List Physical Counts

The List Physical Counts page lists all the count sheets created in the past along with the Count Type (mini or full inventory) and the Status of the same.

The following information is displayed for the Area*, Store, Count Type and Status selected using the filters at the top of the page:

Count Date: The date on which the count was performed
Count Type: The type of count.
Status: Whether the count is still open (process not completed) or was closed.

Clicking on the Count Date of a particular count will open the Update Physical Count window where basic information on the count (Count Sheet Type, Store, Count Dateand Status.) and the list of sheets included are displayed. Additionally:

The Display Physical Count button will display a consolidated sheet encompassing all the items or products from the count.
The Actual Usage Report* button opens the Actual Inventory Usage page with the period set as the last count date to the date for which the count is being entered.
The Show Case Yield Variance* button opens the Case Yield Variance page with the period set as the last count date to the date for which the count is being entered.

The Show Case Yield Variance button is available only if the Show Case Yield Variance control is set to Yes.

Click here to learn how to change the case yield variance control in Inventory Case Yield Warning.
The Close Count* button seals the count entered and updates the stock levels in CLEARVIEW.

A count record that's been created can be edited later as long as the Status is not Closed (the record was not closed using the Close Count button).

A count that was Closed using the Close Count button can be edited by re-opening it first.

TO REOPEN A COUNT:

Count records that were Closed using the Close Count button can be re-opened one at a time, in reverse chronological order.

Open the List Physical Count page.
Use the filters at the top of the page to find the record you want to reopen, if required.
Click on the Count Date of the sheet that you want to reopen.
In the Update Physical Count window:
1. Click on the link that says Click to show sheet details in the top-right corner of the page.
2. Click on the Re-Open Count button.
Click on the OK button in the confirmation pop-up box.

TO EDIT A COUNT:

Only count sheets with the Status as Open can be edited.

Open the List Physical Count page.
Use the filters at the top of the page to find the sheet you want to edit, if required.
Click on the Count Date of the sheet that you want to edit.
In the Update Physical Count window:
1. Click on the name of the sheet that you want to edit the counts for.
2. In the Enter Physical Count window:
  1. Use the Sub-Category* filter, if required.
  2. Edit the counts in the Count columns as required.
    - Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes). This allows you to account for inventory accurately.
  3. Click on the Submit button.
  4. Click on the OK button in the confirmation pop-up box.
  5. Repeat steps i to iv to edit any other count sheets (if any).
  6. To compare the current case yield with the previous case yield click on the Show Case Yield Variance button (click here for more information).
    
    The Show Case Yield Variance button is available only if the Show Case Yield Variance control is set to Yes. and the count is a full inventory count..
    
    Click here to learn how to change the Show Case Yield Variance control in Inventory Case Yield Warning settings.
  7. To compare the current case yield with the previous case yield click on the Show Case Yield Variance button (click here for more information).
  8. Click on once all edits have been done.
3. If there's more than one sheet, repeat steps a and b for all the other sheets that you want to edit.
4. Once you've finished editing, click on the Close Count button.
5. In the Close Physical Count Warnings window:
  - If Open Purchase Orders are displayed on the page:
    1. Click on the PO Number* of an open PO.
    2. Click on the Turn PO Into Invoice button in the Update Purchase Order window.
    3. In the Create Invoice window:
      1. Enter the Invoice Number.
      2. Check the Invoice Date and change it if required.
      3. Check the Date Received and change it if required.
      4. Enter any notes for internal use in Internal Memo if required.
      5. Click on the Create button.
      6. Click on the OK button in the confirmation pop-up box.
      7. Check the Tax^, Shipping and Rebate/Discount figures with the invoice received from the supplier, and update the values if required.
      8. Click on the Update button if you made any changes to the figures.
      - To make changes to the quantity or price of existing supplier products:
        
        Click on the View Invoice Details button.
        
        In the Invoice Details window:
        
        Make changes to the Qty Received and Unit Cost as required.
        
        Changing the Unit Cost will update the Current Price of the Supplier Product for the store once the invoice is closed.
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
      1. If you don't need to make any more changes to the invoice, click on the Close Invoice button.
        
        Closing the invoice will add the stock received to the inventory.
        
        A closed invoice can be re-opened so that it can be edited.
      2. Click on the OK button in the confirmation request pop-up box.
    4. Repeat the steps for each open PO.
  - If Open Transfers are displayed on the page:
    - If the Status of a transfer is Pending Approval:
      1. Click on the transfer date of the open transfer.
      2. In the Update Transfer window:
        
        Enter any notes for internal use in Memo if required.
        
        This field is mandatory if the transfer is being rejected.
        
        Click on the Approve or Refuse button to approve or reject the transfer, respectively.
        
        Click on the OK button in the confirmation request pop-up box.
        
        Click on the OK button in the confirmation pop-up box*.
      3. Repeat the steps for each open transfer that's Pending Approval.
    - If the Status of a transfer is In Process:
      1. Click on the transfer date of the open transfer.
      2. In the Update Transfer window:
        
        Place a checkmark in the Remove column of an item if you want to remove the item.
        
        To add more items:
        
        Click on the Add Products* button for finished goods or look up the raw materials using the Search* bar.
        
        In the Add Transfer Items*/Add Products to Transfer* window:
        
        Enter the Quantity* of the finished product or raw material being transferred as per each method in the Transfer* column.
        
        Per Method #1, #2 and #3 are the package sizes in which item is stored, with Per Method #1 being the biggest unit (for example, a case of tomatoes), Per Method #3 being the smallest unit (for example, each tomato) and Per Method #2 being any units that may be in between (to illustrate, if the case of tomatoes contains 24 boxes, box would be the Per Method #2 for tomatoes).
        
        Click on the Submit button.
        
        Click on the OK button in the confirmation pop-up box.
        
        Make the changes to the quantities as required.
        
        Click on the Update Transfer button.
        
        Click on the OK button in the confirmation pop-up box.
        
        If the transfer is with an internal store:
        
        Click on the Request Approval button.
        
        Click on the OK button in the confirmation request pop-up box*.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
        
        If the transfer is with an external store:
        
        Click on the Close Transfer button.
        
        Clicking on the Close button will close the transfer window but will not complete the transfer. If you happen to close the transfer window, you will have to edit the transfer and complete it by clicking on the Close Transfer button.
        
        Click on the OK button in the confirmation request pop-up box.
        
        Click on the OK button in the confirmation pop-up box.
        
        ...Close
      3. Repeat the steps for each open transfer that's In Process.
  1. Review the warnings displayed by clicking on the Show button next to each warning to see the details:
    
    Zero Count Warning
    - Indicates that the physical count for the items in the list is zero.
    - Verify that the quantity on-hand for the items in the list is actually zero.
    Negative Usage Warning
    - Indicates that the count that you entered for the items listed is more than physically possible (i.e. count entered > the last closed count for your store + purchases + transfers in - transfers out - inventory used). This implies that you have gained inventory that has not been accounted for in CLEARVIEW.
    - Verify the count entered is correct and that all purchases and transfers for the item have been recorded in CLEARVIEW.
    No Sales Information Available
    - Indicates that the sales information for your store for the days indicated weren't received by CLEARVIEW.
    - Verify that the end of day was completed for the days indicated.
    Zero Price Warning
    - Indicates that there isn't a price assigned to the items listed.
    - Check the last invoice for each of the items in the list and ensure that the price is recorded correctly on them.
  2. If there are no warnings or you're satisfied that the warnings are of no concern, click on the Close Count button.
6. Click on the OK button in the confirmation request pop-up box.
7. Click on the OK button in the confirmation pop-up box.

TO DELETE A COUNT:

Only count sheets with Status as Open can be deleted.
Count sheets can only be created for the last 60 days. Hence, if a sheet older than 60 days is deleted, you will not be able to create another count for that date.

Open the List Physical Count page.
Use the filters at the top of the page to find the sheet you want to delete, if required.
Click on the Count Date of the sheet that you want to delete.
In the Update Physical Count window:
1. Click on the link that says Click to show sheet details in the top-right corner of the page.
2. Click on the Delete button.
Click on the OK button in the confirmation request pop-up box.

Associated Settings

Inventory Item Master List controls the complete list of inventory items in the organization.
Inventory Item by Location controls the inventory items for the store selected.
Inventory Items controls the set-up of individual inventory items.
Inventory Count Sheets controls the count sheets for all stores.
Inventory Count Sheet Audit is a quick way to identify issues with your count sheets.
Inventory Categories controls the categories for inventory items.
Inventory Sub-Categories controls the sub-categories for inventory items.
Inventory Case Yield Warning controls the warning when case yields are higher or lower than the buffer set.
Sales Yield Worksheet controls the buffer percent for the case yield warning.

*optional section or field that may or may not be visible depending on the settings selected, whether the supplier is integrated or not, etc.