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IN Physical Count Worksheet

IN Physical Count Worksheet holds physical count data until you create an Adjustments batch. Worksheets and batches are stored by user — only the creator can open a worksheet. A material already on one user’s worksheet for a location cannot be added to another user’s worksheet for that same location; at batch create, only Ready lines on the current user’s worksheet(s) are included.

Inventory and GL update together when the Adjustments batch is posted in IN Batch Process — not when you save counts on the worksheet.

Before you start​

  • Locations exist in IN Locations; materials are active and set up for the location (IN Location Materials).
  • Post open inventory-related batches dated before the Count Date (PO Receipts, AP Invoices, IN Transfers, IN Production, IN Adjustments, MS Tickets) or System Count will be wrong.
  • Unit Cost / ECM overrides need Allow Unit Cost Overrides in IN Company Parameters. Default unit cost follows the location Cost Method (or category via IN Location Category Override).
  • Adjustment Month must be after the last closed All Other Subledgers month and ≤ that month + Max # of Open Months (GL Company Parameters, Info tab).

Steps​

1. Initialize​

File → Initialize opens IN Physical Count Initialize.

  1. Beginning/Ending Category (F4; blank = no category filter).
  2. Beginning/Ending Material (F4; blank = all materials in selected categories).
  3. Select all Inventory Locations, or pick from Available. Also used when filtering by physical location.
  4. Optional: Include Physical Locations (all or selected inventory/physical locations).
  5. Optional Count Date (enables Initialize System Count). Shortcuts: T/t = today; MMDD = current year; + / +n; - / -n.
  6. Optional Initialize System Count (compared to physical count; difference drives Adj Units).
  7. Optional Include Count Date Activity (only after a Count Date is entered — whether that day’s INDT activity is in System Count).
  8. Update. Prompt to initialize more (Yes = new criteria; No = return to worksheet). Grid fills with matching materials.

2. Enter counts​

  1. Optionally File → Physical Count Worksheet Report (batch topic also says “Physical Count Report”), save to PDF, print, count on the floor.
  2. Enter Physical Count, Counted By (up to 20, not validated), and override Count Date if needed.
  3. Review System Count (display) and Adj Units (Physical − System; positive = increase, negative = decrease; null if System Count was not initialized). Field defs say Adj Units defaults from the two counts; Initialize’s closing step also says to update Adj Units.
  4. Optional Unit Cost / ECM (E/C/M) if overrides are allowed; Memo (up to 30 → adjustment description); Physical Location if Options → Show Physical Location (defaults from IN Location Materials, up to 30).
  5. Check Ready per row, or File → Set Ready Flag. Set Ready Flag (per batch topic) only works when the line has physical count, count date, and system count.

3. Create and post the adjustment batch​

  1. File → IN Physical Count Batch.
  2. Enter Month → Update. Ready rows for the current user copy into the batch and are deleted from the worksheet. Ready rows on other users’ worksheets are skipped.
  3. IN Batch Process opens — process/post the batch normally. Inventory and GL update on post.

Hard rules​

  • User-owned worksheets; same location+material cannot sit on two users’ worksheets.
  • Unposted inventory-related batches before Count Date corrupt System Count.
  • Creating the batch removes Ready lines from the worksheet — finish count entry first.
  • Prefer this form over manual IN Adjustment Entry for cycle-count variances.

Notes​

  • Related: IN Physical Count Initialize, IN Physical Count Batch, IN Batch Process, IN Monthly Reconciliation, Clear a Physical Count Worksheet, How System Count Quantities Are Determined, IN Rollup, IN Locations, IN Location Materials, GL Company Parameters.