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Table of Contents
22 Physical Inventory
22.1 Physical Inventory Setup
22.1.1 Physical Inventory Journal Templates
22.1.2 Templates - Performing Setup
22.1.3 Template Attributes
22.1.4 Stock-Take Configuration
22.2 Stock-Take worksheet
22.2.1 Entering inventory count:
22.2.2 Transfer worksheet to Item Journal
22.3 Finishing the inventory
22.4 Stock-take by Dimension



Physical Inventory


The stock-take module is built using 4 basic entities:


Entity

Description

Stock-Take Worksheet Line

This is the lowest level, containing barcodes, and quantities. This data can be entered manually or by importing a file.

Stock-Take Worksheet

The worksheet lines are organized in worksheets. A worksheet provides aid in organizing the stock-take. Worksheets can represent either areas within a NAV location code (such as a wall, or rows of shelves) or groups of products (from a specific vendor, or within a special category).

A stock-take must have at least one worksheet.

Stock-Take Configuration

The stock-take configurations sets all rules that apply for this particular stock-take. Rules include inventory calculation date, NAV location code and settings for handling different scenarios and preferences. These rules controls all worksheets with the configuration.

A configuration will inherit settings from the default stock-take template when created. A configuration may also use a specific template.
All settings can be modified on the configuration itself.

Stock-Take Template

Stock-take templates define setup that can be reused from year to year. A Stock-take configuration inherits its settings from a template.


The main GUI for performing stock take and its components:


Physical Inventory Setup


Before performing a stock-take, the stock-take worksheet needs to be created. A worksheet has a configuration defining how the stock-take should be undertaken and how certain scenarios will be handled. These configurations are kept and maintained in templates that can be reused for different stock-takes.
A new worksheet requires a configuration, but there is no need to create templates, it is, however, convenient to get basic settings from them.


Physical Inventory Journal Templates


In Navision, we use Inventory Journal to post the adjustments, hence we will first need to create the Journal Template and batch for the adjustment on item.
Go to Departments>Administration>Application Setup>Warehouse>Inventory>Item Journal Templates

Then create the batch "DEFAULT" from Navigate, select "Create batches"…


Templates - Performing Setup


The templates for Stock-Take are found in the Retail department, under Item & Prices and Stock Take. A stock-take template is used for configuring a generic stock-takes.

A quick way to setup templates is to use the Create Default Templates action. Some useful and different templates are created automatically:



Template Attributes


The purpose of the template is remember settings between stock-takes over the years.
A template possess the following attributes:



Field


Purpose


General Tab


The general settings are defined on this tab.



Code


Template Identifier



Description


Template description



Adjustment Method


This option controls the fundamentals of inventory adjustment.There are 3 option value:

  • Stock-Take:A regular stock take should always use this option. The counted items are record in a special Physical Inventory Ledger. The counted quantity is the stock level.
  • Adjustment:For reasons beyond the scope of this document, the Physical Inventory Transaction cannot be the first transaction for an item. Items need either to be "Positive Adjusted" or "Purchased" to enter inventory. Using this options it is possible to use the Stock-Work sheet to load the inventory with items using the adjustment method. The counted quantity is the stock level.
  • Purchase (Adjmt.)For reasons beyond the scope of this document, the Physical Inventory Transaction cannot be the first transaction for an item. Items need either to be "Positive Adjusted" or "Purchased" to enter inventory. Using this options it is possible to use the Stock-Work sheet to load the inventory with items using the purchase method. The counted quantity is RELATIVE to current stock level.



Stock Take Method


This options governs the main method of stock take:

  • By Area:When counting is performed by area, the same product may be reported in different worksheets for same stock- take. The total quantity counted among all worksheets within the stock-take will be as the physical inventory count.
  • By Product: When this method is used, the responsibility is arranged to count all of a specific product, regardless of where it is located within the shop location code.
  • By Dimension:This option is similar to the By Product, but extends it with the standard dimension codes. Counting is arranged by dimension codes and worksheets.



Counting Method


The count method governs the scope of the count:

  • Complete (Non-Zero):The Physical Inventory will include all items with a non-zero stock level. Deviations for not counting specific items are controlled in the transfer section.
  • Complete:The Physical Inventory should include every non-blocked item that have had inventory at some point in time. Deviations for not counting specific items are controlled in the transfer section.
  • Partial:This method support ad-hoc counting



Suggested Unit Cost Source


This option controls the suggested unit cost for items. The options may be used when the item costing method is FIFO, LIFO, Average or Specific. It will apply to those items that are inventoried up during stock-take.

The options are:

  • Unit Cost
  • Last Direct Cost
  • Standard Cost



Transfer Action


This option dictates the actions when transferring counts from the stock-take worksheet to the item inventory journal.

The options are:

  • Transfer:This will require the user to go to the item journal and post the journal manually.
  • Transfer and Post.Same as above, but the journal will also be automatically posted.
  • Same as above, but the journal will also be automatically posted and printed.



Aggregation Level


With this option it is possible to control how data imported to the worksheet will be compressed.

The options are:

  • Scanned Number
  • Session Name
  • Native
  • Consecutive



Session Based Loading


This options dictates how the user can work with worksheet. Different worksheets can be used to separate work among different people / areas or products.

The options are:

  • Append
  • Append Until Transferred
  • Append Is Not Allowed



Session Based Transfer


With this option, possible to control the amount require to be transferred to the item journal.
The options are:

  • All Worksheets:When transfer begins, all worksheets must have status, "Ready To Transfer" and all worksheet lines must be status "Ready". After transfer, all lines must have status "Transferred".
  • Single Worksheet:Same as above but applies to the current worksheet only.
  • Selected Lines:With this option, greater manual control can be exercised on the worksheet lines. When transferring, only the current worksheet is affected. Individual lines may be "Ignored" or have status "Transferred" and will thus be skipped. This can be



Data Release


With this option the user can control when the stock take lines are removed from the worksheet.

The options are:

  • Manualthe worksheet must be cleared manually. There is no requirement to actually clear a worksheet after it has been transferred to the inventory journal.
  • Per Transfer:Those lines that were successfully transferred to item inventory journal will be deleted. All future work must be conducted from the inventory journal. This options should only be used in conjunction with a "Transfer Action" which involves posting.
  • Final Transfer:same as above but requires all lines to have status "Transferred" after transferring.



Default Profile


When creating a new Stock-Take configuration, it will inherit all default settings from the first profile marked the default profile.



Allow User Modification


This settings controls what the user may change in the transfer dialog when creating the inventory journal.



Allow Unit Cost Change


This settings controls whether the user can change the value of the item unit cost in the stock take worksheet. The proposed value (regardless of how it is calculated) will be transferred to the item inventory journal when the item costing method differs from standard.


Scope Tab


The scope sections defines those items that should be included in the stock-take. An annual stock take might not specify any other value then the "Location Code" on the template and configuration level.

On the worksheet level it might be practical to divide the work in item categories or areas or in some other way to have an organized and efficient stock-take.



Location Code


This is a required setting and applies when there are multiple locations defined in NAV. One inventory journal (with multiple worksheets) can only apply to one location code.



Item Group Filter


This filter narrows the scope a little further. Filter strings (such as "1*

2*" can be used to select the active item groups).
For an annual stock take, this will like be blank or filter specifying the active items.

This filter can also be specified on the worksheet level, in which case there will be an "AND" between the filters (items matching both filters will be included as in-scope). This is very useful when diving work / worksheets between people and items.



Vendor Code Filter


The Vendor Code Filter can be used to select a vendor.
For an annual stock take, this will most like be blank or filter specifying the active items.

This filter can also be specified on the worksheet level, in which case there will be an "AND" between the filters (items matching both filters will be included as in-scope). This is very useful when diving work / worksheets between people and items.



<Global Dim 1>


Using the dimension filter requires items to have this specific dimension code and value, to be defined as in-scope.

This field is hidden.



<Global Dim 2>


Using the dimension filter requires items to have this specific dimension code and value, to be defined as in-scope.

This field is hidden.


Transfer


On this tab, the settings for controlling the transfer to the item journal are specified.



Item Journal Template Name


Target Item Journal Template (required)



Item Journal Batch Name


Target Item Journal Batch Name (required)



Item Journal Batch Usage


This option controls how the journal batches are used. Since a batch must be empty when initiating a transfer, there might be a queue situation when having multiple worksheets wanting to transfer at the same time.

The options are:

  • Use Directly:The template/batch (as specified in the above fields) are used verbatim. When working with multiple worksheets and individual transfers, the results must be posted before the next worksheet is transferred.
  • As Template:With this option, a new item journal batch is created with the same name as the worksheet, with the same parameters as the named item journal batch. This options allows multiple worksheets to post journal in parallel.



Items Out-of-Scope


This option controls how items that out-of-scope (items not supposed to be counted) should be handled. When work is split on multiple worksheets (and people), it is imperative that items are not counted multiple times

The options are:

  • Error:When selecting this options, items not within the combined filters of the whole stock take, and the current worksheet's filters will generate a fatal error during transfer to the item journal.
  • Ignore:When selecting this options, items not within the combined filters of the whole stock take, and the current worksheet's filters will be marked as ignored during transfer to the item journal and will be skipped. (Note: with the "Session Based Transfer" option set to All or single worksheet, skipped items are not allowed, and will cause fatal error for that reason).
  • Accept Count:With this option, the counted items are accepted as if they would be in scope. Note: default dimension values from the stock take configuration will be applied to this physical inventory line.



Items in Scope Not Counted


This options controls the behavior for items that are NOT counted but should have been (according to the scope filter)

The options are:

  • Error:Unless all items matching the scope filters have entered onto the worksheet, a fatal error will occur during transfer.
  • Ignore:Nothings happens when items are not counted. There will be no record of a these items in the posted journal.
  • Accept Current:The current stock level will be accepted (and recorded) as a valid stock-take.
  • Adjust of NegativePhysical inventory can't be negative. When items not counted, have a negative inventory level, these will be changed and set to zero automatically.
  • Adjust Set ZeroAll items NOT counted that are in scope, will have the stock level set to zero when the stock level is not zero.



Suppress Not Counted


The automatic adjustments are record on the item description in the Physical Inventory Ledger. The item descriptions are prefixed with:- (not counted)- (adj. negative)- (adj. set zero)

Setting this option to true, will suppress the prefix on the physical inventory ledger.



Barcode Not Accepted


Lines in the worksheet that have invalid barcodes that does not translate to an item, can be automatically ignored or generate an error and force manual intervention.

The barcode value is translated via 3 different table in the following order:

  1. Item Number
  2. Item Cross Reference
  3. Alternative No.


    The options are:
  • ErrorWith this option, the user needs to remove or correct lines with invalid barcodes that do not translate to item.
  • Ignore:With this option, the line status will be set to Ignore for lines that have an invalid barcode value.(Note: with the "Session Based Transfer" option set to All or single worksheet, skipped items are not allowed, and will cause fatal error for that reason).



Blocked Item


Lines in the worksheet that contain items that are blocked can't be handled in physical inventory.

The options are:

  • ErrorWith this option, the user needs to remove or correct lines with blocked items.
  • Ignore:With this option, the line status will be set to Ignore for lines that have an item that is blocked.(Note: with the "Session Based Transfer" option set to All or single worksheet, skipped items are not allowed, and will cause fatal error for that reason).





Stock-Take Configuration


Each stock-take requires a specific configuration to describe this particular stock take. All the settings from the template is available.
After a template has been created, a stock-take configuration may be created using the selected template:


Fill in the Code, Description, Location Code (optional), Stock-Take Calculation Date. Then fill in Stock-Take Template Code to get all settings from the template. *NOTE{*}, templates also include the Location Code, and it might be altered when selecting a template.

A stock-take configuration possess the same attributes as a templates with following additions:


Field

Purpose

Stock-Take Template Code

The template code used for basics setup.

Stock-take Calc. Date

The date for which inventory should be calculated. The current stock count will be bases on this date.




Stock-Take worksheet


When creating the worksheets for the configuration, you need to navigate from the selected configuration.


  1. Look up the available worksheets to this configuration
  2. Create a new worksheet. Worksheets represent logical blocks of work during the stock-take.
  3. Press OK



Entering inventory count:


When working with the worksheet it is important to understand the how the worksheets will interact and how the counted numbers will be applied. In the top right corner of the worksheet vital information is shown.

The explanation for these fields can be found in the configuration for this stock-take.
Inventory count can be entered either manually or by importing a scanner file or a manually created file.


Manual entry:




  1. The barcode field is an all-purpose field and accepts, item numbers, item cross reference barcode numbers or numbers defined in the alternative no table. Barcode field will be bold when translation fails or item is blocked on the item card.
  2. Item Translation Source Description field will tell you which table that provide the translation to item no. / variant code.
  3. Blocked is flowfield to item, showing item blocked status.
  4. Qty (Counted) should include the number of items counted.
  5. Qty (Total Counted) is the sum of all equal item no. / variant codes within the stock take configuration.


Scanner File entry:


The same process undertaken in manual entry, occurs when loading a stock-take file from the scanner.

3 types of imports are available


  1. Import from File
    1. Imports to the current worksheet
    2. Follows NPR standard inventory file format, separator is the pipe character "|"
      1. Shelf
      2. Barcode
      3. Quantity
      4. Date <not used>
      5. <not used>
      6. <not used>
  2. Import from Scanner
    1. Conforms to scanner setup
  3. Import Worksheet & Lines
    1. Similar to import 1, but will also create the worksheet, if required
    2. Format is CSV
      1. Configuration Code
      2. Worksheet code
      3. Barcode
      4. Quantity


Entries may be aggregated (see details on the "Aggregation Level" setting)
The entry order will be the same as scanning order and aggregation will keep order according to first occurrence.

2 lines have bold entries because there are issues with them. Depending on settings these lines could generate errors in the next step. The user needs to understand what to do in order to correct the problem. (The first line has an invalid barcode, the second is an item that is blocked.)


Transfer worksheet to Item Journal


When the worksheet has been completed and corrected. It must be transferred and posted. When the user thinks the worksheet is, the status should be changed to "Ready to Transfer"

And then select:


At this point several actions will occur.


  1. Validation of stock take rules as defined in the configuration.
  2. Depending on adjustment method a target journal will be created and filled.
    1. Stock-Take: The standard inventory journal, based on the filters specified in the scope for this worksheet will be calculated.
    2. Adjustment / Purchase: The standard item journal will filled in accordance with configuration.
  3. The stock-take in the in worksheet will be applies
    1. Dimension codes will be applied
  4. In scope and out-of-scope items will be handled
  5. The Transfer Action will be applied.
  6. The data release of the worksheet will be applied.



Any error during this process will result in a complete roll-back, and everything should be undone.
When completed, a message with the created item journal is displayed (on when the Transfer Action is Transfer).


Finishing the inventory


When "Transfer Action" is set to transfer only, the user must manually post the inventory journal. It has only been transferred to the journal:


In this example we did not count all items and according to our configuration:


  1. Accept the current stock level for those items not counted
    1. "Suppress not counted" is false, thus is the description modified
  2. Adjust negative stock values to zero
    1. "Suppress not counted" is false, thus is the description modified
  3. Adjust those items we did count
  4. Barcode Not accepted and blocked items are set to error, which required those items to be removed from worksheet.


To complete the inventory, it must be posted.

The standard test report should be used to document the deviations and corresponding value:

Going back to the stock-take worksheet, line and worksheet status has been updated:


Stock-take by Dimension


A few words on doing stock-take by dimension.
Filtering items per dimension fields have been hidden, and are available on request.
The global dimension codes on the worksheet acts as filters to the item table, and will narrow the scope, to include only items with those dimension code values as in-scope items. The user can then manually specify other dimension codes and values for each line in the worksheet that will be used during posting.
In order to make this a little more convenient, the configuration can define both dimension values for filtering and dimension values for posting. Those dimension code values on the form itself (on the "Scope" tab) are inherited to the worksheet dimension filters. The dimension codes specified on the configuration lines however, are applied to the item on the worksheet lines. The dimension specified on the worksheet line with be carried over to the item inventory journal.
If the dimension setup allows it, this makes it possible to capture the cost of quantity adjustments on other dimension code value than are defined on the actual item.
Inventory however, can't be split on dimension codes values, using this module.