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Sun Documentation -
Inventory Management
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Page 1 of 5 Inventory Count is the method of monitoring what is in stock for certain items and certain storage locations. This is also known as a stock take.
Using the Inventory Count Setup function you can define templates, or setups, which contain the scope, operating conditions and analysis categories for a particular type of Inventory Count.
Each template optionally defines the following:
Whether or not it is a 'full' or 'cyclic' count. How the count will operate. The range of warehouses, zones, locations, items, batches, item analysis, storage characteristics etc., to be included. Whether or not tolerances are used and, if so, what they are. Any overrides to display to the user when generating a count. What movement types to use when updating the inventory.
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Full - this processes all the items defined. Cyclic - this uses the last counted date, count frequency, number of counts on a warehouse and random item selection mechanism to define what appears in a count.
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Write-on
Used in the Inventory Count function, this is the process of balancing the inventory quantity held on the system with the physical quantity held in an inventory storage location by creating a receipt.
Write-off
Used in the Inventory Count function, this is the process of balancing the inventory quantity held on the system with the physical quantity held in an inventory storage location by creating an issue.
Tolerance values can be defined, below which a write-on or write-off will be automatic, but above which manual authorization is required. Tolerance checking is optional and can be switched off if not required. If it is switched off, any tolerance values are ignored and write-ons and write-offs automatically generate inventory updates.
Inventory Count generates movement orders to write-on or write-off inventory. A movement order of the receipt type is used to write-on inventory and a movement order of the issue type is used to write-off inventory. Any ledger postings, formulae, costing updates etc., defined on the movement type are performed when creating these orders.
Important Note: Transactions are not stopped within the Order Fulfilment module whilst a count is taking place. Further receipts or issues of inventory made since the count was generated, therefore, must be controlled.
Inventory Count Setup
1. An Inventory Count Setup can only be used on one open count.
If an Inventory Count Setup, or count definition, is already being used on an open count, another count cannot be created from it. For example, if a count definition is used to perform an end of year inventory count, it can only be used on one open count at a time. As soon as that open count is completed or cleared/deleted, the Inventory Count Setup can then be used for another count.
2. Each count is given a unique count number. This count number is sequential and is defined by the system.
3. A count consists of a header and lines.
The count header consists of various information including the count number and count status. When generating a count, the data within the definition is copied to the count header. This information is then used when processing a count. If the definition is amended, the changes are not applied until the next count is processed.
The count lines consist of each unique combination of item/location/batch reference/expiry date/item characteristic.
4. Only one unique item/location/batch reference/expiry date/item characteristic combination can appear in one count and not in multiple counts. Batch reference and/or expiry date and/or item characteristic are optional and may not be present, in which case they are ignored.
This can occur when two different Inventory Count Setups have overlapping ranges. For example, Item A has inventory of 20 pieces in location X and 15 pieces in location Y; Inventory Count Setup SS2 is defined to cover just location X, and Inventory Count Definition TT3 covers all locations. If a count is generated for SS2, the combination of Item A/Location X of 20 pieces will appear in it. Subsequently, if a count is generated for TT3, this will not pick up Item A/Location X of 20 pieces as this appears in another count. However, Item A/Location Y with 15 pieces will appear in this count because it is not in any other active count.
5. The system calculates an expected quantity for each line. This quantity is the quantity the system believes is currently in stock. This is calculated when the count is generated.
6. All expected and counted quantities must be entered in the base, or stock, unit of measure. Other units of measure are not catered for.
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Sun Documentation 
