Physical Inventory Scan

Overview:

The Physical Inventory Scan allows for scanning and managing your inventory from one area and relies upon the existence of inventory locations in SmartWare

• If you have not created inventory locations in SmartWare you will need to do so before proceeding
• Please reference the Material – Locations document for instructions on how to create and setup inventory locations

This document is intended as an explanation of the Material: Physical Inventory Scan feature in SmartWare and assumes you possess a general knowledge of inventory, locations and inventory processes.

Navigate to Physical Inventory Scan

You can access the Physical Inventory Scan panel by navigating to the following location:

• From the main menu on the left side of the screen, select Material (1) and then Physical Inventory Scan (2)
  
  Main Menu – Physical Inventory Scan

View Physical Inventory Scan List

From the main menu on the left side of the screen, select Material and then Physical Inventory Scan

The Physical Inventory Scan panel will load, displaying a list of all existing inventory scans

Physical Inventory Scan – grid

Below is a brief explanation of the available columns from the Physical Inventory Scan (grid):

Item	Functionality
	(edit button) Will open the physical inventory scan panel for the selected record allowing you to view information about the inventory scan
Franchise Address	Displays Franchise Address (Location) that the inventory scan is for
Inventory Date	Displays the date that was associated with the inventory scan Used by most offices to display the date inventory scanning began for the selected location
Scanned	Displays the number of different inventory items that have been scanned to the inventory scan record Each unique inventory item will only be counted once regardless of quantity.
Expected	Displays the number of different inventory items that SmartWare shows exist on the selected location Each unique inventory item will only be counted once regardless of quantity.
Reconciled	Indicates if the Physical Inventory Scan record has been reconciled with SmartWare Checked: Scan has been reconciled and no additional changes can be made Unchecked:  Scan has not been reconciled allowing for additional changes

Create Inventory Scan Record

In order to scan inventory into SmartWare, you must first create an inventory scan record

• From Physical Inventory Scan panel, click the  (+) button
• The Physical Inventory Scan (new) panel will load on the right side of the screen
  
  Physical Inventory Scan – New

• Under Location, select the inventory location you will be scanning inventory for
• Under Inventory Date, select the date you are performing the inventory scanning process on. By default, the Inventory Date will display the current date
• Click  (Start) button in top right to save the new inventory scan record and start scanning

Scan Inventory Items to Inventory Scan Record:

After clicking (Start) button, the Shelf, Quantity, and MFG # fields will become available allowing you to begin scanning in inventory

• Below is a brief explanation of each Inventory Scan option:
  • Shelf: When scanning a part, allows you to default the 'Shelf' value for the part based on the value that is entered in the 'Shelf' text box
    • Shelf is a free form text box allowing you to customize the names of your shelves.  Any part scanned in while information is entered in the 'Shelf' field will automatically have that 'Shelf' value defaulted on the scanned part
  • Quantity: When scanning a part, allows you to specify the quantity of the part you are scanning
    • Quantity will reset back to 1 after each part is scanned
  • MFG #:  Allows you to scan or type in the MFG # for the part you would like to include in the Physical Inventory Scan
    • Make sure your cursor is clicked inside the MFG # field when scanning
      • With your scanner hooked up to the computer, you may begin scanning in inventory items from your inventory location

• You can either scan each individual inventory item in separately or use the 'Quantity' field to enter the number of parts to include in the scan
  • Each scanned inventory item will appear as it's own row on the Physical Inventory Scan
    Physical Inventory Scan – part grid
• Below is a brief explanation of the Inventory Scan - Part grid
  

  Item	Functionality
  MFG	Displays the manufacture name associated with the MFG # that was scanned
  MFG #	Displays the MFG # that was entered or scanned during the Inventory Scan process
  Name	Displays the part name (from Material | Parts) that is associated with the scanned MFG #
  Shelf	Display the shelf name that was entered at the time the part was scanned.  If the same part was scanned to more than one shelf location/name, then each shelf name will appear in the 'Shelf' column separated by a | character User may change or remove the 'Shelf' value from a scanned part (edit shelf name): Will enable the 'Shelf' field allowing you to edit the shelf name for the specific scanned part Clicking the  (edit shelf name) button will also toggle the buttons next to Shelf to  (save) button and  (revert) button   (Save): Will save any changes made to the 'Shelf' name  (Revert): Will undo any changes made to the Shelf field and will revert the shelf name back to it's previous value  (Delete): Will clear the shelf name for a specific scanned part
  Count	Displays the part quantity that was scanned for a specific part
  Delete	Allows you to delete or reduce the quantity associated with a scanned part 'Delete' column will toggle between  (X) button &  (-1) button  (X):  Will only appear if the part count is 1.  Clicking the  (X) button will delete the scanned part from the Physical Inventory Scan.    (-1):  Will appear for parts scanned in with more than 1 quantity.  Clicking the  (-1) button will reduce the scanned part by 1 quantity at a time.

• A beep will sound from your computer indicating if scanned inventory item is not found as a part in SmartWare
  • If an inventory item does not exist in SmartWare you will need to add it
  • Please reference the Material Parts document on how to add new material to SmartWare
• If the scanning process must be done in stages, simple close the Physical Inventory Scanning panel and all inventory you have currently scanned will be saved to the scan record. At any time, you can edit the scanned record and continue the scanning process

Remove Inventory Item From Scan Record:

At any time prior to reconciling an inventory scan record, you can remove an item or adjust the scanned quantity for an item from the list of scanned material

Physical Inventory Scan – edit with scanned parts

• Under the 'Delete' column for the part you would like to remove or adjust scanned quantity for you will see either an  (X) or  (-1) button

• (X):  Will only appear if the part count is 1.  Clicking the  (X) button will delete the scanned part from the Physical Inventory Scan  

•  (-1):  Will appear for parts scanned in with more than 1 quantity.  Clicking the  (-1) button will reduce the scanned part by 1 quantity at a time 

  • You will need to click the  (-1) button until you see the correct part count appear.  Once the part count reaches 1, the  (-1) button will change to an  (X) at which point clicking the  (X) will remove the part completely from the scan

Review & Reconcile Inventory Scan:

Once all items have been scanned into the SmartWare Physical Inventory Scan record you will need to review your pre-processing results to confirm accuracy before accepting and changing inventory quantities in SmartWare

From the Physical Inventory Scan (edit) panel, select  (Review) button

The Physical Inventory Scan (review) panel will load allowing you to review the changes that will be made to the inventory location

Physical Inventory Scan – edit

• SmartWare will compare the existing inventory on the location to the inventory items that were scanned into the Inventory Scan record
• Any inventory items or quantities that do not match between the SmartWare location and scanned inventory will appear on the screen for you to review

The Physical Inventory Scan review grid will appear displaying a list of all inventory items that will be adjusted based on the scanned inventory comparison

• Make sure that you review all items and are comfortable with the changes that will take place

• Once you have confirmed the accuracy of the scanned items, click  (Accept) button 
  • Once you have accepted a scan, the inventory scan record will be marked as Reconciled and the following will happen in SmartWare:
    • The scan record will be locked and no additional changes may be made
    • Location selected on the inventory scan will be updated to reflect the scanned inventory, reducing or adding inventory quantities where needed
    • Accepting a Physical Inventory Scan will update the Location Part 'Shelf' field to reflect the 'Shelf' information entered for the part during the scanning process

Below is a brief explanation of the review grid:

Item	Functionality
MFG #	Displays the manufacture number that is associated with the part
Name	Display the name that is associated with the part
Movement	Type of inventory movement record that will be created to adjust the inventory quantity on the location
QTY	Quantity the location inventory record will be adjusted by Negative quantity: Will reduce inventory by quantity amount displayed Positive quantity:  Will increase inventory by quantity amount displayed