Physical Counts - Intergraph Smart Materials - 10.2 - Training - Hexagon

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Smart Materials/Smart Reference Data Version
10.2

It is common practice to perform regular audits on the material inventory in a warehouse. Smart Materials provides physical count sheets to facilitate this practice. A count sheet lists what inventory is expected to be found in the warehouse and the actual count is recorded manually against each item. The result is entered back into Smart Materials, and adjustments between the actual and Smart Materials quantity are calculated.

Physical Count Sheets

The physical count sheets are created and maintained on the Physical Inventory Count Sheets tab of Inventory Management screen.

To create a count sheet, click on Add Row in Physical Inventory Count Sheets grid. Select the date from the Date Picker in the Count Date field. The Sheet number value is generated automatically based on the pre-defined PICS rule assigned to the user.

The Count Sequence field shows the number of counts, based on the maximum count sequence of the details. The Final column shows if all counts were marked as final, which means a final agreement has been reached on the inventory quantity.

If you want to limit the count sheet to one particular warehouse, select the warehouse from the LOV in the Warehouse field. Then in the Inventory Items window opened on clicking the Inventory Items button, displays the inventory items of the selected warehouse. If the project default ZC_MULT_WH is set to Y, you can only work with those warehouses for which the Use for Issues has been set as ā€˜Yesā€™ on the Warehouses screen.

You can use the Location button to include the material of a particular location. Clicking the button opens Locations Window, which displays the available locations.

Select the Check box against the locations to be included or select the Check box in the column header to select all. Then click the Fill in button to close Window and insert all inventory items assigned to the selected location(s) into the count sheet.

You can use the Inventory Items button to include particular material. Clicking the button opens Inventory Items window, which displays all inventory items.

Select the Check box against the Inventory Items to be included or select the Check box in the column header to select all. Then click the Fill in button to close Window and insert all selected inventory items into the count sheet.

To enter new records in the second (Physical Inventory Counts) block, click Add Row and select the location/warehouse from the LOV in the Location field. If the project default ZC_BIN_LOC is set to BLOC, you must select a site code first from the LOV in the Site Code field.

Next, select a commodity code from the LOV in the Commodity Code field. Then select the ident from the LOV in the Ident Code field. Finally enter a number in the Count Sequence field and save the record.

When the physical count sheet is complete, print this sheet and count the inventory items. If the count was made, enter the counted quantity in the Quantity Counted field and increase the count sequence by 1 in the Count Seq field for each item.

When the count of the inventory items has been finished, all counted quantities have been entered in the software, and the Final column has been set as ā€˜Yesā€™ for all items, click the Post button to post the physical count sheet to the inventory and to adjust the inventory quantities.

The physical count of plate number inventory items is not supported.

If the counted quantity is less than the quantity stored in the database, you must manually create an OS&D report on the Inventory OSDs tab of Inventory Management screen.

Post Count Sheets

You can use the Post Count Sheets screen to post multiple count sheets to the inventory in one step.

All physical count sheets that have not been posted to the inventory appear on this screen. Select the Check box against the count sheets to be posted. Then click the Post to Inventory button to post all selected count sheets to the inventory.

OS&D for Inventory

If the counted quantity derived by the physical count is less than the quantity stored in the database, you must create an OS&D report manually on the Inventory OSDs tab of Inventory Management screen.

In the Physical Inventory Counts block, the idents will be displayed.

To create the OS&D report in the second (Over, Short or Damages) block, click on Create OSD button. In the Create OSD window, the OSD Number will be generated automatically based on the pre-defined OSD rule assigned to the user. Select the type of the OS&D from the drop-down list in the OSD Type field. Then fill in the OS&D quantity in the OSD Quantity field. The available types are as follows:

  • Over

  • Short

  • Damaged

  • Not to spec

  • Incorrectly received

  • Correctly received.

The Created-On date field is filled automatically with the current date. Specify who is responsible for resolving the problem by entering the name in the Responsible Person field. If it is to be the home office, select the HO Responsible check box. If site personnel are responsible, leave the check box blank.

Specify the required action in the Required Action field. If the home office is responsible, expediting must take care of it. Otherwise, the site personnel must take action. Whoever is responsible for taking action is also responsible for closing the OS&D after the problem has been resolved. Closing an OS&D is done by entering the date of closing this OS&D in the Closed-On date field and specifying what action was taken to resolve the problem in the Action Taken field.