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How do I take a store inventory and enter the counts into Store Manager or Headquarters?

For single store inventories go to Manager | Inventory | Physical Inventory. Select or define filters for the inventory group you'd like to count. Save the worksheet. You can print counting worksheets on the next screen. Worksheets can be sorted by ILC (item lookup code), dept/category, description, etc. before printing. Enter your counts where indicated (or import handheld data) and click on Calculate. If satisfied with the changes, Commit. If not, use Recount to make corrections.

- You MUST create and save your worksheet (reference # and optional name) BEFORE counting. This time stamps the on hand data for items listed so the counted quantities can be properly compared during the Calculate step. 
- You should NOT open multiple worksheets at the same time on different PCs unless the products listed on each worksheet are unique to each worksheet. Example, Category A items on worksheet A and Category B items on worksheet B. NEVER open the SAME worksheet on more than one PC or calculated adjustments will be incorrect. 
- Your count worksheet should not be blank (manual item adds) unless you only want the specific items being counted to be adjusted. Items that should be adusted to zero will be ignored.

Summary steps --

1. Create and SAVE worksheet before counting (reference # and optional name). The worksheet MUST contain all items from group you plan to count, such as all tool lookup codes if you are counting items in a tool dept/category. This ensures any applicable items will be zeroed if their quantity on hand is incorrect (none found during count session). A full store inventory worksheet should include ALL active items in your database. You can use the user-defined filter option to exclude inactive items.

2. Enter counts into worksheet or import counts from a handheld count file (see separate article).

3. Calculate proposed changes and review discrepancies. This will include any items to be zeroed (show a qty on hand but not counted). A full store inventory count calculation may take 10-15 minutes or more depending on size of your item table and memory on the local PC. Do NOT assume the process has hung.

4. Commit changes. This process may also take several minutes to complete. Do NOT assume the process has hung.

Physical Inventory supports export/import options to accommodate portable inventory devices. Any device that can create a comma or tab-delimited file based on Item Lookup Code and Quantity can be used. A date/time stamp field is also supported. For a low cost smartphone/tablet solution visit:
Please note we do not support this solution other than to assist with importing the files created and downloaded to your desktop. You'll want to configure the On Hand app to create a flat text file consisting of your scan (Item Lookup Code or UPC/GTIN as Alias), count quantity, and optionally a date/time stamp. Example:  
ABC1234,14, 12:43 11-23-2013
with a separate line for each item counted.
This file can then be imported into the Physical Inventory worksheet created in RMS.

Also see this document:

In a multi-store environment an HQ 501 Worksheet should be used to sync inventory counts processed at store locations to HQ. After the 501 completes, run Task 190 in HQ Manager Inventory Wizard to reconcile the store counts with HQ. You should run the WS 501/Task 190 procedure after any adjustments are made at the store level (manual adjustments or Phyiscal Inventory worksheets) or anytime you notice quantities in HQ do not match a store. 

The multi-store procedure to process inventories can be simplified by processing store level counts using Store Operations Physical Inventory at each location (as above). Any committed quantities will be pushed up to HQ automatically during the next connection (via a 401 update). Repeat the WS 501/Task 190 procedure after any PI worksheet is committed at a store.

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  1. Dave J

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