New features added, version 7.5.3, 7.5.4, 8.4, 7.5.4R4, 8.4R4, 8.5.1
Program PHCP, Cycle Count Preparation, is used to select the inventory items to be included in an upcoming cycle count. Batches that have not had tags entered or have not been closed can be deleted in this program.
Zero balance locations should be purged with program IMLP, Purge Zero Quantity Locations, before creating a batch. Otherwise, the locations with zero balances for items will be included in the count.
The batch number and starting tag numbers to be used for the upcoming cycle are pre-set in the system. They can be queried and/or changed with program PHCD, Cycle Count Defaults.
Items can be selected for counting in a variety of ways in this program. You can combine methods, perhaps selecting items with small balances and ABC Class B. If you enter a stock area and/ or bin location range, items will not be counted if they are not located in the entered stock area and bin location range.
You can select all items in inventory.
You can select items according to the date that they were last counted.
You can select items with small balances. The program will look for occurrences of items with balances in a stock area that is lower than the entered number,
You can select items by ABC class.
You can select items by Location Group Code. Group codes are assigned to locations in program ILMM, Location Master Maintenance.
You can select items by product group.
You can select items by product code.
You can manually enter the items that you wish to be counted.
You can list bin locations based on activity in the bin within the last X days.
You can exclude locations whose date activity last is less than the last count date.
You can list only active items.
You can create an item list from a batch.
You can count items only in the specified stock area. If you enter a stock area, only items located in that stock area will be counted. Items will not be counted if they are not located in the entered stock area.
You can count items only in the specified stock area and range of bins for that stock area. If you enter a stock area and bin location, only items located in that stock area and bin location range will be counted. Items will not be counted if they are not located in the entered stock area and bin location range.
After the items are selected for the cycle count, they will be included on a worksheet or on tags.
Worksheets are printed with program PHPW, Cycle Count Worksheet.
Tags are printed with program PHPT, Inventory Tag Print.
Caution: Before starting the counting cycle, make sure that all transactions for the items have been updated and that no more material is moved until the actual count is complete and verified. Since the batch preparation creates a "snapshot" or "freezes" the inventory balance as of the cycle count preparation, the count variances will be calculated against that inventory balance. Normal system transactions can resume as soon as auditors are satisfied with the accuracy of the physical count.
1. Set the flags to on for the items that you wish to count.
Selection criteria can be set as follows:
From the Item Selection drop down list, select the All Items option. All items in inventory are selected for count. This is used for a complete physical inventory. To allow for found inventory, add extra worksheet lines and tags. If this is selected, all inventory will be selected regardless of other flags set to on for this count. This selection can be restricted only by the stock area and bin location ranges entered in the middle block.
From the Item Selection drop down list, select the Page 2 Items only option. Only the items that the user enters on page two of this program will be selected. If this is selected, only the inventory on the second page will be selected regardless of the other flags set to on for this count. This selection can be restricted only by the stock areas and bin locations ranges entered in the middle block.
From the Item Selection drop down list, select 'Items based on Selection Criteria'. If a batch is already created selecting this option will create a list of items on page 2 for editing and additions. This will also create the item list in the PICE program worksheet. Changes made on page 2 of this program will also make changes to the worksheet in program PICE. Once changes or counts are made in program PICE the user is no longer able to make changed to items on page 2 of PHCP.
From the Item Selection drop down list, select Items based on Search Criteria. Items will be selected based on the flags set in the selection criteria block.
Set any combination of the following flags to on.
Items Due Items that have not been counted in a specified length of time. Enter the desired count due date.
Small Balance Locations Items in stocking locations with balances below a specified number. Enter the quantity that represents the balance to be considered as a small balance (threshold balance).
ABC Class For items that have a specified ABC Classification, enter the ABC class. Only values A, B, C are accepted.
Include Default Location When set to on, items with default locations fitting criteria are included even if there are no item location records for that location and item. When set to off, only item locations with stock are included.
Location Group Code If you enter a group code in this field, only items in locations with the entered location group code will be counted, in those locations only.
Product Group If you enter a product group in this field, only items assigned this product group in program ICMM, Inventory Master Maintenance will be counted.
Product Code Items assigned to the product code entered here will be counted. The product group does not have to be entered for a product code to be entered. If a product group is entered, only product codes assigned to that product group in program IPMM, Product Group Matrix Maintenance, can be entered here.
Selecting multiple flags will reduce the number of items selected. For example, if you select according to small balance locations and ABC class, only items that are both located in stocking areas with balances below the threshold and have the specified ABC classification will be selected.
These flags cannot be combined with the Select All Items flag or the Select ONLY Item Numbers on page 2 flag. If either is set to on, they will override the selection criteria entered here.
These selection flags can also be restricted by the stock areas and bin location ranges entered in the middle block.
2. If you are selecting all items or only items entered on page 2, in the Max Items to Count field, you can restrict the number of records selected and entered in program PHCE, Cycle Count Entry/Maintenance, when the [Create Batch] button is pressed.
Each time the [Create Batch] button is pressed, the program selects the next set of items equaling the number entered in the Max Items to Count field until all items that meet the parameters have been selected and entered in program PHCE, Cycle Count Entry/Maintenance, for counts to be entered.
This feature also takes into account the stock areas and bin locations ranges entered in the middle block.
For example, supposed that you have set the Select All Items flag to on, entered a stock area and bin location in the middle block, and entered a Max Items to Count of 50. The total number of item locations for the entered parameters is 110.
The first time you press the [Create Batch] button, the first 50 item location records that meet the parameters are selected and records are entered for them in program PHCE, Cycle Count Entry/Maintenance.
The second time you press the [Create Batch] button, the second 50 item location records that meet the parameters are selected and records are entered for them in program PHCE, Cycle Count Entry/Maintenance.
The third time that you press the [Create Batch] button, the remaining 10 item location records that meet the parameters are selected and records are entered for them in program PHCE, Cycle Count Entry/Maintenance.
3. If you have the Items Due flag set to on, enter the cycle count due date by which you are selecting item to be counted.
4. If you have set the Small Balance Locations flag to on, enter the threshold balance. The program will select items with balances below the number you enter here.
5. If you have set the ABC Class flag to on, enter the ABC class for which you want items counted.
6. In the Location Group Cd field, enter the location group code for which you are counting items, if appropriate.
7. If you have set the Select ONLY Item Numbers on page 2 flag to on, go to page two.
Enter the item numbers that you want counted.
Press [Commit].
Return to the first page.
8. If an extra number of tags or worksheet lines are to be printed, enter the number.
9. Go to the middle block. This is where you can enter specific stock areas and bin locations in which the items will be counted. If stock areas and bin locations are entered here, only the stock areas and bin locations entered will be counted.
You can leave these fields blank and all stock areas and bin locations will be counted.
Enter the stock area for which you wish items to be counted.
Enter the first bin location in the range of bin locations for which you wish items to be counted.
If you leave the bin location fields blank, all bin locations in the entered stock area will be counted.
To only count one bin location, enter the desired bin location in the Beg. Bin field, and leave the End Bin field blank.
Enter the last bin location in the range of bin locations for which you wish items to be counted. If you leave the bin location fields blank, all bin locations in the stock area will be counted.
Repeat until all desired stock areas and bin location ranges are entered.
Enter the number of days in the Load Bins with activity in the last __ days, to view bins with activities within that time period.
Check the Ignore Counted Areas to exclude locations whose date activity last is less than the last count date.
Check the Include Only Active Items to include only items in the bins that have been active within the bin activity days.
10. Press the [Create Batch] button to create the batch of items to be counted according to the parameters entered here.
Once Create Batch is pressed, on the right side of the form, the total count of items from Page 2, from the Worksheet, and for the location are displayed. This is for information purposes only.