Yaveon 365 Physical Inventory Orders

The Yaveon 365 Phys. Inventory Orders are used for the physical counting of the inventory. A single inventory document is typically processed by a specific employee or a counting team. Any number of physical inventory documents can be created for the physical inventory.

Performing the inventory

To carry out an inventory, proceed the following steps:

  1. Open the Yaveon 365 Phys. Inventory Orders and use New to create a new Phys. Inventory Order Card.

  2. Each inventory document has a unique Number so it can be clearly identified.

  3. For clarity, enter an explanatory text in the Description.

  4. Enter a Location Code. This defines the storage location to which this physical inventory document is assigned. If the storage location code is empty, the physical inventory document is not assigned to any storage location and contains the inventory items that are not assigned to any storage location.

Note

If Dimensions are set up for a location, these dimensions are transferred to the Phys. Inventory Order. If these dimensions are set up as Shortcut Dimensions, the dimension values ​​can be entered and changed directly in the header. All other dimensions can be displayed, recorded and edited via action Dimensions in the header.

Dimensions that are set up on the employee card of the assigned person responsible are not transferred to the dimensions in the Header of the Phys. Inventory Order.

  1. You can insert a Reason Code in the header of the inventory order. This can be passed on to the lines or entered there individually. In the Inventory Entries it is available for evaluations.

  2. Choose action Calculate Inventory. In the section Filter: Inventory Summary you can e.g. the result restrict to an item category or storage space.

  3. Choose OK to fill the inventory document based on the selected filter. A line in the inventory document corresponds to an inventory record that is counted. That one line contains all the data required to identify the inventory. For each stock item, the current quantity is saved in the Quantity calculated field.

  4. For location with bins the Sorting Method determines if the lines are sorted by Item No. or Bin.

  5. Enter the actual quantity in the warehouse (counted quantity) in the Qty. Phys. Inventory (Base) field. The difference between the calculated and the physical inventory quantity is displayed in the Quantity field. If a line was counted without changing the quantity, you can set the Recorded indicator. The User ID is updated automatically.

  6. After completing the physical inventory, the document can be posted via Post. This generates Item Ledger Entries, Physical Inventory Ledger Entries and, if applicable, Warehouse Entries as well as a Posted Physical Inventory Order. If a positive inventory correction is posted, the existing posting rules for positive adjustment are checked.

Note

If Default Dimensions with Value Posting = Code Mandatory or Same Code are set up for an item, these dimensions are transferred to the Phys. Inventory Order. If these dimensions are set up as Shortcut Dimensions, the dimension values ​​can be entered and changed directly in the line. All other dimensions can be displayed, recorded and edited via action Dimensions of the line.

Revaluation is not taken into account when posting. This must be done separately via the Item Revaluation Journals (Business Central Standard functionality).

Counting Periods

It is possible to define Physical Inventory Counting Periods and therewith the amount of times, items need to be counted in a year. A Phys Invt Counting Period Code can be set up on Item Cards or the Items Stockkeeping Units and for more specific requirements per Location.It is possible to define Physical Inventory Counting Periods and therefore the amount of times, items need to be counted in a year. A Phys Invt Counting Period Code can be set up on Item Cards or the Items Stockkeeping Units and for more specific requirements per Location.

After a Counting Period code has been selected the fields Next Counting Star Date and Next Counting End Date are calculated and filled. The start and end date show the next period the items needs to be counted in. Those fields get updated by Posting a Physical Inventory Order or calculating the Counting Periods manually.

In the Yaveon 365 Physical Inventory Order Cards the Function Calculate Counting Periods can be used to to display all Items that need to be counted for the current work date. The Lines displayed in the following List are for Items that require counting at the current work date. The list is filtered by the Location that has been selected on the Physical Inventory Order Header and Items without specified Counting Periods per Location.

Important

All Counting Period calculations are dependant on the work date of the user. The Posting Date of the Physical Inventory Order only affects the Last Phys. Invt. Date Field on the Item or Stockkeeping Unit Cards. If an Item has counting Perdiods set up on its Item Card, but a Stockkeeping Unit exists for a Location, and it does not have Counting Periods set up, the Calculate Counting Periods function does not suggest counting for that specific Location.

Items can be selected and added to the Physical Inventory Order Lines. Afterwards the Physical Inventory Order can be processed. Upon posting Items with Counting Periods set up, the fields Next Counting Star Date and Next Counting End Date are calculated and updated to display time period, when counting is neccessary.

Printing Inventory Documents

  • The Phys. Inv. Count List shows you all suggested stocks with the calculated quantities if necessary. The counting people have the option of entering the inventory quantity per line. At the end of the report, a signature line for the person counting is printed.
  • The Phys. Inventory Count List (Blank Pages) prints blank pages that can be added to the inventory count list.
  • The Phys. Inv. Order Diff. List prints a list of the inventory differences. You can choose to print either all lines or only those with differences.