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Setup Procedures
Setup Procedures
There are two key requirements to consider when preparing to conduct a physical inventory. The first is that all inventory-related functions (such as production, shipping, and receiving) should be "frozen." The second consideration is the setup of your MAC-PAC system, including Reference File categories and Physical Inventory tickets, for each company/warehouse for which a count will be performed.
Reference File Categories
Several Reference File categories must be set up before physical inventory processing can begin. Below is a list that highlights the important processing parameters on specific category records. For more detailed information on each Reference File category, see the Common Features Reference File Categories Manual.
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Category Description and Important Fields
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C25
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Physical Inventory Parameters This category allows you to maintain default processing information for physical inventory transactions specific to a company/warehouse.
Sort By Part Number/Stocking Location. This field indicates whether you would like physical inventory tickets to be sorted by part number or by stocking location. The value of this field will also determine the display of the Detail screen in the Physical Inventory Ticket Maintenance conversation.
Display Adjusted Quantities. This field specifies whether or not the fields "Adjusted Quantity" and "Perpetual Quantity" will be displayed in the Physical Inventory Ticket Maintenance conversation.
Positive/Negative Adjustment Codes. These fields indicate the codes that will be used to identify the positive/negative inventory adjustments resulting from a physical inventory. The codes must also be properly defined on Reference File category 432 (Adjustment Codes).
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C26
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Physical Inventory Ticket Status Codes This category allows you to maintain five system-defined and two user-defined physical inventory status codes. Definitions of the system-defined codes are listed below.
U - Uncounted. This status code indicates that a physical count has not been entered for the ticket.
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C - Counted. This status code indicates that a physical count has been taken but any resulting inventory adjustments have not been posted.
V - Cancelled. This status code indicates that the physical inventory ticket has been canceled.
P - Posted. This status code indicates that a physical inventory has been taken and any resulting inventory adjustments have been posted.
B - Blank. This status indicates that a blank physical inventory ticket has been created. Specific ticket information has not been entered and no processing has occurred.
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C27
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Physical Inventory Ticket Type Codes This category allows you to maintain two system-defined and three user-defined physical inventory ticket types. Definitions of the system-defined codes are listed below.
1 - Regular. This ticket type is used for physical inventory tickets with pre-printed part/location information. "Regular" physical inventory tickets are generated for each part/location combination that exists on the system.
2 - Blank. This ticket type is used to record inventory that is not on the perpetual system. A requested number of blank tickets will be generated when tickets are created. If needed, additional inventory may be recorded using the "Add a Ticket" option from the Physical Inventory Ticket Maintenance conversation.
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Preparing Physical Inventory Tickets
MAC-PAC generates physical inventory tickets that may be used to record physical inventory counts. Physical Inventory tickets have two formatting options: data can either be sorted by part or by location. The tickets list parts, locations, and lots to be counted. They also provide a space to record the actual inventory counts. All part/locations that exist in the perpetual system will appear on the tickets; however, you may choose to exclude locations with inventory balances of zero. You may also request a number of blank tickets to be printed. Blank tickets do not have pre-printed parts and locations; they may be used to document inventory that is identified during the count but does not exist in the perpetual system. To generate physical inventory tickets, select the "Create Tickets" option from the Physical Inventory menu.
Note: The organization, format, and type of tickets created is determined by the values established on Reference File category C25 (Physical Inventory Parameters).
When using the "Create Tickets" option, the physical inventory tickets will be generated automatically and printed immediately. Any ticket or group of tickets can be reprinted using the "Reprint Tickets" option from the Physical Inventory menu.