27 Jan 2022 | Windward Software
Physical Inventory on Items With Serial Numbers
Learn how to perform a physical count on serialized inventory items and fix out-of-stock errors for serialized items within Windward System Five
- Jennifer introduced the topic and informed the participants about the Q&A session at the end of the presentation. She also advised them to email their queries to support@winwordsoftware.com.
- Annabelle began the presentation by explaining how to perform a physical count on serialized inventory items. She emphasized the importance of including serialized items while creating a count batch and manually verifying the serial numbers.
- She demonstrated the process of creating a count batch, verifying serial numbers manually, and using a scan batch for verification. Annabelle highlighted the steps to follow if a data collector is used instead of direct scanning.
- Annabelle then moved on to explain how to fix out-of-stock errors for serialized items. She demonstrated how to check the serial numbers tab for out-of-stock status and how to manually add the serial number under cost stock levels if the item was mistakenly removed.
- Annabelle briefly discussed the resources available for further assistance, including the Help Center, customer care portal, Winward Learning Academy, Winward Professional Services, and emergency support. She also mentioned the availability of future webinars and archived webinars on their website.
- During the Q&A, Annabelle addressed queries about changing serialized items to non-serialized items and dealing with duplicate serial numbers. She suggested marking the item as deleted and creating a new one if a serialized item was mistakenly created.
- For issues related to scan batch with a data collector not verifying serial numbers,
0:29
Good afternoon everyone. Thank you for joining us for today's webinar.
0:36
See some more people coming in. All right so we'll get started.
0:43
I'd like to thank you guys for joining us today for our webinar.
0:46
My name is Jennifer and I'll be your moderator for today's presentation.
0:50
At the end of the presentation we will take questions so you can write them into the question box and submit them.
0:57
Make sure are detailed so that if it's something that you want to go over again from the beginning of the presentation, we know what to address.
1:07
Anything we're not able to address during the webinar, we can answer afterwards offline or by email.
1:13
You can email your questions to support at winwordsoftware.com and you can access past webinars now directly on our website winwordsoftware.com slash webinars today's presentation we will be discussing physical inventory on items with serial numbers our presenter today is annabelle and she's been with winward software for four years i think so uh let's get started right uh thanks jen uh hello everyone uh i will be your presenter for today's webinar regarding physical inventory on with serial numbers. So what are the things that we need to discuss?
1:58
So that would be how to do a physical count on serialized inventory items and how to fix out-of-stock errors for serialized items.
2:07
So let's start with the physical inventory on serialized items.
2:13
So what you need to take note when you do a inventory on serialized items is when you create a count batch you need to make sure that you include serialized items upon creating an account batch it's under the option so before you build the count batch make sure that you select include serialized items under the options tab.
2:39
The next one is you can to manually verify the serial numbers from the count batch.
2:45
After you have created the count batch, you have the option to manually verify the serial numbers from the count batch by clicking on the count and then select the serial number.
3:00
And then when you check it, it will then be showed as verified as per the screenshot below.
3:09
Aside from manually verifying the serial number, you also have the option to use the scan batch either through direct scan, if you have a scanner and you just wanted to manually or directly scan the items, or through a data collector, so if you do have a data collector, and then afterward apply the scan batch to the account batch.
3:36
So I will show you, so let's just start.
3:41
So we will, so let's start from the beginning.
3:45
So we'll be accessing the physical inventory account under the inventory and purchases and physical inventory account.
3:53
So we create account badge.
3:57
So, okay, so let's start with periodic account.
4:00
And as what I've mentioned, we need to select include serialized items under options.
4:05
So this one right here, to include all the items that have serial numbers.
4:11
And then for me, let me just select this one category.
4:16
So let's say for example, you just wanted to count on a particular category.
4:21
So let's start with this one right here.
4:23
And we click on build.
4:26
So from here, so we created the count batch.
4:30
As you can see, those greens ones have like serialized items.
4:35
So manually verifying is you click on the count and from here you can verify if they are correct.
4:43
Like let's say, okay, I do have this serial number so you can check that and that means it has been verified.
4:51
So when you click on okay, let's say for example you only have one serial number, you don't have this one so you just leave this as X and this one has been verified, you click on okay.
5:03
So, once you've verified one, it showed the one under the new count and then proceed with the next.
5:13
Let's say you have that one, all right, so then verify everything.
5:26
Once you're done with, once you're done with everything, like let's say for example, you to zero it out the rest of where I'm counted, zero it out.
5:40
After that, you then have the option to save the changes and once you're done, you can then proceed with processing this count patch.
5:53
So aside from manually verifying the serial numbers, another option is to create a scan patch.
6:04
So let's just close this one because let's just use this one, this current count batch.
6:09
So let's just close this one first.
6:11
So you have the option to create a scan batch.
6:14
So let's say, for example, you have your scanner and you just want it to scan the item so you can create a scan batch.
6:25
So click on you.
6:26
So like let's say, for example, you wanted to directly scan the items that you have.
6:31
So you select direct scan and then build.
6:34
So this is where when you scan the item, it will actually show the part number right here, including the serial number.
6:42
So I don't actually have the scanner.
6:44
So like let's say we can just like manually type it in.
6:52
And then, so when you actually scan, like the serial number will show right here.
6:56
So I don't have a scanner.
6:58
So let's manually type in like a serial number.
7:01
So let's save that.
7:04
and once you are done with like let's say this is a direct scan so once you're done with scanning your items or like let's say you manually type in your part number and manually enter this real number you have then the option to apply this scan badge to the count badge by clicking on apply and we will then find the count batch.
7:30
Let's say we use this one, we click on OK, and then it has now been applied.
7:36
So if you take a look at the count batch, so it's fine, and this one.
7:46
So this is the item.
7:48
So as you can see, the count right now, it showed three, because we have three, this one right here.
7:54
So this is the new one that we have added, and it shows right here ScanBatch, ScanBatch number four.
8:04
So let's say for example, you do have a, let's say for example, you do have a data collector.
8:16
So what we'll be doing is we will create a new ScanBatch.
8:22
So let's just close that one and create a new ScanBatch.
8:27
because earlier what we have selected was direct scan. So right now we will select data collector.
8:35
So to build.
8:36
So if you do have a data collector and you have already done collecting the part numbers or like the items, you're done counting.
8:45
So the next step would be is to import the file from your data collector. So you click on scan or import file. What I have is just a manual thing.
8:57
So we have here, okay, so this one, it will show the serial number, the two serial numbers.
9:04
I only have like added one part as a sample.
9:08
So once you're done, once it has been imported, you can click on save.
9:13
And the same process, so it has been verified.
9:18
The same process with the other one we're in.
9:20
After you're done, you need to apply this to your account batch.
9:26
So we click on Apply and click on Recent to show the recent count batches this has been made.
9:35
So this is the one we need to apply to click on OK.
9:40
And the scan batch has been successfully applied to the selected count batch.
9:45
So once it has been applied, we can close the scan batch and you can check on the count batch.
9:54
So we access it again by clicking on find recent.
10:01
And then there it goes.
10:04
So as you can see, it shows that it has been verified and it has the scan badge number right here.
10:16
So you can see that it says documented no because this one right here is like a new one.
10:22
So it's not actually on your, on the system file because as you can see the quantity from system file is two and then you count is three.
10:32
So that means that you actually have a serialized or a serial or an item which is not on the system but you do actually have one.
10:42
So that's what it means by documented.
10:45
Yes, that means it's on the system.
10:47
No, that means that we have just added it like a new serial.
10:51
So once you're done right here, so you can save it and you can then process this Count patch. So all right, so that's done and this is the variance report.
11:07
So after physical inventory You need to make sure that you save the variance report because you can no longer see it once you close The count or once you close this physical account All right. So the next topic would be fixed out of stock errors for serialized items.
11:29
So there are some instances wherein you found out that your serial number has out of stock status.
11:38
So serial numbers having that out of stock could be manually deleted or it could be like a glitch.
11:45
So let's say for example, you receive the serialized item through a PO, but when you check on the item inventory, you can't find it.
11:54
So you can go to the serial numbers tab, click on show sold or on hold and see if you could find the serial numbers showing out of stock.
12:06
So let's go back right here.
12:10
So I have an example right here.
12:13
And so you'll know what happens.
12:19
Like let's say, for example, so we go to the serial numbers tab.
12:28
So we click on show, sold and hold.
12:30
So we have out of stock serial.
12:35
So you can actually, once you have an out of stock serial number, you can click on that serial number and click on serial history.
12:44
so you will know what happened.
12:46
So for this particular serial number, it has been showing as out of stock because it was manually deleted or like manually removed as you can see as it showed user adjustment.
12:58
But there are some instances where in when you select the serial number with an out of stock status, you click on serial history, what you can see in here is the PO where you receive it and then there are no other transactions.
13:13
So that means that there is a possibility that there was a disconnect between the PO and the inventory.
13:21
And that's the reason why it shows that it's stock and it's a glitch in the system.
13:27
So to fix that, what we actually need to do is you go to the cost stock levels.
13:33
So let me just copy the serial number.
13:36
So you go to the cost stock levels and then you can manually type in the serial number and then it will be added automatically.
13:47
And let's say, for example, the serial number is attached to PLAQ, you receive it through a PO.
13:52
So once you have added it under the cost stack level, it will then automatically be attached to that PO.
13:58
But this one, this was manually added, so it doesn't have a PO.
14:04
So, all right, so that's how you fix those out of stock status of serial numbers.
14:13
So that should be the end for my presentation.
14:17
So before we proceed with the question and answer, I would just like to inform you guys that we have resources available, which includes the Help Center.
14:29
So, the help center, you can find all available resources which are listed there at winwardsoftware.com slash help.
14:38
We also have a customer care portal we're in.
14:42
You can search our knowledge base and you can submit and track support tickets, which you can access it at support.winwardsoftware.com.
14:53
So, we also have a Winward Learning Academy where you can use to spin up new employees and you can find lesson-based topics and you can access it through the website address academy.winwardoncloud.com.
15:08
We also have WinWord Professional Services and you can get guidance from one of our professional services specialists.
15:18
Like let's say you wanted to start an inventory efficiencies plan, so you can access winwardsoftware.com professional dash services or you can contact your account manager for a code or call 1-800-663-5750.
15:36
We also have an emergency support so the emergency support includes the following entire system down, unable to take payment, cannot log into system 5 or recovering from a power outage.
15:51
So you You can access the support or you can create a ticket under winwordsoftware.com slash emergency.
15:59
So as what Jennifer said, you guys can also access the webinar archives.
16:05
So you can sign up for future webinars from there and you can also view previously recorded events and you can access it under winwordsoftware.com slash webinars.
16:17
so if you have questions.
16:23
That's great thanks so much Annabel we do have a question just remember if you have questions you can put them into the question box so we can go over them now.
16:31
Our first question is from Deborah she wanted to know if you have an inventory item that has been added to a serialized item can you take it out of being a serialized item?
16:44
Like if it was created as a serialized item like is that like it was done by mistake like it's the first time that was added as a serialized item or was there a history of it like it does it have transactions because if if it doesn't have any transaction yet like let's say for example you just created it and you mistakenly select serial numbers and you have the option to uncheck or you have option to make it as a non-serialized but let's say for example it was a serialized item and then there are transactions before it's not advisable to you can't actually change it to a non-serialized item because it could actually cause an issue with your previous transaction so if you if you it to a non-serialized your previous transactions though will show that it has like a serial number it also it is also the same vice versa like let's say a non-serialized item and you wanted it to switch to serialized item so it's not advisable because it will show like serials required on your previous transaction so if it's done by mistake and there are other there already transaction.
18:07
So what we can suggest is you can mark it as deleted and then you can create a new item. All right does that answer your question?
18:25
Yep Deborah said okay thank you. The next question I've got here from Alex.
18:30
Since my last batch count I had taken some serial serialized items and converted them from new to demo.
18:37
Now when doing batch counts both part numbers are up and the serial number is under both as such I can't verify either as each claims duplicate serial number how can I fix this um both have the same serial numbers like yes uh do you allow duplicate serial numbers I mean like are like valid because um i mean which one is correct though uh alex said no he doesn't allow duplicate serial numbers okay so you have uh is that like do you have two parts and then um and uh those two parts when you create the batch it showed the same serial is that is that right okay um let's see but when you take a look at the inventory item itself like when you go to the edit item does it show that serial number for both parts because if you do not allow duplicate serial number it shouldn't be showing on both parts though he added same serial number under two different part Okay, so which one is valid though? Which part should have that serial number?
20:25
Because you could actually delete that serial number from the other part or do you allow that duplicate?
20:33
Alex added, under edit item, the serial number only appears under the demo item that it was converted to.
20:45
converted to, let me see, and right from you to demo.
21:00
We've got some feedback from other viewers as well.
21:05
Deborah said she had the same issue as Alex and it was due to invoice posting.
21:10
She said to ask Alex if it is highlighted in green, that will be the same issue I had.
21:15
And then another commenter said that they have the issue as well, their location.
21:20
So maybe this could be something that we need to check in more detail afterwards.
21:27
Yeah, because we need to further investigate on what happened.
21:33
Okay, no problem.
21:34
So I've got your contact information here, Alex, and Kongden's as well.
21:39
So we'll reach out to you guys and take a look at this further.
21:46
The next question.
21:48
We do scan batch with data collector and ours does not verify the serial number and we have to go into each and check them. Is there a way to change this?
22:01
Okay, so all right. I think it needs to be. So you're using a data collector. It doesn't verify. I mean, what happened though?
22:09
Like it it doesn't include your serial number or.
22:16
Yeah, I think that's what she is explaining.
22:23
Well, I think we actually need to have it checked because if you're using a data collector, I think we have it, we need to have it checked by our technical team.
22:31
Why doesn't include the serial number when they do when you use a data collector?
22:39
So they added the serial numbers there, but they have to verify.
22:44
So maybe it's not always correct or entered properly.
22:55
Okay, where do you click on verify like is that from the scan batch itself or like is that when you when you when you use your data collector one moment oh she didn't understand the question can you repeat that Annabel okay so because you did mention that you still need to verify it right so I mean already need to verify it like is that when you use the data collector is it when is it from the scan batch itself, like where did you?
23:41
Oh, okay.
23:44
Okay, so, all right, so you have the serial number from the scan batch, but when you apply it, you still need to manually verify, is that right?
23:55
Okay, all right, it seems that we need to further check on that though, because supposedly if the serial number is on the scan batch and when you apply it, it should be automatically verified because that's the purpose of the scan batch.
24:12
When you apply, you don't need to like go to and manually verify it.
24:16
So yeah, I think we need to further check on that. So okay, no problem.
24:21
So we've got a couple support tickets that will open up for you guys and have technicians reach out to assist further.
24:27
Is there any other questions before we finish up for the presentation? We've got a couple of minutes left.
24:34
While we're Our next webinar is Thursday, February 10th, and we'll be reviewing payroll tax updates and the T4 and W2 forms.
24:44
So that will be a good one, especially with the new tax tables.
24:48
If you're using a winward software for payroll, make sure you've gotten your tax table updates.
24:54
And is there any other questions?
24:56
No, I guess then that's what we'll do.
24:58
We'll finish up for today.
24:59
if you think of anything please give us an email or open a ticket with support and we can help you out.
25:06
And we will see you in two weeks Annabel thank you for today's presentation I really appreciate it. No problem. All right have a great day everyone. All right have a great day everyone.
25:17
Bye.
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