15 Dec 2022 | Windward Software
Physical Count Common Issues and Troubleshooting
This Windward Webinar ocused on the topic of fiscal counts, common issues, and troubleshooting. The discussion covered the common causes of errors during physical inventory count and how to fix them, as well as factors that may cause incorrect inventory quantities.
- Jennifer introduced the webinar, thanking participants and explaining the procedure for questions.
- Abby began her presentation, explaining the two main objectives: discussing common causes of errors during a physical inventory count, and discussing factors that may cause incorrect inventory quantities.
- Abby explained what 'yellow line' means in the system and its implications in processing the count sheet or count batch.
- The common causes of 'yellow lines' include items that have quantities attached to work orders or awaiting shipment. The solution is to exclude stocks on work orders or awaiting shipment and Abby demonstrated this in a demo.
- In cases where 'yellow line' items are numerous in a batch, Abby proposed two solutions; deleting the 'yellow line' items and dealing with them in a separate batch, or setting the count as equal or greater than the quantity on work orders.
- Abby also highlighted the issue of items with blank serial numbers in stock and proposed assigning a manual serial number to fix the issue.
- Abby discussed the importance of performing an inventory integrity check before conducting a physical inventory count to identify and fix any inventory issues.
- Abby pointed out an ongoing issue with the 'include oversold quantity' option that could trigger incorrect inventory quantities. She advised not to check the 'include oversold' box to avoid the issue.
- The presentation concluded with Abby directing participants to various resources for further help and inviting questions from participants.
- Questions were asked about backorders after clearing oversold items and whether not including oversold items would affect the report. Abby clarified these queries using demo examples.
0:27
Hello, Good afternoon, everybody.
0:29
Hope you're having a great day.
0:33
We'll just give it a couple moments for people to join.
0:48
Alright, let's get started out. First off, I wanna thank you guys for joining us for our webinar today. It's the last one before the holidays, so glad you guys could make it. I'm Jennifer, I'm your moderator for today's presentation. As always, we will have time for questions at the end of the presentation, so you want to make sure that you ask your questions into the question box, make sure you've got some detail on there so we know what what part of the presentation you're asking about.
1:16
Anything we can't address during the presentation, or if it's a little off topic, we'll come back to you after words. We'll get your e-mail address and make sure you get the answers you need.
1:27
Today's topic is fiscal counts, common issues and troubleshooting.
1:33
Our presenter today is Abby. She's sufferer Specialists, but that's been with one word for quite some time now. So without further ado, let's get started.
1:43
Alright, thank you. Thank you so much Jennifer, and hi everyone, good afternoon. I hope you're all doing well today, and welcome to my presentation.
1:53
This, after doing no, we will talk about physical account, common issues and troubleshooting.
2:00
Physical inventory count is one of the procedures that you need to do during a year, and.
2:06
So, this webinar has two objectives, E.
2:14
So, first, we will discuss the common causes of yellow balls on a physical inventory count, and how to fix them.
2:24
And we will discuss the factors that might trigger incorrect inventory quantities before we proceed to the common causes of yellow lines. When I tell you first, what is a yellow line?
2:36
Yellow line is the systems way of indicating that the user is not yet allow it to process the count sheet or the count batch.
2:44
The common causes of these yellow lines must be fixed first in order to proceed.
2:50
So, one common cause of a yellow line is, items that have quantities attached on work orders, are the weights.
3:00
Pull up my demo here to show you an example.
3:04
Oh, I'm going to be a bullying physical inventory count.
3:15
And for this example, I'm going to use the initialized stock count.
3:24
OK, and for our options we will just leave these boxes unchecked.
3:30
I'm gonna go it failed. And I will add the item.
3:37
Yeah.
3:44
Right, so in the quantity column, we have six quantities.
3:48
So, let's say the new count of this item will be zero.
3:54
OK, OK, and then Save this Process.
4:04
So, we have this message that the Batch could not the process, because of issues with snap count lines, highlighted in yellow. So, if we hover over it item, we, they'll know what's the problem.
4:18
So, it says, there is not enough stock available to make that adjustment.
4:23
You can free up stock by reducing the quantity shipped on work orders or lease if we take a look at this item.
4:38
Hey.
4:42
Here we have six inch socks, but five. But only five are available because that one stock is attached to a worker search for that work order.
4:56
So this item is highlighted in yellow, because we included that one stock on work order, and then you count is zero. So there is no enough stopped to allocate it to the work order.
5:10
What are the common exist when this is the case?
5:14
We have here firsts exclude stocks on work orders or lay a lease.
5:23
I'll just go back to my demo and we have to just delete this message and then I'm going to add another, we stopped count.
5:34
Then we will check this box, Exclude Stock on Layaway, stock on work orders.
5:43
Go hit Build, and then I'm gonna add same item.
5:52
OK, right now, it is showing five quantities, earlier, it was six. So this one, this include, this excludes that one stock on work order.
6:02
So let's then set, Then, you count to zero.
6:06
Same is biases.
6:13
We were able to process the count batch.
6:18
Oh, let's just take a look at this item.
6:32
OK, now the available is zero, and it still has stopped, and that is for the work order.
6:40
So that new column didn't fact that one quantity on ARCore.
6:47
Then next, kullman Fix is to read yellow lines from the count batch window. This is for this area, there are other items included in the account batch, or the catchy, and they are not highlighted in yellow.
7:05
So let me pull up my demo again and for this example, I'm gonna use the Brea Audit.
7:18
OK, then just uncheck the boxes.
7:24
So let me just select my category here.
7:41
OK, so, say, for instance, for instance, there, and you count with the zero, so narrow them all save and balances.
7:58
So we have two items that are highlighted in yellow.
8:04
If there are a lot of items in your account batch, and you don't want to redo it to exclude stock on work orders or an alias, especially if they can't match, was created a few days ago, are not on the same day that you want to process it.
8:18
So, you can actually delete the yellow lines and work on them in a separate account batch after you fix them, so that you can be able to proceed and process the others.
8:27
So, just right, Clay, I like the line and then right click, and then delete.
8:40
OK, so then by doing that, we can then be able to process it.
8:47
Ash.
8:50
OK, Eric.
8:52
And another common thanks is set the count as equal or greater than the quantity work order or lay awake when you don't wanna delete the yellow lines because you want to process them in inner and the same account that donkey bar closes.
9:16
Yeah.
9:25
So, I'm using periodic stop count, and then.
9:33
still using the same subcategory.
9:49
Let me just make them highlighted in yellow.
10:03
So, OK, here these do you solve one quantity. So, they are attached to a work order already are attached to work orders.
10:12
So as for the third convicts we can set then you count as equal or greater than the quantity on work place.
10:23
It says one quantity both.
10:26
So we can actually set it to one or greater one.
10:34
OK, so by doing that, we can then be able to press the account.
10:47
There you go.
10:49
So, next.
10:54
If Flip the work order to a complete sale.
10:58
And this requires, as well, to delete the item and add it back.
11:03
Well, let me show you.
11:13
For this example, I'm going to use the an initialized stopcock as I'm gonna just add one item here.
11:31
OK.
11:34
L.s.b.
11:35
as Pulses: zero, same classes.
11:48
So, for each of able to find that work order, just then this item, just double click on the line.
12:10
From here, go to the sales history, and then that's their settings. I'll make sure that you set the start date to no date.
12:21
And then just only select work orders, then set is our select sales history report tab.
12:29
And here's the work order.
12:51
All right, So we can then just flip this, too, and our voice.
13:07
sack.
13:12
Just check this, it should be a charged ion customer let me, sorry, that just changed that.
13:26
OK, and then There you go.
13:31
Because it's, it requires a charged a customer, It doesn't have a payment yet. Here, we can now exit out and then.
13:43
So we need to remove this item and add it back, because I'm going to make changes On the inventory item, it will not automatically updates from here, So we really need to meet the line and then add it back.
14:09
OK, so this, um, now zero quantity, because that one stop, um, has now been taken out from the inventory.
14:19
So, then we can, you can enable to process the count.
14:27
Sorry.
14:30
All right.
14:33
So, um, that is it for the first common cause.
14:40
So, the next common cost would be, you're alive items with black serial numbers in stock.
14:50
OK, of my demo. And we will.
15:02
I'm still gonna use an initialized stop count.
15:08
Get filled in.
15:13
The item.
15:23
Sell, As we count the ...
15:28
item, we need to select this tab to verify the serial number, so as you can see, I have a black serial number here, Lee.
15:38
I have one stock with a black serial number here, Shell.
15:42
Then if I exclude that serial number, just show you.
15:51
Let's say that that that started up is invalid, so I'm going to exclude that one from discount batch.
15:59
Oh, and then process it.
16:04
So the system would not allow us to do so, because we have that serial number or maps, or a number, even if even though I have excluded there, so the system will still not allow us, or we need to. So what are the fixes? if this is the case?
16:24
So we have here bursts.
16:28
Manually assign a serial number for your stock, or delete this dark line, and re enter the item in the Count Sheet.
16:38
So, again, we have to up that after we this, we have to delete this line and then add it back.
16:46
So, before we do that, that shifts Let me show you first.
16:55
The cost stock levels of this item.
17:03
So, here's the app, ah, Cheryl number, and we actually just manually assign a serial number here, say.
17:15
Or.
17:19
Oh, wait.
17:20
Let me just use a different one.
17:23
So that one, or we can just actually delete it, if it's really an invalid one.
17:29
So just right click, you have to highlight the serial number and then or the black serial number and then right click and delete it.
17:41
All right, and then you then have to go to the Physiognomy target window, and then you'd have to delete this because it will not, it will not updated from here automatically. So just delete it.
18:02
And then add it back.
18:11
All right, now we have these three real numbers that are valid, well, we can now proceed to.
18:22
Then prices.
18:28
OK, So, um, hmm, Next would be factors that might trigger incorrect Agent or entities.
18:42
So let's say after the physical inventory count, you check some of your inventory items and you notice that some are having incorrect quantities.
18:52
So what are the factors that might trigger incorrect inventory quantities?
18:58
First, we have failure to perform inventory integrity check with fixed options before doing the physical inventory accounts. So aside from recreating at that, a copy of your live data before doing the physical inventory count, you also need to run the inventory integrity, check before the physical inventory count.
19:19
It is highly recommended to be run beforehand for you, to see if you have inventory issues, and then taking them that candidate.
19:31
Ouch.
19:32
We'll just close this, their menu and your ledger integrity checks and in vain for integrity.
19:48
OK, and then you have to uncheck this box here, skip transactions prior to make them the month, and you have to check this box, fixed inventory, stock quantities, and validate stock preserved on work order.
20:06
So this routine should be run twice because the first run will list you the inventory integrity issues, and the second node will be the fix. So, let's say, for example, I'm going to run this.
20:31
Right now, I don't have any issues or my inventory, but if I have inventory integrity issues, it will be methylated under inventory results.
20:44
So once the first run is done, you just then need to hit run checks again.
20:53
So click that and then click Yes this pop up message.
21:01
And that will beta fix.
21:04
All right.
21:05
The next bakhtiar is these Include oversold quantity, too clear, oversold.
21:16
This is still an ongoing issue and our programmers are still working on this no, this is just for your awareness. Let me show you what the issue is, OK. Make those bits!
21:32
We'll go physical inventory accounts.
21:38
And I'm gonna use an initializer stop count and for our options I'm gonna include oversold shell here.
21:56
So that item is item four.
22:02
And I have negative quantity.
22:07
So let's say then you count would be one.
22:14
Then let me save this.
22:15
And then I'm going to check this box clear oversold when processed.
22:26
It's just this.
22:28
And then, let's take a look at this item.
22:42
So supposedly, it would clear or it will it should clear the oversold. And then you count, Or then you stock would be one.
22:52
But the oversold was not cleared and the quantity that is of an oversold is added up to the install quantity.
23:04
And it became two.
23:07
So that is the issue, an ongoing issue, so if you do the physical inventory gone and want to clear that you are oversold, did not for now do not.
23:19
Check that box, include oversold, so here let me create another and initialize, stop count. And then I'm going to X, and check this box.
23:34
I'm going to add this item.
23:47
Oops, so it's still showing it's showing here one oversold and we had this two quantity so let's say you count is zero.
24:02
OK, and then make sure.
24:09
To check this box, clear a virtual had been processed.
24:13
So let's just then save this Process.
24:24
So, if we take a look at this item.
24:40
So the oversold was cleared and or has been cleared and we have now one in South, which is correct, the correct Quantity.
24:53
So for now, just don't check the box, include oversight to refrain from having that issue.
25:02
And I guess that would be the end of my presentation.
25:07
I know that there are still other factors that might trigger incorrect inventory quantities, But I couldn't include those in this webinar because or due to time constraints, so whenever you have an issue with your inventory quantities, that is not covered in this webinar. I would suggest to create a support ticket, or just directly call support, because we might need to investigate that further.
25:34
All right, and before we proceed to our question and answer portion, let me share you, this spurs our webinar archives. You can ask. You can sign up for future webinars or view previously recorded events just to go to windward software dot com slash webinars.
25:55
And, for our available resources, ah.
25:59
Inline with the Help Center, just go to windows software dot com slash help.
26:05
And for our Customer care portal, where you can submit and track support tickets, or a stretch, for our knowledge base, you can go to support dot wind, dwight software dot com. and for our Alert Wittenburg Learning Academy, just go to academy dot Windward on cloud dot com.
26:25
And, if you experienced entire system gown and able to make payment, cannot log into the system five or you're recovering from a power outage, it can directly create an emergency support ticket. Just go to winterize software dot com slash emergency.
26:44
And, if you want to get guidance from one of our Professional Service Services specialists, you may contact your Account manager for Code Orange to go to windward software dot com slash professional services.
26:57
All right, now, if you have any questions and clarifications regarding my presentation, you can just drop it down on the question box.
27:09
Awesome. Thanks so much Abby. We have some questions already. the first from April. She asked, Why did it say you had one on back order after clearing the over assault?
27:22
Oh, I'm sorry, that was fraud. That was, OK.
27:26
I guess that was the item one.
27:31
That is, there's no, Let me, let me just Skip mindset.
28:02
I'm not sure which one, but it was. It was there already before I I attach one stock on work order.
28:11
It doesn't really the result, after the counts are that you count.
28:19
April added that it was item four.
28:23
Oh, OK. I'm sorry.
28:40
But, yeah, the count, it is not the result from the count that I did.
28:48
So, yeah, it is, I attached.
28:54
Customer.
28:56
Yeah, it was from that day Cause I attached it. Sorry.
29:06
Then I did a back order that, Um.
29:13
It is the same, Yeah, the oversold example.
29:19
So yeah, this is this is already created before I over, before I oversell the item and just like set this to a back order.
29:39
OK, the next question is from Wendy: If the quantity is negative and you don't include oversold's doesn't show up on our report.
29:52
Shell, it will show it will still show because here it will show the because the reason why it is a negative because of the oversold shell if you don't check that box input oversold it's still going to shell.
30:09
You're oversold quantity. So let me wait.
30:13
Just create a new one.
30:16
Quick.
30:42
Just delete that one stock there.
30:50
Shall I say, item four and then, oversell, Just bake.
31:03
So, if you can close it, then I'm going to go here.
31:10
Yes.
31:18
OK, I'm gonna, I'm not gonna. check that. So.
31:23
Here, LL show you.
31:27
Or Say it's not showing a here but it still show that it has one stock that is an oversold.
31:39
Or 1 1 quantity that is an oversold.
31:46
Does that answer your question?
31:50
OK, Excellent, Now, we're in front out of time. But there's still a couple of questions left. So what I'll do Is: I'll give, you the information then we can reach out to the remaining questions to make sure that everyone gets the answer is they're looking for. If there's something else you think up afterwards, please feel free to e-mail support at when we're in software dot com. And one of our technicians can help you with any question you have about today's presentation. So, thank you, guys, for joining us today.
32:19
And we will see you December 29th, and we will be discussing all the.
32:30
Inventory records, say, inventory reconciliation. So, that's a good one to end the year off. Again, thank you guys for joining us, and we will see you in two weeks. Have a great holiday.
32:41
Thank you, guys, and have a great day.
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