Epicor: Physical Inventory Procedures

How to Print Count Sheets and Update Physical Inventory Counts on the Epicor Eagle System

 Steps:

1. Lock-In to Correct Store

2. Load the Items to Count

2-A. Check Committed Quantity of Items to Count

2-B. Check Quantities on Order of Items to Count

2-C. Confirm No-Stock Items Have Zero Quantity

3. Print Out Physical Inventory Count Sheets

4-A. Manually Account for Unclosed Orders
4-B. Enter Physical Inventory Sheet Counts

5. Check Entry Work

6. Update the Counts

Preliminary Advisory:The ONLY way to get an accurate reflection of actual on hand counts is to:
1. Make sure all materials are grouped together in the yard - Not strewn around in multiple locations
2.Confirm there are NO invoices for material that has yet to be picked up from the yard stock
3. Materials that have been taken from Stock have been Invoiced - and are not on an open order
4. Materials that have been returned into Stock have been Credited on an Invoice - not an open order
5. All Purchase Orders and credit POs have been been closed / received / finalized
6. And Receiving Documents without an accompanying Invoice from the Supplier have been researched to confirm they are not duplicate receipts. If they are, the must be zeroed-out through MRV.

Step #1: Lock-In to Correct Store 
A. In Network Access: Main Menu - Function: MTR <Enter>. <Enter> to Store #, type the store physical is being done in, hit Change <F5>

B. In Eagle Browser: Task Bar - Click Store Icon (Or <Ctrl> + S) Click the Drop-Down Menu, select the store physical is being done in, Click [OK]

Step #2: Load Items to Count
A. Print-Out a Class Checklist. In Network Access: Main Menu - Function: RCL <Enter>. Send to Printer 1 (or any printer in your vicinity) using the Following Options:

• Printer - (P): 01
• Report Format: N

Note: The resulting report will appear as seen below:

B. Enter Selected Items to Count From Class Checklist into the Physical Inventory Count File. In Network Access: Main Menu - Function: RPI <Enter>. Spool to Printer 1 (or any printer in your vicinity) using the Following Options:

• Printer - (S): 01
• Load Options: L
  From: / To:
• Dept * Class: __  ***    __  ***Where the 3-Letter Class Code from RCL is entered on the 2nd & 4th Column

Step #2A: Check Committed Quantities of Items to Count
In Eagle Browser: To identify negative committed quantities.  
If a negative committed quantity (in red) exists, it likely means material was returned into inventory and left on a POS Save Order. The person counting the chosen class of items must confirm any and all items on open POS orders are either (1) Back in Stock, and (incorrectly) left on an Open Order., or, (2) A pending order that has not been processed / returned yet.  

If a positive committed quantity exists, it likely means material was removed from inventory and left on a POS Save Order. The person counting the chosen class of items must confirm any and all items on open POS orders are either (1) Taken out of Stock, and (incorrectly) left on an Open Order, or, (2) A pending order that has not been processed / received yet.

1) Do the following steps to locate & identify 'negative committed' inventory on open orders:    

• Launch: PIP (<Enter>)
• In PIP Function, Hit <Enter> to Load Viewer, In a few seconds, Hit <Enter> again to select Yes if/when the "Continue?" 'More than 200 Records have loaded...' Pop-Up Window displays
• After Grid completely loads, Double Click the Committed Qty column heading to sort the inventory records from lowest (to highest) Committed Quantity field values.
• If there are any Non-0 committed quantity values at the top of the grid, they will be negative numbers in a red colored font. 
• At top Menu Bar, click File, then click Print Screen

  2) Do the following steps to locate & identify 'negative committed' inventory on open orders:    

• Still in PIP Function, Double Click the Committed Qty column heading (again) to sort the inventory records from highest (to lowest) Committed Quantity field values.
• If there are any Non-0 committed quantity values at the top of the grid, they will be positive numbers. 
• At top Menu Bar, click File, then click Print Screen

3) If applicable, take the two (or one) Print Screen reports off the printer, and generate Open Order print-outs from function IMU.

• At Windows taskbar, Click the Inventory Maintenance tab (that automatically opened upon launching PIP)
• In IMU function, type in SKU and click <Enter>
• Click the Committed Quantity hyperlink, which opens the "Committed Quantity for SKU" pop-up window (Image IMU-1 below)
• Click the [View Doc] tab at center right, which opens the "POS - Viewer Open Document Detail" pop-up window (Image IMU-2 below)
• At Menu Bar, click File, then click Print Screen
• Give any and all Print Screen reports to the counter to designate whether (A) Activity on the open order has already occurred, or, (B) The open order is legitimate, and has not been processed yet.

 Note: For any and all items in which activity has already occurred, the committed quantity value(s) must be:

• Manually subtracted to the physical count for negative committed values (for all open order quantities in which activity had previously occurred)
• Manually added to the physical count for positive committed values (for all open order quantities in which activity had previously occurred)

Step #2B: Check Quantities on Order of Items to Count

Do the following steps to locate & identify 'unreceived quantities' on open purchase orders:    

• Still in PIP Function, Double Click the Qty on Order column heading to sort the inventory records from lowest (to highest) Quantity on Order field values.
  Note: If there are any negative quantity values at the top of the grid, the Credit PO will be need to be received (before count sheets are printed) if the merchandise was previously returned to the vendor
• Still in PIP Function, Double Click the Qty on Order column heading (again) to sort the inventory records from highest (to lowest) Quantity on Order field values.
  Note: If there are any positive quantity values at the top of the grid, the PO will be need to be received (before count sheets are printed) if the merchandise was previously received from the vendor

Step #2C: Non-Stock Items With Non-Zero Quantity to Count

Do the following steps to locate & identify 'Non-Stocked' material quantities' with Location Codes designating them as special order or direct shipment.

• Still in PIP Function, Double Click the Loc. column heading to sort the inventory records from lowest (to highest) Location Code field values.
  Note: Non-Stock Items have a Location Code field value of (Not). Direct Ship Items (and occasionally some face brick sold by the cube only) have a Location Code field value of (Dot).
• Right-click the Loc. column heading and select "Filter on Loc.." At Filter on Loc. pop-up window, scroll down toward bottom left and select "Ends With", then type ot) ( letter o + t [in lower case] + [left parenthesis] in the Value box on the right. Click the [Apply Filter] tab. (See Image #1 below)
• Right-click the Beg Qty. column heading and select "Filter on Beg. Qty..." At Filter on Beg. Qty. pop-up window, select "Is Not Equal To", then type 0 [zero] in the Value box on the right. Click the [Apply Filter] tab. (See Image #1 below)
•  If there are any Items with a non-0 Beginning Quantity and a Loc. designating the item as non-stock / direct, at top Menu Bar, click File, then click Print Screen
  Note: That Print Screen (if applicable) will be a handful of items taking up less than one page. It will be given to the person counting as a supplementary count sheet for the Report printed out in Step #3 below.
  

Step #3: Print-Out Count Sheets

Do the following steps to print out Physical Inventory Count Sheets. In Network Access, still in Function: RPI. Print to Printer 1 (or any printer in your vicinity) using the Following Options:

• Printer - (P): 01
• Load Options: B
• Count Sheet Optns: SQM3
  From: / To:
• Dept * Class: __  ***    __  ***Where the 3-Letter Class Code from RCL is entered on the 2nd & 4th Column
•  Fineline * Location:  _____ *0000   _____ ZZZZZWhere asterisk zero, zero, zero, zero is entered in the 2nd column and upper case ZZZZZ in in the 4th column

Note: Our Location Codes are designated as "stocked" irregardless of which store or stores stock that specific product and remain as stock items for most special ordered items with recent activity (even if not in stock at present).

Step #4A: Manually Account/Adjust Unclosed Orders
From Steps #2A & #2B above, if there are unclosed orders that were not finalized - but should have been - make a manual note of their inventory values on the count sheets. In ideal situations, none of those two types of instances should be an issue. Do the following steps to prior to entering Physical Inventory Counts in PIP as documented in Step #4B below:

• Step #2A Committed Quantities: Manually ADD the quantity of any and all items on open POS orders that did go out and should have been invoiced prior to the count  
• Step #2B Quantities on Order: Manually SUBTRACT the quantity of any and all items on open Purchase Orders that did come in and should have been received prior to the count

Note: Epicor assumes any activity on an item that has been entered into the Physical Inventory Sub-System had  occurred after the item was counted. 

Step #4B: Enter (Type In) Physical Sheets

• Back in Eagle for Windows Function PIP, right click any of the lavender column headings, and select "Clear All Filters"
• Hit the + key on the far right side of the keyboard (or click the Refresh icon on the task bar).
•  Hit <Enter> again to select Yes if/when the "Continue?" 'More than 200 Records have loaded...' Pop-Up Window displays and allow the grid to finish loading.
• Double-click at SKU column heading, to sort items in SKU # order, from lowest to highest.
• Four columns to the right, double-click the Loc. column heading, to sort the SKUs in location code order.
  Note: Items are double sorted, first by Location code, then by SKU number (lowest to highest).
  Manually add the Committed quantity for any items on non-pending open orders with activity (or subtract said Committed quantity for any items with a negative number on non-pending open orders with activity)
• Scroll down to any of the Items (with a parenthetical location and a non-0 Beginning Quantity) from the supplemental Print Screen report discussed in Step #2C (if applicable) and enter their physical counts in the Counted Qty 1 column.
• After entering (any) counts from the supplemental report, scroll down to the first item with a non-parenthetical location code.
• Click the Counted Qty 1 column, type in the quantity counted off the RPI report (from Step #3 above)
• Use the <Down Arrow> key to navigate to subsequent rows (And use the <Up Arrow> to navigate up to preceding rows to correct typos)
• After entering all counts from the Supplemental print screen and RPI report, hit <F5> (or click the Change icon on the task bar)
  Note: Items with a count of 0 (zero/none) do not need to have a counted quantity entered for them due to the fact we use the option top designate the count as zero in the update process explained in Step #6 below.

Step #5: Check Entry Work Prior to Updating Counts

• In PIP, double-click the Variance column (to the right of the SKU column). That will sort the Variances from lowest to highest quantity discrepancy.
  Negative Variance numbers will show as losses or shortages (missing inventory)
• If any any shortages fall out of the realm of logic, at top Menu Bar, click File, then click Print Screen, and hand back to the person who counted the items to review and/or recount.
   
• In PIP, double-click the Variance column again. That will sort the Variances from highest to lowest quantity discrepancy.
  Positive Variance numbers will show as gains or overages (found inventory)
• If any any overages fall out of the realm of logic, at top Menu Bar, click File, then click Print Screen, and (also) hand back to the person who counted the items to review and/or recount.

Step #6: Update Counts
Do the following steps to update / finalize Physical Inventory Counts. In Network Access, still in Function: RPI. Print to Printer 1 (or any printer in your vicinity) using the Following Options:

• Printer - (P): 01
• Load Options:  <blank>
• Count Sheet Optns: <blank>
• Reconcile Options: FSVJK
  From: / To:
• Dept * Class: __  ***    __  ***Where the 3-Letter Class Code from RCL counted is entered on the 2nd & 4th Column
•  Fineline * Location:  _____ <blank>   _____ <blank>Where the locations codes entered in Step #3 are erased (<Clear Field>) to enable updating / finalizing all items from that class in the count file.

Step #7: Update Counts
When that class is complete, return to Step #2 and repeat the whole fucking process all over again for the next group of items on the Class Report. Now wasn't that about as fun as chewing tin foil while driving a spike into your taint.