Inventory Control > Adjustments > Inventory counts > Process count and adjust stock
Use this to process transactions (Tickets) in the Inventory Count Work Area.
When Tickets are processed, the in-stock balance of each item will be adjusted to match the quantity counted and the corresponding adjustment transaction will update the item’s history and will show on various reports.
TIP: If you plan to print the Inventory Count Work Area Listing or the Inventory Count Variance Report, do so before you process the Tickets as these reports can only be printed for Tickets currently in the Work Area (Tickets will be removed from the Work Area upon processing).
When Tickets are consolidated
If the same item exists on multiple Tickets at the same location, the Tickets will be consolidated automatically when processed, so that the end result will be a single adjusting transaction to bring stock levels to the correct quantity. For example, if an item is counted with a quantity of 10 on one Ticket and 20 on another Ticket (for the same location), SpendMap will consider there to be 30 in stock at that location when the count is processed.
When multiple Tickets are consolidated to make a single adjusting transaction, the ticket number will have a “c” suffix on related screens and reports (e.g. ticket number “123c”).
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If an error occurs
If an error occurs during processing (i.e. if a Ticket can’t be processed for some reason), the Ticket(s) will remain in the Work Area and an error report will be printed automatically. You can then make adjustments and try to process the remaining Tickets again.
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Noteworthy Questions & Options
•You will be prompted to enter the date that the count was performed on.
NOTE: This is the count date, NOT the date that you are processing the tickets, which might be days later and, therefore, stock may have been affected by other transactions that have been processed since the date of the actual count.
SpendMap will go back in time to the date that you enter here and will calculate the in-stock quantity for each item at that point in time. SpendMap will then compare the count quantity on each Ticket to what was in stock (i.e. the system’s records) when the count took place in order to determine the quantity by which to adjust stock.
Therefore, there is no need to suspend your inventory operations while you prepare the Tickets for processing. You can continue to work in the Inventory Module and process transactions since any transactions entered after the date of the count (i.e. the date you enter here) will have no effect.
•Include transactions for non-stock items? If you select [YES], any non-stock items on Tickets in the Work Area will be converted to stock items in the Item Master File.
•Adjustments or Usages? In the vast majority of cases and for most SpendMap users, inventory adjustments are posted to adjust stock levels when there is a discrepancy between the count quantity and the in-stock quantity (i.e. system’s records) for an item.
However, it is possible to post inventory usages instead of adjustments in which case, in addition to adjusting inventory levels, the value of the item will also be charged to a Cost Center’s history/budget.
When would I post usages?
Processing usages to account for stock shortages is sometimes used in environments where items are removed from stock as a normal course of business without recording the usages each and every time an item is taken. Then periodically (perhaps daily, weekly or monthly), the stock is counted and whatever is missing is assumed to be the amount used and then usages are posted to charge the (missing) items to a Cost Center.
While this is by no means industry-specific, two fairly common examples (one from healthcare and one from hospitality) can illustrate the use of this feature.
Example 1 (hospitality/hotel)
A hotel has a main warehouse and also separate inventory locations for each of its retail outlets (bars, restaurants, etc.). Items are purchased and received into the main warehouse and from there distributed to the outlets (which, again, are also inventory locations). As items are consumed at the retail outlets, the consumption (usages) for the items is NOT recorded in the system. Therefore, at the end of the week there will be less in stock than what was transferred to each outlet throughout the week. Then, at the end of the week, a physical inventory count is performed and the adjusting quantity (i.e. the difference between what was transferred to each outlet from the main warehouse and what remains in stock at each outlet) is posted as Usages to the respective Cost Center for each outlet, so that there is a history of what each outlet used that week.
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Example 2 (healthcare/hospital)
A hospital sets up inventory locations for each of its nursing stations. Items are purchased and received into the stations and distributed to patients but the consumption is NOT recorded in the system. At the end of the month, a physical inventory count is performed at each nursing station and the adjusting quantity is posted as Usages to a generic “To Patients” Cost Center, so that there is a history of what was used that month.
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More about this feature
This feature can only be used when the count quantity is LESS than the system’s records, such as in the two examples, above. If there is more in stock during the count than in the system’s records, a usage can’t be posted as system will try to INCREASE inventory levels (usages can only reduce inventory levels).
This feature will charge usages to either 1) the "associated non-stock Cost Center" specified in the Location Master File for the locations specified on each Ticket or 2) a single Cost Center that you specify when you process the Tickets with this utility. Since there is no mechanism to specify a consuming Cost Center for each Ticket (i.e. for each usage), this cannot be used if you need to track usages to multiple end-user Cost Centers (e.g. to hotel patrons or hospital patients in the examples above).
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