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Perform a Physical Inventory Count for Non-Firearm Items

Complete the following procedure to take a physical inventory count for select non-firearm inventory items. 

Note: A physical inventory count is essential for verifying Quantity on Hand values against actual, physical inventory in the store/warehouse, identifying and accounting for discrepancies (due to theft, entry errors, etc.), and ensuring resulting counts and values are accurate. A physical inventory count is not intended to be used for initial entry of inventory which is new to the system.  Inventory values cannot be accurate without the cost history captured through the Receiving process.

Note: Because this procedure does not capture or verify serial numbers, it is intended only for counting non-serialized/non-firearm items.

1. Navigate to the Product Inventory Stocktaking screen.

   1. Log In to the Data Center Application to display the Data Center ribbon menu.

      

   2. Select Inventory Management > Inventory Stocktaking from the main menu to display the Inventory Groups window in front of the Product Maintenance screen.

      

   3. Complete one of the following procedures as appropriate to display the Product Inventory Stocktaking screen.

      • Create an Inventory Count Group
      • Select an Inventory Count Group

   

2. For each item on the list, use either of the following methods to record an accurate count value in the item's Stocktaking-NOW Count field:

   Note: These count procedures may be performed with a tablet, laptop with scanner, handheld PDA, or an electronic device outside of the range of the server to be submitted when the device is back in range with the server.

   • Count the number of items in a location and manually update the value in the field accordingly.
   • Complete one of these procedures to identify a single item by its UPC and increase the value in the field by one (1):
     • Scan an item’s UPC code in the Enter or scan UPC number field and press the Enter key.
     • Enter the item’s UPC code in the Enter or scan UPC number field and press the Enter key.
     • Click in the Enter or scan UPC number field, click the number keys on the bottom of the screen to enter the UPC code, and click the Enter button.

3. If needed, complete the following procedure to populate all empty Stocktaking-NOW Count and Stocktaking-NOW Total Count fields with a value of zero (0):

   1. Click the Zero Count button to display a confirmation window.

      

   2. Click the Yes button to populate every empty cell in the Stocktaking-NOW Count and Stocktaking-NOW Total Count columns with a zero (0) quantity.
4. Review the Stocktaking-NOW Loss/Gain field for each item on the list:
   • If an item's Loss/Gain field displays a positive or negative number, select the appropriate loss/gain reason from the item's Stocktaking-NOW Loss/Gain Reason drop-down field.
   • If an item's Loss/Gain field displays a zero (0), the inventory count matches the previous QOH. (No loss-gain reason is required.)

5. Complete the following procedure as needed to generate and view the Variance Report:

   Note: The Variance Report displays a record of differences between the Quantity on Hand (QOH) shown in the books and the quantities captured during a stocktaking procedure.

   View the Variance Report

   Click the Variance Report button to display the Variance Report in the Report Viewer window. Review the report for issues that require attention or correction and update stocktaking data on the Product Inventory Stocktaking screen as needed. Continue with the procedure below. Note: When the Submit button is clicked, the Variance Report will not display discrepancies between the count and the QOH.

6. After all counts have been entered and loss/gains have been accounted for, click the Submit button to save all changes, and display a confirmation window.

   

7. Click the Close button to close the window and display the Inventory Groups window in front of the Product Inventory Stocktaking screen.

8. Click the Cancel button to close the window and the screen.

   Note: To view or print the saved information, refer to View the Product Stock Adjustment Report.