 V-314 A01 012 7 11 00 3230 12/31/97 1130 V-194 A01 012 7 11 00 X 3230 12/31/97 .............................................................................. : Update All Records Meeting Selection Criteria : : : : Number of records found which will be updated ....: 16 : : Note: If field is blank, that field is not updated. : : Set PIG (Phy Inv Group) to ..... F4 ___ (***=Set to blanks) : : Set Frq (Frequency) in weeks to ... ___ (0=Always, 999=Never) : : : : F3=Cancel : : : :............................................................................:

This window may be used to globally change the PIG, the frequency, or both, in all selected records by making a single entry in the window and pressing the Enter key.

Before this window is used for global changes, the user should make sure that the proper records have been selected on the PIAI screen (there may be several pages of screens that contain selected records). Once an entry is keyed and the Enter key is pressed, there is no way to automatically reverse the global change.

Set PIG (Phy Inv Group) to - Key the PIG to which you want all selected bins to be changed. If you don’t know the PIG number, position the cursor into this field and press function key F4. You may select a PIG from the list by using an option of 1. To set the PIG of all selected bins to blank, enter a PIG consisting of three asterisks (***). If this field is left blank, DMAS will ignore this field when making global changes.

Set frq (frequency) in weeks to - Key the frequency (specified in weeks) to which you want all selected bins to be changed. If this field is left blank, DMAS will ignore this field when making global changes. An entry of zero (0) indicates that the selected bins are always included every time an inventory is taken. An entry of 999 indicates that the bins are never included for physical counting.

Function Keys

F3=Cancel - Cancels all data entered and redisplays the screen that originally called the Update All Records Meeting Selection Criteria screen.

10/19/2007 PIW.doc Page 22

Review Physical Inventory Items (PIRI) The Review Physical Inventory Items screen PIRI is displayed when option RI is used on the Physical Inventory Warehouse Control screen PIWH or the Work with Physical Inventory Groups screen PIWP. Warehouse: 01 Review Physical Inventory Items (PIRI) Type options, press Enter. 1=Sel/Acpt 2=Change 4=Omit/void I=Item inquiry W=Work with item Top Item nbr Bin loc PIG Tag nbr Sts Exc Cnt Stk U/M Alt U/M Conversion _____________ __________ A01 ______ _ __ _ Count Count Factor U/M _ 1070 V-320 A01 1-5 Acpt 12 DOZ _ 1080 V-323 A01 2-3 Acpt 6 CS _ 1100 V-317 A01 3-1 Acpt 8 CS _ 1110 V-311 A01 Omit 6 BOX _ 1120 V-314 A01 4-0 Acpt 12 DOZ _ 1130 V-194 A01 5-8 Void 2 PR _ 1140 V-197 A01 Omit 12 DOZ _ 1170 V-209 A01 6-6 Acpt 6 CS _ 1190 V-212 A01 7-4 Acpt 4 BOX _ 1780 V-215 A01 Omit 12 DOZ _ 4130 V-104 A01 8-2 Void 36 CS _ 7700 V-101 A01 9-1 Acpt 36 CS _ 9760 V-200 A01 Omit 4 BOX _ 9770 V-203 A01 10-4 Acpt 4 BOX More... F3=Cancel F4=Lookup Pig/Excpt F5=Refresh F12=Return F15=Print list F17=Subset list

This screen displays one line for every item bin. If the user came from the Work with Physical Inventory Groups screen PIWP, the PIG value on screen line 6 is pre-loaded into the PIG column and only those item bins for that PIG are displayed. If the user came from the Physical Inventory Warehouse Control screen PIWH, the PIG value on screen line 6 is blank and all PIGs within the warehouse are displayed.

For each item bin, DMAS displays the item number, bin location, the PIG that this particular bin is assigned to (if any), the physical inventory tag number (if assigned and printed), the physical inventory status for this bin, and the count status for this bin. Once physical count entry begins, the Exc column displays any exception flags, the Stk column displays the count entered for the stocking unit of measure, the Alt column displays the count entered for the alternate unit of measure, and the far right hand columns display the conversion factors if an alternate unit of measure applies to this item.

Screen content:

REMEMBER: The PIG for an item may not be changed if a physical inventory tag number has already been assigned to that item. The PIG must be cleared (thereby removing all assigned tag numbers) before you are allowed to change the PIG for an item that has an assigned tag number.

Tag nbr - (Tag number) - The physical inventory tag number assigned to each item. The digit following the dash (-) is a check digit and is considered part of the tag number.

In the input capable field under the column heading Tag nbr, use the following entries: 0 = (a zero) To view only those item bins that were not printed on a tag or list and do not

have a tag number assigned. Tag number = To start the displayed list at a specific tag number. Note: Do not enter

the check digit of the tag number here – it is not required for this field.

Sts - (Physical inventory status) - The current physical inventory status of this item/bin/tag.

blank – This item has never been select to be inventoried.

10/19/2007 PIW.doc Page 23

Acpt - A count has been entered and accepted for this item / bin.

Omit - This item / bin was omitted from this physical count. No tag was printed.

Sel - This item / bin was selected for the physical count.

Void - This item / bin was selected for counting but was voided after the count had begun.

**** - An exception exists and needs to be either accepted or voided.

In the input capable field under the column heading Sts, use the following codes: O = To view only those item bins that have been omitted. V = To view only those item bins that have been voided. A = To view all items that have been selected and/or accepted. N = To view only those items that have not been selected. * = To view only those items that require action.

Exc - (Exception) - The exception flag for the count of the item, if any. Exception codes that may appear are:

*A = No Alt U/M – A count was entered for the alternate unit of measure, but no alternate U/M is defined for this item.

*B = No item balance – A count was entered for an item that does not have an item balance master record.

*E = General error – A count entry error exists. This error requires user attention. *L = Location error – This item was not expected to be located in the bin location entered

by the user. *M = No item master – A count was entered for an item but no item master record was

found for this item. *U = Unexpected cnt – A count was entered for an item bin that was not selected to be

inventoried.

In the input capable field under the column heading Exc, use the following codes: ** = To view all item bins that have some sort of exception. Exc code = To view all item bins that have a specific exception., enter the specific

exception code.

Cnt - (Count) – Displays a Y if this item bin has been counted.

In the input capable field under the Cnt heading, use the following codes: Y = To only view those item bins that have been counted. N = To view only those item bins that have not been counted. * = To view only those item bins whose counts do not match the inventory master files.

Options

1 = Sel/Acpt – Option 1 is used to manually select individual item bins to be included in the physical count. In most instances, you would only use this option for selecting item bins if you do not want to inventory all item bins within the PIG, but only a selected few. Item bins may only be selected prior to using the start count SC option for a given warehouse. After the option of 1 is used on an item bin, it will have a status of Sel (selected).

Once the counting process has been started, if a count is entered for an item bin that was not selected, use option 1 to accept the count entered. The item bin status will be changed to Acpt (accepted).

2 = Change - Displays the Update Item Bin Count window PIRD. In this window, the user is allowed to enter or change either of the Physical inventory counts, the Exception code, and the Bin empty flag. For more information about this window, please refer to the section entitled Update Item Bin Count found later in this document.

10/19/2007 PIW.doc Page 24

4 = Omit/void - Changes the status of the specified item to either Omit or Void. If tags (or physical inventory list) have not yet been printed, then the status is changed to Omit. If the tags have already been printed, then the status is changed to Void. You might want to use this option after you have selected all item bins within a PIG for counting by using the SA option on the work with physical inventory groups screen PIWP, then come to this screen and omit a selected number of item bins from the count by using option 4. If you are going to omit any item bins from the count, they should be omitted prior to the printing of inventory tags or the physical inventory list.

I = Item inquiry - Displays the item inquiry screen Q32C.

W = Work with item - Displays the Work with Physical Inventory Item screen PIRX. For more information about this screen, please refer to the section entitled Work with Physical Inventory item found later in this document.

Function Keys

F3=Cancel - Cancels all data entered and redisplays the screen that originally called the assign items screen.

F4=Lookup PIG/Excpt – If the cursor is placed into the input capable field immediately under the heading PIG, pressing F4 will display Physical Inventory Group window W930, displaying all defined PIGs. If the cursor is in the input capable field immediately under the heading Exc, pressing F4 will display a list of the possible exception codes in the Physical Inventory Exceptions window W930.


F12=Return - Returns the user to the previously displayed screen

F15=Print list - Prints a report that contains all selected records as displayed on the Review Physical Inventory Items screen, including all screen pages.

F17=Subset list – Displays the Subset Review Items window PIRO.

10/19/2007 PIW.doc Page 25

Enter Counts (PIEC) The Enter Physical Inventory Counts screen PIEC is displayed when the EC (enter counts) option is used on the Work with Physical Inventory Groups screen PIWP. Warehouse: 01 Enter Physical Inventory Counts (PIEC) Prior entry: Bin: V-209 Item: 1170 LAMP TABLE GINGER JAR PIG: A01 Tag.: 6-6 6 EA per CS Processing status: Accepted Previous values: Stk U/M count ... 8 Stk U/M count ... 0 Alt U/M count ... 0 Alt U/M count ... 0 Empty flag ...... Empty flag ...... PI exception .... PI exception .... ------------------------------------------------------------------------------ Current entry: PI group ........ A01 Tag number ...... 40______ Stocking U/M count .... 5_________ Alternate U/M count ... 2______ Bin empty flag ........ _ F3=Cancel F5=Refresh F9=Item inquiry F12=Return F14=Change prior entry F18=Change entry mode F19=Work with item

This window is used to enter physical counts.

NOTE: You are required to enter a count for all items within a PIG, even if you know the count is the same as the on hand value in the inventory file. The act of entering a count causes the physical inventory programs to record the fact that a physical was taken on a specific date for that item. The frequency value can then be used to determine when the next count for the item should be taken. If the user was allowed to not enter a count because it is known that the count agrees with the on hand balance, the programs would have no concrete way of knowing a count was even taken, thereby not be able to record the count date and nullify the use of the frequency field. The exception to this rule is when a count of zero is taken for a number of items. An option (option EZ) is available to automatically record the zero count, saving data entry time.

PI group – If not already present, enter the physical inventory group indicator (PIG) for this item bin.

Tag number – Enter the tag number (including the check digit) for which you are about to enter the count.

Stocking U/M count – Enter the full case count that was recorded for this tag.

Alternate U/M count – Enter the broken case count that was recorded for this tag. If a count is entered here that is greater than the number of alternates within the stocking unit of measure for this item, DMAS will later calculate full case equivalents and update the full case count accordingly, leaving any odd count as the broken case count.

Bin empty flag – Enter a Y (or any non-blank character) to indicate that this item bin was checked but it was empty and there is no count to record.

The above example shows entering counts via PIG number and tag number. To enter counts by keying in the item number, press function key F18=Change entry mode. The format of the window will change and appear similar to the example that follows.

10/19/2007 PIW.doc Page 26

Entering a Count with no Tag (PIEC) The following screen format for the Enter Physical Inventory Counts screen PIEC is displayed when function key F18=Change entry mode is pressed. This screen format allows the entry of a count for inventory that has been counted but did not have a pre-generated tag (therefore, no tag number). Note the entry capable fields for Bin location and Item number. Warehouse: 01 Enter Physical Inventory Counts (PIEC) Prior entry: Bin: V-314 Item: 1120 THERMOMETER INDOOR/OUTDOOR PIG: A01 Tag.: 4-0 Processing status: Accepted Previous values: Stk U/M count ... 5 Stk U/M count ... 0 Alt U/M count ... 2 Alt U/M count ... 0 Empty flag ...... Empty flag ...... PI exception .... PI exception .... ------------------------------------------------------------------------------ Current entry: Bin location .... __________ Item number ..... _____________ Stocking U/M count .... __________ Alternate U/M count ... _______ Bin empty flag ........ _ F3=Cancel F5=Refresh F9=Item inquiry F12=Return F14=Change prior entry F18=Change entry mode

Data entry for this screen is similar as described for the previous screen format except that the user must enter the bin location (where the stock was found in the warehouse) and the item number for the item. An entry in the Bin location field is not required. However, an entry of any kind (even if you enter fake locations that mean something to your business) may help later when reconciling the physical counts. For example, if damaged stock is found during the counting process and your policy is to pull damaged goods, you may want to always use a predefined bin location (such as *DAMAGED) to record the count of the damaged goods. If you then void this record, you have recorded the damaged goods but the count of the damaged goods will not be posted to inventory at posting time. Then, on the preprinted tag for this item bin, record the count that represents stock for this item that is not damaged and is satisfactory for sale.

Function Keys



F9=Item Inquiry – Displays the item inquiry screen Q32C for this item.


F14=Change prior entry – Use this function key to re-display the tag just entered or review and possible change. For more information about this screen, please refer to the section entitled Changing the Previously Entered Count found later in this document.

10/19/2007 PIW.doc Page 27

F18=Change entry mode – Use this function key to toggle between the two entry modes available for physical count entry.

Changing the Previously Entered Count (PIRD) The following Update Item Bin Count window PIRD is displayed when function key F14=Change prior entry is pressed during Count Entry. Warehouse: 01 Enter Physical Inventory Counts (PIEC) Prior entry: Bin: V-314 Item: 1120 THERMOMETER INDOOR/OUTDOOR PIG: A01 Tag.: 4-0 Processing status: Accepted Previous values: Stk U/M count ... 5 Stk U/M count ... 0 Alt U/M count ... 2 Alt U/M count ... 0 Empty flag ...... Empty flag ...... PI exception .... PI exception .... ------------------------------------------------------------------------------ .............................................................................. : Count by: DMASDEMO Update Item Bin Count (PIRD) : : Bin.: V-314 Item: 1120 THERMOMETER INDOOR/OUTDOOR : : PIG.: A01 Tag.: 4-0 Date last inventoried: : : Processing status ...: Accepted Cycle count frequency: 012 weeks : : Exception code ..: 12 EA per DOZ : : Extracted balance ...: 5 DOZ EA : : Physical count .. . .. ________5_ _____2_ Empty ... _ : : : : : : F2=Slct/Acpt F3=Cancel F5=Refresh F9=Inquiry F12=Return F20=Omit/Void : :.............................................................................

The input capable fields may be changed as described earlier in this document (see Update Item Bin Count (PIRD)).

Reviewing Counts Entered (PIRI) The Review Physical Inventory Items screen PIRI (use option RI on screen PIWH) is a good screen to use for reviewing bin counts that have been entered, or looking for tags for which counts have not yet been entered.

10/19/2007 PIW.doc Page 28

Warehouse: 01 Review Physical Inventory Items (PIRI) Type options, press Enter. 1=Select 2=Change 4=Omit/void I=Item inquiry W=Work with item Top Item nbr Bin loc PIG Tag nbr Sts Exc Cnt Stk U/M Alt U/M Conversion _____________ __________ A01 _____ _ __ _ Count Count Factor U/M _ 1070 V-320 A01 1-5 Sel 12 DOZ _ 1080 V-323 A01 2-3 Sel 6 CS _ 1100 V-317 A01 3-1 Sel 8 CS _ 1110 V-311 A01 Omit 6 BOX _ 1120 A01 Acpt *L Y 6 12 DOZ _ 1120 V-314 A01 4-0 Acpt Y 5 2 12 DOZ _ 1130 V-194 A01 5-8 Void 2 PR _ 1140 V-197 A01 Omit 12 DOZ _ 1170 V-209 A01 6-6 Acpt Y 8 6 CS _ 1190 V-212 A01 7-4 Acpt Y 4 BOX _ 1780 V-215 A01 Omit 12 DOZ _ 4130 V-104 A01 8-2 Void 36 CS _ 7700 V-101 A01 9-1 Acpt Y 7 36 CS _ 9760 V-200 A01 Omit 4 BOX More... F3=Cancel F4=Lookup PIG/Acpt F5=Refresh F12=Return F15=Print list F17=Subset list

Details of this screen are discussed earlier in this document.

10/19/2007 PIW.doc Page 29

Update Item Bin Count (PIRD) The Update Item Bin Count window PIRD is displayed when option 2 is used on the Review Physical Inventory Items screen PIRI or the Reconcile Physical Inventory screen PIRQ. Warehouse: 01 Review Physical Inventory Items (PIRI) Type options, press Enter. 1=Select 2=Change 4=Omit/void I=Item inquiry W=Work with item Top Item nbr Bin loc PIG Tag nbr Sts Exc Cnt Stk U/M Alt U/M Conversion _____________ __________ A01 _ __ _ Count Count Factor U/M 2 1070 V-320 A01 1-5 Acpt 12 DOZ _ 1080 V-323 A01 2-3 Acpt 6 CS _ 1100 V-317 A01 3-1 Acpt 8 CS _ 1110 V-311 A01 Omit 6 BOX _ 1120 V-314 A01 4-0 Acpt 12 DOZ _ 1130 V-194 A01 5 8 Void 2 PR .............................................................................. : Count by: DMASDEMO Update Item Bin Count (PIRD) : : Bin.: V-320 Item: 1070 THERMOMETER DESK DIGITAL DSPLAY : : PIG.: A01 Tag.: 9-1 Date last inventoried: : : Processing status ...: Selected Cycle count frequency: 012 weeks : : Exception code ..: 12 EA per DOZ : : Extracted balance ...: 8 DOZ 11 EA : : Physical count .. .. . __________ _______ Empty ... _ : : : : : : F2=Slct/Acpt F3=Cancel F5=Refresh F9=Inquiry F12=Return F20=Omit/Void : :............................................................................:

This window may be used to change item bin counts once they have been entered. Use the function keys to change the status of this item bin if desired.

Physical count (first input capable field) – Enter the physical count for this item. Enter the count in the unit of measure displayed on the previous line of this display. This field is used to enter the count in the stocking unit of measure.

Physical count (second input capable field) – Enter the broken case physical count for this item, if any. Enter the count in the unit of measure displayed on the previous line of this display. This field is used to enter the count in the alternate unit of measure.

Empty – If the bin count for this item bin is zero (0), enter a Y (or any non-blank value) to indicate that the item bin was checked but there is no count to enter.

Function Keys

F2=Slct/Acpt – If an exception is displayed but you want to accept the physical count for this item bin anyway, press this function key to accept the count.



F9=Inquiry – Displays the item inquiry screen Q32C for this item.


F20=Omit/Void – Use this function key to void a physical count. This allows you to leave the physical count for this item bin recorded in the count file but eliminate this record and it’s count from being updated to the inventory files when the physical is posted.

10/19/2007 PIW.doc Page 30

Work with Physical Inventory Item (PIRX) The following Work with Physical Inventory Item screen PIRX is displayed when option W (work with item) is used on the Review Physical Inventory Items screen PIRI or the Reconcile Physical Inventory screen PIRQ. Warehouse: 01 Work with Physical Inventory Item (PIRX) Item: 1120 THERMOMETER INDOOR/OUTDOOR 12 EA per DOZ Type options, press Enter. 1=SelAcpt 2=Change 4=Omit/void Bin loc PIG Tag nbr Stk Alt Stat Exceptions Count DOZ EA Emp _ A01 **** *L Location error 6 _ V-314 A01 4-0 Acpt 5 2 Bottom .............................................................................. : Count Analysis for Item : : Qty DOZ EA : : Total extracted quantity on hand from item balance ..: 5 : : Total net quantity counted regardless of status .....: 11 2 : : Total accepted net quantity counted .................: 5 2 : : Anticipated deviation to item balance ..: 6 2 : :............................................................................: F3=Cancel F5=Refresh F9=Item inquiry F12=Return F20=Work with multi bin item maintenance

This screen provides a count analysis that summarizes all item bin records for a given item. It also shows each item bin record for the item so that count discrepancies may be more readily identified and corrected.

Options

1 = Sel/Acpt – Option 1 is used to manually select individual item bins to be included in the physical count. Items may only be selected prior to starting the counting process for a given warehouse. After the option of 1 is used on an item bin, it will have a status of Sel. (selected).

Once the counting process has been started, if a count is entered for an item bin that was not selected, use option 1 to accept the count entered. The item bin status will be changed to Acpt (accepted).

2 = Change - Displays the Review Item Detail screen PIRD. On this screen, the user is allowed to enter or change either of the Physical inventory counts, the Exception code, and the Bin empty flag.

4 = Omit/void - Changes the status of the specified item to either Omit or Void. If tags (or physical inventory list) have not yet been printed, then the status is changed to Omit. If the tags have already been printed, then the status is changed to Void.

Function Keys



F9 = Item inquiry – Displays the Item Inquiry screen Q32C for this item.


10/19/2007 PIW.doc Page 31

F21=Work with multi-bin item maintenance – Displays the Work with Bin Locations / Selection options screen I85A. From there, the user may go directly to the Work with Item Bins screen I85I and maintain one or more multi-bin records.l

10/19/2007 PIW.doc Page 32

Using the Reconciliation Query (PIRQ) The reconciliation query function is provided as a tool to be used in identifying those items whose counts deviate from the current inventory on hand and should be reviewed prior to posting the physical counts. The reconciliation query offers selection criteria that the user may use to select only item bins that have certain characteristics, then displays them in one of several sequences for review. Options are available so that changes can be made to the physical counts on file directly from the reconciliation query screen. The reconciliation query function is a two step process. The following command prompt and Physical Inventory Reconciliation Query screen PIRQ are displayed when option RQ (reconciliation query) is used on the Physical Inventory Warehouse Control screen PIWH or the Work with Physical Inventory Groups screen PIWP. Phy Inv Recon Query (PIRQ) Type choices, press Enter. Sequence list by . . . . . . . . > *AMT *PCT, *AMT, *ITM, *LOC Deviation based on . . . . . . . > *COST *COST, *QTY Minimum deviation amount . . . . > 0000001__ Number Minimum deviation percent . . . > 0000__ Number Warehouse . . . . . . . . . . . > 01 Character value Bottom F3=Exit F4=Prompt F5=Refresh F12=Cancel F13=How to use this display F24=More keys

Sequence list by - This option controls the sequence in which selected records are displayed on the subsequent reconciliation query screens. Four sequence options are available:

*PCT – Percent deviation, descending sequence. This choice will display records in descending percent deviation sequence. The percentage may be either a percentage of cost deviation or a percentage of quantity deviation, depending on which choice is selected for the following option Deviation based on (see below). Consequently, those item bins whose percentage difference in inventory value (the difference between the value of what was counted versus the value of inventory on hand expressed as a percentage of inventory value) is the greatest will be listed first if the following choice is *COST. Those item bins whose percentage difference in inventory quantity (the difference between the quantity of what was counted versus the quantity of inventory on hand expressed as a percentage of inventory on hand) is the greatest will be listed first if the following choice is *QTY.

*AMT – Amount deviation, descending sequence. This choice will display records in a descending sequence based on either the value difference or quantity difference of the item bins, depending on which choice is selected for the following option Deviation based on (see below). Consequently, those item bins whose difference in inventory value (the difference between the value of what was

10/19/2007 PIW.doc Page 33

counted versus the value of inventory on hand) is the greatest will be listed first if the following choice is *COST. Those item bins whose difference in inventory quantity (the difference between the quantity of what was counted versus the quantity of inventory on hand) is the greatest will be listed first if the following choice is *QTY.

*ITM - Item number, ascending sequence.

*LOC – Bin location number, ascending sequence.

Deviation based on - The deviation based on is the difference between what was counted during the physical versus what was found in the inventory files during the extraction.

*COST – Extended item value based on cost. If this choice is selected, then the deviation being measured is the valuation difference between the extended cost valuation of the quantity counted versus the extended cost valuation of the inventory quantity on hand that existed at the time of extraction. The extend cost valuation is the result of multiplying an item bin’s quantity (either counted or inventory on hand) multiplied by one of three unit cost values for the item. Which unit cost DMAS uses is determined by the entry made by the user for the field Inventory valuation method on the Physical Inventory Warehouse Control screen PIWO. On screen PIWO, the user may choose average cost, last cost, or pricing cost. The Physical Inventory Warehouse Options screen is accessible from the Physical Inventory Warehouse Control screen PIWH by using the OP option for a specific warehouse.

*QTY – Quantity. If this choice is selected, then the deviation being measured is the quantity difference between the quantity counted versus the inventory quantity on hand that existed at the time of extraction.

Minimum deviation amount – Use this option if you only want to view records that have a deviation amount greater than a specified amount. For example, if you selected *COST for the above option, and if you only want to view item bins that have a deviation value of more than $10.00, enter a value of 10. If you selected *QTY for the above option, and if you only want to view item bins that have a deviation quantity of more than 6, enter a value of 6.

NOTE: The value you enter must be a whole number. Decimals are not supported in this field.

Minimum deviation percent - Use this option if you only want to view records that have a deviation percentage greater than a specified percentage. For example, if you only want to view item bins that have a deviation percentage of more than 5.00%, enter a value of 5.

NOTE: The value you enter must be a whole number. Decimals are not supported in this field.

10/19/2007 PIW.doc Page 34

Once the selection options have been entered on the previous selection screen and the Enter key is pressed, a query is then executed. When the query completes, the Reconcile Physical Inventory screen PIRQ is displayed, containing all item bins that satisfied the previous selection criteria. Warehouse: 01 Reconcile Physical Inventory (PIRQ) *COST by *AMT Type options, press Enter. Display page ... ___1 1=Sel/Acpt 2=Change 4=Omit/Void I=Item inquiry W=Work with item > 1 Item nbr Bin loc PIG Sts ExcMBI Inv Value Dev Value Dev % Ovr _ 3341 A-140 A Acpt 1,494.00 186.75 12.50 _ 3457 A-330 A Acpt 3,056.24 138.92 4.55 * _ 1016 A-03-3-ALT A Acpt Y 321.32 50.73 15.79 * Bottom F3=Cancel F5=Refresh F11=Alternate view F12=Return F15=Print list

The results of the query may include more item bins than can be displayed on the above 14 line display. If so, the bottom right corner of the screen will indicate “more…”. To view the additional records, use the Page Down and Page Up keys. Screen content: Screen line 2 – The content of screen line 2 in the upper left corner of the screen, indicates the selection criteria used by the previous query. In the above example, the sequence is descending by amount (not percent, item #, or bin #) and the value represented by amount is a value based on cost (not quantity). Screen line 5 – The content of screen line 5 shows and minimum deviation values that were entered, if any. In the above example, the user entered a minimum of 1 for Minimum deviation amount. Therefore, screen line 5 displays the “greater than” symbol and the respective value keyed just above the column to which the minimum has been applied. Sts – (Status) – The status of a particular item bin.

Blank – Has never been selected to be inventoried. Omit – Has been omitted from being inventoried prior to beginning the counting process. Void – Was originally selected for counting but voided after the counting process was

started. Sel – Has been selected to be inventoried and no count has yet been entered. Acpt – Was selected and counted, or not selected but a count was entered and accepted

anyway. **** - An exception exists and the item bin needs to be reviewed and either accepted or

voided. Exc – (Exception) – Exception code that indicates what type of exception exists. No exception if this field is blank. MBI – (Multi-Bin Item) – Displays a Y if the item is a multi-bin item.

10/19/2007 PIW.doc Page 35

Inv Value – (Inventory Value) – This is the total value of the on hand inventory at time of extraction. This is the inventory on hand quantity multiplied by one of the item’s unit costs. The specific unit cost used is identified on the Physical Inventory Warehouse Options screen PIWO. Dev Value – (Deviation Value) – This is the difference between the total value of the count entered during the physical (based on whichever item unit cost has been selected on screen PIWO) and the value displayed under the column Inv Value. If the counted value is greater than the inventory on hand value, then an asterisk (*) is displayed under the Ovr column. Inv Qty – (Inventory Quantity) – This is the quantity on hand for the item bin at the time of extraction. Dev Qty – (Deviation Quantity) – This is the difference between the count entered during the physical and the inventory on hand quantity displayed under the column Inv Qty. If the counted quantity is greater than the inventory on hand quantity, then an asterisk (*) is displayed under the Ovr column. Dev % - (Deviation percent) – This is the deviation between what was counted and what was on hand at extraction time, expressed as a percentage of the on hand value. Ovr – (Over) – If the counted values are less than or equal to the on hand values, this column will be blank. If the counted values are greater than the on hand values, then an asterisk (*) is displayed in this column. Options

1 = Sel/Acpt – Use this option to select an item bin to be inventoried. If the counting process has already been started and a count has been entered for an item that was not selected for counting, use this option to accept the count.

2 = Change – Use this option to view the Update Item Bin Count window PIRD in which the physical count may be changed for the current item bin.

4 = Omit/Void – Use this option to omit an item bin from being inventoried. If the counting process has already been started, use this option to void an item bin that has previously been selected for counting that you no longer want to count.

I = Item inquiry – Use this option to view the Item Inquiry screen Q32C for this item.

W = Work with item – Displays the Work with Physical Inventory Item screen PIRX and the Count Analysis for Item window for this item. If this item has multiple item bins, they will all be displayed and their counts summarized in the Count Analysis for Item window.

Function Keys

F11=Alternate view – Displays the alternate view for this screen (see example below).

F15=Print list – Prints a formatted report of only item bins included on all pages of the above screen at the time the function key is pressed.

10/19/2007 PIW.doc Page 36

The following screen example shows the alternate view for the Reconcile Physical Inventory screen PIRQ. Warehouse: 01 Reconcile Physical Inventory (PIRQ) *COST by *AMT Type options, press Enter. Display page ... ___1 1=Sel/Acpt 2=Change 4=Omit/Void I=Item inquiry W=Work with item Item nbr Bin loc PIG Sts ExcMBI Inv Qty Dev Qty Dev % Ovr _ 3341 A-140 A Acpt 8.00 1.00 12.50 _ 3457 A-330 A Acpt 22.00 1.00 4.55 * _ 1016 A-03-3-ALT A Acpt Y .79 .13 15.79 * Bottom F3=Cancel F5=Refresh F11=Alternate view F12=Return F15=Print list

The alternate view is displayed by pressing function key F11=Alternate view. Only two columns change when press F11. The Inv Value column changes to Inv Qty (or visa versa), and Dev Value changes to Dev Qty (or visa versa).

10/19/2007 PIW.doc Page 37

Physical Inventory Steps This section describes the general steps that a user will likely go through as part of doing a physical inventory using the AS/400 DMAS Physical Inventory feature.

Preparing for the Physical

When you prepare to take your first physical inventory for a particular warehouse using the AS/400 DMAS Physical Inventory feature, you may want to plan on investing extra time for the initial setup. Once you have gone through the initial setup for the first physical for a given warehouse, the PIGS that you set up and the item bins assigned to each PIG will remain in the physical inventory file and be there when you do the next physical for that warehouse. Consequently, it will not be necessary for you to go through the detailed setup was done for the first physical.

The First Physical The first time a physical inventory is performed for a specific warehouse, the user may want to go through additional setup. This is especially true if the user will be using multiple PIGs per warehouse. This will require the user to define the valid PIGs for the warehouse, then assign item bins to the appropriate PIG.

1. Identify the warehouse you want to work with.

2. Extract inventory data using the EX option on the Physical Inventory Warehouse Control screen PIWH. For every item bin found in the inventory files (item balance and multi-bin files) that is not already in the physical inventory file for this warehouse, DMAS will create a record for the item bin in a default PIG called the “Un-assigned” PIG. The un-assigned PIG will have a blank PIG identifier.

3. Use the OP option on the Physical Inventory Warehouse Control screen (PIWH) to establish the physical inventory tailoring options that you want used for the warehouse for which you just did the extraction.

4. Assign each item bin within a warehouse, found in the un-assigned PIG, to a Physical Inventory Group (PIG). To do this, use the Work with PIGs option WP on screen (PIWH) for the desired warehouse and press Enter. The Work with Physical Inventory Groups screen PIWP will be displayed.

• Even if you do not use multiple PIGS per warehouse, it is recommended that you create at least one PIG and assign all item bins in the warehouse to that PIG. We suggest that you do not leave any item bins in the un-assigned PIG.

If you adopt a policy to always assign all item bins to a PIG that you have defined, then the un-assigned PIG can be used to identify new item bins following an inventory extract (see step 3, Subsequent Physicals below).

• If you are using multiple PIGs, create the PIGs you want to use and assign selected item bins to those PIGs. To do this, use the following steps:

• Use the Assign items option AI on the line for Un-assigned bins (this line will have a blank PIG identifier). The Assign Items to Phy Inv Groups screen PIAI will then be displayed.

10/19/2007 PIW.doc Page 38

NOTE: Before you can assign bin items to a PIG, you must first define the valid PIG identifiers that you want to use. You can define PIG identifiers as follows: 1 On the PIAI screen, press .F17=Subset list. The Item Bin Record Selection screen PIAS will display. 2 Move the cursor to the input capable field “Phys inv group id” and press function key F4. The Physical Inventory Group window (W930) will display. 3 Add new PIGs by keying the PIG identifier in the “Code” field and a description for the PIG in the “Desc” field. The “Comment” field is optional and may be left blank. Press the Enter key to add the new record. 4 Enter a record for each PIG that you intend to use. You can always return to this process and add more PIGs later.

• Manual assignments – To manually enter PIG identifiers for specific item bins, press function key F2=Lock/unlock 2 or 3 times, then key the desired PIG identifier for specific item bins.

• Global assignments - Use the selection fields on screen line 4 to select all bin records that you want to assign to a specific PIG, then press the Enter key. Only those item bins will then be displayed.

• Press F6=Update all to view the Update All Records Meeting Selection Criteria window. In this window, you can then key a specific PIG in the Set PIG input capable field.

• Or, to view a list of available PIG identifiers, place the cursor in the Set PIG input field and press F4. You will then be viewing the Physical Inventory Group window W930. In this window, you can create new PIGs by using F6=Add. You may create as many PIGs at this point that you wish.

• Once you have created all the PIGs that you want, select the PIG that is to receive the previously selected item bins by using option 1 and press the Enter key. The selected PIG is now placed in the Update All window.

• To assign all selected item bins to this PIG, press the Enter key.

• If desired, you may also want to assign physical inventory frequencies to bin items at this time. Assigning frequencies will allow you to do physicals on a cyclical basis, based on the frequencies that you assign. When it is time to do the next physical, you can merely select those item bins that are overdue for a physical.

5. Once item bins are all assigned to a PIG (this may be several days after you did the initial extract), you will want to select which item bins within each PIG are to be inventoried during the upcoming physical count. This may be every item bin within the PIG, only overdue item bins, item bins that you individually select, or a combination of the above.

• All item bins or Overdue item bins are selected by using the appropriate option by PIG on the Work with Physical Inventory Groups screen PIWP.

• Individual item bins are then omitted from selection (if they were selected as part of the group selected and you want to remove them) or added to the selection by using the Review items RI option on the appropriate PIG. You will then see the Review Physical Inventory Items screen PIRI.

10/19/2007 PIW.doc Page 39

• On the PIRI screen you can then omit a specific item bin by using option 4 (at this point, option 4 de-selects a previously selected item bin), or select a specific item bin that has not yet been selected by using option 1.

6. When the item bin selection process within each PIG has been completed, you must decide whether you are going to use physical inventory tags or a physical list for taking you inventory counts.

• If you are going to use physical inventory tags for recording the physical counts, the physical inventory tags may be printed by using the PT option for the appropriate PIG (on screen PIWP). Only item bins that were selected will be assigned a tag number and have a tag printed. Tags will not be printed for item bins that were not selected or were omitted, nor will those item bins be assigned a tag number.

• If you are going to use physical lists for recording the physical counts, the physical list may be printed by using the PL option for the appropriate PIG (on screen PIWP). Only item bins that were selected will be assigned a tag number and be printed on the physical list. Entries will not be printed on the physical list for item bins that were not selected or were omitted, nor will those item bins be assigned a tag number.

NOTE: The tags (or physical lists) will be printed in bin location sequence if the Seq column on screen PIWP for that PIG is blank. The tag sequence will be in item number sequence if an ‘I’ is displayed in the Seq column. You may turn the ‘I’ on or off by using the Item sequence switch option IS.

7. Once the tags are printed, they may be taken to the warehouse and placed into or attached to the bin that they refer to. Later, when it is time to take the physical, the counters then merely walk down the warehouse aisle, pull the tag, count the items in the bin, then record the count on the appropriate tag. If physical lists are to be used, they should not be printed until the day the physical is to be taken.

8. See the later section Taking the Physical for suggested steps to take during the process of counting the physical inventory.

Subsequent Physicals

Once an initial physical inventory has been taken for a given warehouse (PIGs created and item bins assigned to their respective PIGs), the setup process for any subsequent physical should take much less time.

1. Identify the warehouse you want to work with.

2. Extract inventory data using the EX option on the Physical Inventory Warehouse Control screen PIWH.

3. Check the un-assigned PIG (with a blank PIG identifier) for any entries. If all entries in the un-assigned PIG were assigned to valid PIGs during the previous physical inventory, then any entries now found in the un-assigned PIG represent new item bins that did not exist during the previous physical inventory. Assign all item bins in the un-assigned PIG to valid PIGs. The process for doing this is described in step 3, The First Physical above.

4. If not already selected, select which item bins within each PIG are to be inventoried during the upcoming physical count. This may be every item bin within the PIG, only overdue item bins, item bins that you individually select, or a combination of the above.

5. Indicate which sequence is to be used for the tags/physical lists, then print the physical inventory tags (if tags are to be used). If physical lists are to be used, they should not be printed until the day the physical is to be taken.

6. If using tags, seed the warehouse with the printed physical inventory tags, making sure that each tag is placed into the proper item bin.

10/19/2007 PIW.doc Page 40

7. See the following section Taking the Physical for suggested steps to take during the process of counting the physical inventory.

Taking the Physical

When the day comes and it is time to take the physical inventory count, make sure you go through the following steps:

1. If using the multi-bin inventory control function, have all put-a-ways completed so that there are no pseudo bins in the system. If you start a physical inventory count and pseudo bins exist, they will have to be reconciled as an extra step.

2. Make sure all sales orders waiting for incoming stock (recorded as pseudo bins) are filled and invoiced.

3. Stop the warehouse picking process for sales orders.

4. Make sure all sales orders that have had pick lists printed are cleared through the warehouse and invoiced.

5. At minimum, do a Billing end of day function ( it is recommended that a complete DMAS end of day and backup is done at this time as well).

6. Do a final physical inventory extraction for the warehouse (or warehouses) being inventoried (option EX on screen PIWH). This will capture and store in the physical inventory files, the current on-hand quantity for every item bin. This quantity will be used to reconcile your physical counts.

7. Make sure you select all item bins that you want to inventory. Selected items are identified as having a status of Sel. You may select all items bins within a PIG by using the SA option, only those that are due for a physical by using the SO option, or you may individually select item bins. DMAS is designed such that it will basically ignore all item bins during the physical inventory process that are not selected, or are omitted or voided. Only selected item bins will be assigned a tag reference number. Therefore, only selected item bins will have tags printed or be included on the physical inventory list.

8. If physical inventory tags are being used, you may want to print some extra blank tags for each PIG and warehouse that is being inventoried. To do this, press function key F15=Print blank tags from the Work with PIGs screen PIWP. Blank tags can be used by the counters to record inventory stock found in unexpected places within the warehouse such as unrecorded bins, stacked in the aisle, on the receiving dock, etc.

9. If physical inventory lists are being used to record the physical count instead of tags, the lists should be printed at this point.

10. When the Physical counting is to begin, mark the warehouse as being in a physical count by using the Start counts option SC on screen PIWH. If you will be recording counts via hand held devices, you should then start the RF monitor by using the RF option. The RF option can not be taken until you have started the counts with the SC option.

11. Proceed with the physical counting in the warehouse. As tags are completed, they may be picked up occasionally by a runner and taken to the people responsible for physical count entry and entered into the system via the Enter counts option EC on screens PIWH or PIWP. Data entry time is the most efficient if tags are grouped by PIG and count entry is initiated from the PIWP screen. If physical inventory lists are used, completed pages may be taken to the area where the count entry is being performed. As each tag (or list line) is entered, DMAS marks each item bin as having its count entered. If a tag or list line is returned with the indication that the bin was empty, the count entry should be completed for this tag or list line by keying a ‘Y’ in the Bin empty flag field. If any blank tags are used to record unexpected counts, they must be either “accepted” or “omitted”. Any other tag record that

10/19/2007 PIW.doc Page 41

contains an exception must also be either “accepted” or “omitted” before the PIG can be closed, the count completed, and the warehouse posted.

12. Once all tags (or lists) have been returned, the counts entered, and it has been verified that all tags have been accounted for, then the sales order picking and invoicing processes may be resumed.

13. Reconciliation of the physical count activity may then be performed and inventory valuation reports may be printed. The reconciliation query function (option RQ) on the PIWH or PIWP screens may be found very helpful in finding item bins whose physical counts need reviewing. If count adjustments need to be made to one or more bins, the Review items option RI on screens PIWH or PIWP may be used, or the change option (option 2) can be used directly from the Reconcile Physical Inventory screen PIRQ to change counts already entered.

14. As the reconciliation for each PIG is completed, the PIG may be ‘closed’ by using the Close PIG option CL on the PIWP screen. Inventory valuation reports may be printed for a single PIG or the entire warehouse by using the RQ option.

15. When the physical for a warehouse is fully reconciled and completed, mark the warehouse as ‘complete’ by using the Count complete option CC on screen PIWH.

NOTE: If the RF monitor is running, you must close the monitor by using option RF prior to using the CC option.

16. The Item balance file and the multi-bin files may then be updated with the physical count by using the Post PI option PI on screen PIWH.

17. The physical for that warehouse is then completed and the physical inventory files are cleared of count data, ready for the next physical inventory to be initiated.

10/19/2007 PIW.doc Page 42

Forms for Printing Tags If you are going to print physical inventory tags, you can print the tags without making any program modifications if you get continuous form paper that is perforated such that it yields a card style form that is 3 inches high and at least 7 inches wide. You should also consider buying the paper stock of a heavier weight paper, perhaps 30 pound paper or heavier. With continuous card stock of this size, DMAS will print everything that is necessary. There is no pre-printing required.

The printing of the physical inventory tag utilizes externally defined print files. Consequently, the form size and design can be changed without modifying the RPG print program.

The following forms information and print examples are provided as an aid in understanding how the tag looks as it comes from Software Solutions and how you may want to change it for your specific needs.

Form size: Continuous forms, no pre-printing required, 3 inches high (18 lines at 6 lines per inch) by 7 inches wide (70 characters at 10 characters per inch), not including tractor feeds.

First print line: Line 1

Last print line: Line 17

First print position on any line: Print position 3

Last print position on any line: Print position 68

The following item is in warehouse 02 and at bin location B-128. The tag number is 1-1 (it was the first tag printed for the PIG and has a check digit of 1) and belongs to physical inventory group (PIG) B. The item has a stocking unit of measure of DOZ but also has an alternate unit of measure of EA (there are 12 EA per DOZ). Two blank areas are provided for the counter to record the actual count taken in both DOZ and EA.

1.. |...10... |...20... |...30... |...40... |...50... |...60... |...70 Warehouse ..: 02 P H Y S I C A L I N V E N T O R Y T A G Tag no .....: 1-1 Phy Inv Group ...: B - Aisle B Bin loc ..: B-128 Item ..: 8850 FIRST AID CASE METAL CASE Stocking U/M ..: DOZ Alt U/M ..: EA 12 per DOZ Counted: Counted: --------------- --------------- Comments:

LineLineLineLineLineLineLineLineLineLineLineLineLineLineLineLineLineLine

10/19/2007 PIW.doc

Print spacing ruler

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18

Page 43

The following example shows an item that is a multi-bin item and is identified as such on print lines 8 and 9. Print line 9 identifies what type of multi-bin item this is.

1.. |...10... |...20... |...30... |...40... |...50... |...60... |...70

Line 1 Line 2 Line 3 Line 4 Line 5 Line 6 Line 7 Line 8 Line 9 Line 10 Line 11 Line 12 Line 13 Line 14 Line 15 Line 16 Line 17 Line 18

Warehouse ..: 02 P H Y S I C A L I N V E N T O R Y T A G Tag no .....: 3-8 Phy Inv Group ...: B - Aisle B Bin loc ..: B-182 Item ..: 2250 BAMBOO SHADES 6X8FT WHITE Multi Bin type Stk + Alt Stocking U/M ..: BOX Alt U/M ..: EA 4 per BOX Counted: Counted: --------------- --------------- Comments:

Multi-bin type identifiers that could possibly print on line 9 are as follows:

Stk-Cntr – A counter bin containing only stocking units of measure.

Stk-Prim - A primary bin that contains only stocking units of measure.

Stk-Temp - A temporary (transient) bin that contains only stocking units of measure.

Stk-Bin - A bin that contains only stocking units of measure but is neither a counter, primary, or transient bin.

Alt-Cntr – A counter bin containing only alternate units of measure.

Alt-Prim – A primary bin that contains only alternate units of measure.

Alt-Temp – A temporary (transient) bin that contains only alternate units of measure.

Alt-Bin – A bin that contains only alternate units of measure but is neither a counter, primary, or transient bin.

Stk + Alt – Indicates that a single bin location may contain both stocking units of measure and alternate units of measure. In order for this to occur, there must be two bin records defined within the multi-bin function, both identified with the same bin identifier, but one record for the stocking unit of measure and the other record for the alternate unit of measure. For such an item, a single physical inventory tag is printed and both units of measure may be updated from it.

10/19/2007 PIW.doc Page 44

The following example shows how a tag prints for catch weight items. The literal ‘Catchweight item’ prints on print line 17. This is done so that catch weight items can be identified at counting time in situations where you may want to not only count this item, but also weigh the items and record a total weight. Total weights (for catch weight items only) may be entered via the Update Item Bin Count window PIRD (see following example).

1.. |...10... |...20... |...30... |...40... |...50... |...60... |...70


Warehouse ..: 02 P H Y S I C A L I N V E N T O R Y T A G Tag no .....: 5-4 Phy Inv Group ...: B - Aisle B Bin loc ..: B-21 Item ..: 1033 Sow-n-Grow Grass Seed, 40 lb Stocking U/M ..: BAG Alt U/M ..: LB 40 per BAG Counted: Counted: --------------- --------------- Comments: Catchweight item

The following is the window that can be used to enter a total bin weight for a catch weight item.

Warehouse: 02 Review Physical Inventory Items (PIRI) Set up / Ready Type options, press Enter. 1=Sel/Acpt 2=Change 4=Omit/Void I=Item inquiry W=Work with item Top Item nbr Bin loc PIG Tag nbr Sts Exc Cnt Stk U/M Alt U/M Conversion B Count Count Factor U/M 2 1033 B-21 B 5-8 Sel 40 BAG _ 2250 B-182 B 3-1 Sel 4 BOX _ 4550 B-170 B 2-3 Sel 40 CTN _ 6150 B-206 B 4-0 Sel 4 BOX _ 7026 BIN16 B 6-6 Sel 500 SPL _ 8850 B-128 B 1-5 Sel 12 DOZ .............................................................................. : Count by: Update Item Bin Count (PIRD) : : Bin.: B-21 Item: 1033 Sow-n-Grow Grass Seed, 40 lb : : PIG.: B Tag.: 5-8 Date last inventoried: : : Processing status ...: Selected Cycle count frequency: 0 weeks : : Exception code ..: 40 LB per BAG Avg wgt : : Extracted balance ...: 0 BAG LB 40.000 : : Physical count ....... __________ _______ Empty ... _ : : Total count weight ... _______.000 New avg wgt.: .000 : : : : F2=Slct/Acpt F3=Cancel F5=Refresh F9=Inquiry F12=Return F20=Omit/Void : :............................................................................:

10/19/2007 PIW.doc Page 45

The following is the general print layout of the physical inventory tag (the character X is used to indicate where variable data may be printed by DMAS):

1.. |...10... |...20... |...30... |...40... |...50... |...60... |...70


Warehouse ..: XX P H Y S I C A L I N V E N T O R Y T A G Tag no .....: XXXXXX-X Phy Inv Group ...: XXX - XXXXXXXXXXXXXXX Bin loc ..: XXXXXXXXXX Item ..: XXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Multi Bin type XXXXXXXXX Stocking U/M ..: XXX Alt U/M ..: XXX XXXXX per XXX Counted: Counted: --------------- --------------- Comments: XXXXXXXXXXXXXXXX

10/19/2007 PIW.doc Page 46

Database Considerations Several physical files are used throughout the complete physical inventory process. They are:

PIBEXT – Physical inventory bin extraction file.

PIBINS – Physical inventory item bin file with records for each warehouse stored as separate members in the file such as WH#01, WH#02, WH#03, etc. This is the file from which the post to inventory is done and the file that records and keeps all PIG assignments as item are assigned to PIGS. If this file is ever cleared, all previous PIG assignments will be lost and will have to be reassigned by the user.

PIGSTS – The file that contains the defined PIG status of each PIG by warehouse.

PIRF## - The offline file that contains count records (if you have selected data queues for offline records, they utilize the same naming convention). The PIRF## file is created for a warehouse at the time the first extraction is run for that warehouse. When the first extraction in run for a warehouse, a copy of this file is created that contains the warehouse number for which the file is being created. As an example, if an extraction is run for warehouse 02 for the first time, then a copy of this file is created with the name PIRF02. The file should then continue to exist from one physical to another. If the RF monitor is turned on and is to monitor records placed into a file, it will monitor this file, processing records as they are placed into this file.

PIWHSE – The file that contains the control information for each warehouse as set by the user via the W/H options and the Physical Inventory Warehouse Options screen PIWO.

More About the PIBINS File

The physical file that will likely be beneficial to most users is the file called PIBINS.

The PIBINS file contains one record for every item bin that was extracted as well as one record for every extra count that was taken where there was no extraction. All entered counts are contained in the PIBINS file. It is also the file from which the final post is made when doing the physical inventory post to inventory control.

In addition, the PIBINS file contains additional information that was saved at the time of extraction such as the item description, vendor number, item class, the 10 user defined codes, all the pricing conversion information for each item, and the inventory costing method selected during the physical. It is an excellent file against which user queries may be generated and run in order to get those unique inventory valuation reports that each user needs.

When generating queries on the PIBINS file, keep the following items in mind.

1. Each warehouse is contained in a separate member. Therefore, when specifying file selections (the first option in defining a query), make sure that you place the cursor in the field ‘Members’ and press F4 to see a list of all warehouse members available to you. Then select the one that you want.

2. The following is additional information about some of the fields available:

• PISTK contains the stocking unit of measure count taken during the physical.

• PIALT contains the alternate unit of measure count taken during the physical.

• INVAL contains a 3 character abbreviation identifying which cost valuation method you have selected for this warehouse.

10/19/2007 PIW.doc Page 47

• PIACT contains a code of “A” for every record that has been accepted during the physical and will be posted to inventory. You should select only those records that contain an “A” in PIACT if you only want records in your query that will be posted.

• PIVAL contains the extended inventory value for this record, including all stocking unit of measure counts, all alternate unit of measure counts, and all pricing conversion for this record.

• CSTPC is the item unit cost for this item. This is the average cost for the item. If your cost valuation method selected is ‘average’, you should select this field as part of your query.

• LCOST is the last cost for this item. If your cost valuation method selected is ‘last’, you should select this field as part of your query.

• IEAAVG is the pricing cost for this item, if any. If your cost valuation method selectis is ‘price’, you should select this field as part of your query.

• PIWGT is the total weight recorded for this record during the physical count process.

• OHQTY is the decimal equivalent of the QTYOH and QTYBC fields combined. The decimal value represents the QTYBC value as a fraction of the number of alternates in a full stocking unit (QMULT). This is the decimal value of inventory at the time of the extraction.

• PIQTY is the decimal value of the physical count taken for this record.

• QTYOH is the stocking unit of measure quantity as of the extraction.

• QTYBC is the alternate unit of measure quantity as of the extraction.

3. If you want to generate an inventory valuation report that shows the result of your physical, then you should make sure that your final query report is run against the PIBINS file either just prior to posting the physical to inventory (and after all adjustments to the counts are made), or anytime after the physical is posted. But remember, all values from a physical count will remain in the PIBINS file until the next extraction is run for that warehouse. The extraction process blanks out all physical results from the previous physical.

By selecting the proper fields, sorting the PIBINS records in the proper sequence, selecting the proper records from the file, and accumulating totals and sub-totals from the proper quantity and valuation fields, you should be able to generate nearly any query necessary that provides the information and reports necessary in determining the total value of your inventory following a physical inventory.

*** End of Document ***

10/19/2007 PIW.doc Page 48

Date post:	03-Feb-2022
Category:	Documents
Upload:	others
View:	1 times
Download:	0 times

Physical Inventory Warehouse Control (PIWH)

Documents