Physical Inventory Counting Using Tally Sheets
Reference Number: AA-00215 Views: 5960 Created: 2011-12-09 15:01 Last Updated: 2013-12-30 15:54 0 Rating/ Voters

Please make frequent backups while doing physical inventory counting in case you make an incorrect selection when entering inventory counts.

Where do I go?    The Physical Inventory Counting Menu  

 Prompts While Entering Inventory Counts    Prompts While Accepting New Counts

Where do I go?

From the Artisan Main Menu => Inventory & Pricing => Stock Management => Physical Inventory Counting.
This menu is where you do all of the steps of the Inventory Counting process (as detailed in the overview article).

The Physical Inventory Counting Menu


1) Prepare for Inventory Counting - You can use this menu entry followed by Print Inventory Tally Sheets to print tally sheets that you can carry around on clipboards to record your counts. [On older versions, the Tally Sheet option is directly on this menu.]
2) Enter Inventory Counts - Use "Enter Counts Manually from Entire List" under this menu entry to enter the counts from your tally sheets.
3) Review Entered Counts & Make Adjustments - Review and/or correct your counts. You can list just the "exceptions", or all entered counts.
4) Accept New Counts - Once you have entered & reviewed your counts, use this menu entry to move the physical counts to the "real" QOH.
5) Zero Out Items w/o Recent Accepted Counts - [Only available in version 3.2.15 or later] - Use after counting in groups. It sets Quantity On Hand to zero for items not counted since a given date.

Prompts While Entering Inventory Counts

Please read any prompts carefully, and be sure you make the correct choice.

After selecting "Enter Counts Manually from Entire List", you will get this prompt:

Unless you're really sure you don't want to see items that Artisan thinks are out of stock, we recommend that you answer Yes, since you may have items that are really in stock but whose Item Record incorrectly has 0 as your quantity on hand.

IMPORTANT: After you select Enter Inventory Counts, by any method, you may get the following prompt:

This means that there are already some physical counts entered.
- If you are just starting to enter counts, you should answer Yes, to start with a clean slate.
- If you've already started entering counts and are returning to enter additional counts, you should answer No, so your new counts will be combined with the previous batch(es).

Prompts While Accepting New Counts

After selecting "Accept New Counts", you may get this prompt:

If you chose to enter counts only for the "exceptions" (where the physical counts didn't match the expected counts), many of your items will end up as 'Not Counted'.

If you have entered counts for your entire store without accepting counts in between, you should choose #2, since all uncounted items must be zero.

If you are Counting In Groups (as described in the overview article), accepting counts after each group, you must choose #1, so you don't clear counts from previous groups. In that case, you will use "Zero Out Items w/o Recent Accepted Counts" after you have accepted the last group, which will zero out the items with no counts at all.

Make the right choice. Be sure to read all screens before proceeding. Mistakes can cost valuable time and cause extreme frustration. If you have a question, please ask.

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