Conduct Monthly Physical Inventory
- The General Manager will get a notification (bell icon) that an inventory count is due for a particular location. The GM can perform the inventory count by going to the "Physical Inventory" Screen.
- Access to the Inventory Count Summary Screen is limited access
- The system will prompt you to count the products based on what it assumes is there in the inventory. Additional products can be added to the inventory
Hover over ERP on the navigation menu. Select Inventory. Select Physical Inventory in the expanded list.
The Physical Inventory screen will display
The following fields can be found on the Physical Inventory screen:
Account Name --name of the account. If you have access to more than one account, the different accounts will display.
Due Date -- the date that a Physical Inventory form is due.
Posted Date -- the date that a Physical Inventory form posted.
Net Change($) -- following the posted date, the net change month over month
Inventory ($) -- following the completion of the inventory form, the value of the inventory
Status -- the status of the Physical Inventory Form (Not Started, In Progress, Posted)
Submitted By -- name of person that completed the task
Click on the "pencil" to edit a form. Note: You cannot edit a form that has already been locked by Accounting. The following screen will display.
The Physical Inventory form will display. The form can be displayed by Category, filtered, sorted ascending or descending.
The Load from Previous button allows you to copy the inventory you have counted you're your previous posted month to your current month counting screens
You can sort the form and then click Export to PDF or Export to Excel or you can Export to PDF or Export to Excel the whole form i.e. you can Export to PDF a Count Sheet for just Bakery products.
Click the Export to PDF button to produce a Physical Inventory Count Sheet in PDF form that can be sent to leads to complete by hand in each of the schools.
- Once you receive the completed Count Sheets from your leads at the different locations, click on edit icon to complete the form as a compilation of inventory from all schools.
Conduct Physical Inventory (continued)
Tab to move from one field to the other. To tab backwards, hit shift and tab.
The Load from Previous button allows you to copy the inventory you have counted from your previous posted month to your current month counting screen.
You can change the value for the count which got loaded from the previous month as well as enter count for any other item in the screen. You also can zero it out.
If you have pressed this button by mistake, you can click on the reset button on the bottom of the count screen, which will clear it. Please be aware that this button will zero out all the entries in the screen.
If you have started entering your count manually and then press the 'Load from previous', the data you entered will reset and only the count form the previous month will be loaded on the screen.
If an item was counted on your last inventory count but was not able to be carried over to your new count, it will appear with a red mark in front of the item code. You will need to enter the count again for that item if that item is there in your current inventory.
Enter the number in the Unit Quantity field.
For example: If you have 1 case of David's Chocolate Chip Cookies and 4 individual packs, enter 1 CS and 4 EA
The Unit Total Quantity will update with the quantity that has been entered in the columns. In the previous example, 1 case and 4 individual packs of David's Chocolate Chip Cookies equates to 1.02 Cases.
After you have finished entering the counts, click Save.
Review for any changes.
Click Next.
Click the Export to PDF button or the Export to Excel button to produce an Inventory Extended form.
To go back to the Summary click Back to Summary.
If you are finished and ready to submit to the Accounting Department, see next section of this User Guide.
End of Month Procedure
All inventory locations must be completed before posting.
You will not be able to adjust the inventory after posting.
There is an Export to Excel option as well as an Export to PDF option for this function
Scan and send the Inventory Extended form to the Accounting Department. When complete click the Post button.
If you see any product showing \$ zero dollars, please open a help desk ticket.
You will not be able to adjust the inventory after posting.
Conduct Weekly Physical Inventory
Use these steps to conduct a Weekly Physical Inventory as directed by the District Manager, VP or Kelly Friend:
Updating Inventory for Week 1
On Friday of week 1, locate the inventory count for your account for the current month by going to ERP > Inventory > Physical Inventory.
Click on the edit (pencil) button next to the inventory count for the current month.
Enter the counts for the items that you have on hand
Click the Save button to save the data that you entered.
Click the Next button to save and review the data that has been counted.
Please note: when doing weekly counts DO NOT click the Post button. That feature is only to submit the inventory at the end of the month.
Updating Inventory for Following Weeks
On Friday of the following week, locate the same inventory count as above
Update any items that changed since the prior week.
Save the changes by clicking Save or Next.
Please note: when doing weekly counts DO NOT click the Post button. That feature is only to submit the inventory at the end of the month.
Updating Inventory for Month End
Locate the same inventory count as above for the current month. Update the items that have changed since the last time you entered the inventory.
Click Save to save data.
Click Next to review the count.
Click Post to submit the data to accounting.
To view Past Weeks' Numbers
Conducting Weekly Physical Inventory will essentially overwrite inventory each week.
When viewing numbers from two weeks ago, the current inventory will still display.
You can keep old numbers for past weeks by exporting either the at the end of the week so you can refer back if they wish to.