Printing Physical Inventory Reports (MPIR)
Purpose: Use the Select Physical Inventory Reports function to print the physical inventory reports. You also use this function to process the physical inventory update when all of the counts for a batch have been entered.
You can print these reports at any time during the physical inventory process.
In this topic:
• Physical Inventory Report Selection Screen
• Physical Inventory Evaluation Report Screen
• Select Zones/Aisles Window (Evaluation Report)
• Printing the Physical Inventory Evaluation Variance Report with Update
• Physical Inventory Audit Table
• Physical Evaluation Variance Report by Unit Variance
• Physical Evaluation Variance Report by Item Warehouse
• Pending RF Physical Inventory Batches Report
• Compare Physical Inventory Counts by Batch Report
• Compare Physical Count Tickets Report
• Physical Inventory Ticket Listing
• Outstanding Physical Listing
• Physical Inventory New On Hand Change Report
• Unprocessed Physical Inventory Records Report
• Reserved Quantity Greater Than On Hand Report
Physical Inventory Report Selection Screen
Use this screen to select the report you want to print, or to select the variance report with update when you are ready to update your warehouse records with the physical inventory counts.
How to display this screen: Enter MPIR in the Fast path field at the top of any menu, or select Select Physical Inventory Reports from a menu.
Field |
Description |
Selection option |
The report you wish to print. Valid options are: • Physical Inventory Evaluation Variance Report: Prints the Physical Evaluation Variance Report by Unit Variance and Physical Evaluation Variance Report by Item Warehouse. Before printing the report, the system advances you to the Physical Inventory Evaluation Report Screen. • Pending RF Physical Inventory Batches: Prints the Pending RF Physical Inventory Batches Report. • Compare Physical Inventory Counts Listing: Prints the Compare Physical Inventory Counts by Batch Report. • Physical Inventory Ticket Listing: Prints the Physical Inventory Ticket Listing. • Print Outstanding Physicals: Prints the Outstanding Physical Listing. • Print Physical Inventory No Entry Audit: Prints the No Entry Audit Report. • Print Physical Inventory Zero Count: Prints the Zero Count Report. • Physical Inv Variance with Update: Prints the Physical Inventory New On Hand Change Report, Unprocessed Physical Inventory Records Report, and Reserved Quantity Greater Than On Hand Report. In addition, updates the warehouse records with the physical inventory counts. Required. |
Control/Batch # |
The control number and batch number for which you are generating the selected report. A control number is required if you select Physical Inventory Evaluation Variance Report or Physical Inv Variance with Update. A control number and batch number is required if you select Print Physical Inventory No Entry Audit or Print Physical Inventory Zero Count. You cannot enter a control number or batch number if you select Pending RF Physical Inventory Batches: Both Control and Batch numbers must be 0. Control #: Numeric, 3 positions. Batch #: Numeric, 5 positions. |
Instructions:
1. Select the report you want to print in the Selection option field.
2. Optionally, enter the Control # and Batch # for which you are generating the report in the Control/Batch # field. A message indicates that you entered an invalid Control #/Batch # combination: Physical Inventory Batch Not Found.
If you selected Physical Inventory Evaluation Variance Report or Physical Inv Variance with Update, the system advances you to the Physical Inventory Evaluation Report Screen where you can specify additional options for the report. Otherwise, the system prints the selected report; see Additional Reports.
If you selected Physical Inv Variance with Update, the system also updates the system tables with the results of the physical inventory; see Printing the Physical Inventory Evaluation Variance Report with Update.
Physical Inventory Evaluation Report Screen
Purpose: Use the Physical Evaluation Variance Report by Unit Variance to analyze the results of the physical inventory for the batch without updating the Item Location table with the new on-hand quantities. You can run this report at any time during the physical inventory process. The report runs separately for each batch, and can be run for item locations in specific zones and aisles in the batch if desired.
The report lists the first, second, and final counts entered for each item location in the batch or physical inventory, the count that will be used in the evaluation, the on-hand quantity in the Item Location when the physical inventory was generated, and provides variance information by units and cost.
You can also print this report from Entering Physical Counts by Tickets (MPIE) or Entering Physical Counts by Worksheets (MPIE).
If you use FIFO costing: If you use the FIFO (first-in, first-out) costing method, you cannot review cost variance for individual item/locations, because the unit cost may not be the same for all units of an item within a location. For this reason, the system produces two different versions of the evaluation report:
• Physical Evaluation Variance Report by Unit Variance provides variance information at the item/location level, but cost information is omitted
• Physical Evaluation Variance Report by Item Warehouse provides the total cost variances based on the total of all selected FIFO layers.
See FIFO Costing.
RF physical inventory: These reports do not include counts being entered in RF Physical Inventory (records in the Physical Inventory Upload New table). In order to include counts done in RF Physical Inventory, you must first accept the count to upload the records from the Physical Inventory Upload New table to the Physical Inventory table.
How to display this screen:
• Select Physical Inventory Evaluation Variance Report or Physical Inv Variance with Update at the Physical Inventory Report Selection Screen.
• Select Print Evaluation Report at the Physical Inventory Batch Entry Screen.
• Select Print Eval Report at the Physical Inventory Ticket Entry Screen (Entering Counts).
Field |
Description |
Control # |
The physical inventory control number and batch number for which you are generating the report. The Control # and Batch # you entered on the Physical Inventory Report Selection Screen default, but you can override them. Control #: Numeric, 3 positions; required. Batch #: Numeric, 5 positions; optional. |
Complete physical |
Indicates whether you want all item locations in the batch evaluated, or only those with entered counts. Valid values are: • Selected = A complete physical inventory is being performed for the batch. If you are running the report with update, any item location in the batch without an entered count will have the on-hand quantity set to zero when you perform the update. • Unselected = Only a partial physical inventory is being performed. If you are running the report with update, the system will not reset the on-hand quantity to zero for item locations with unentered counts. |
Select all items |
Indicates whether to include all item locations on the report, or only those with a variance that exceeds the tolerance limits you define. Valid values are: • Selected = Include all item locations in the report. If the Complete physical field is selected, items with unentered counts will appear on the report, and the sort will be based on the variance caused by updating the on-hand quantity to zero. If the Complete physical field is unselected, items with unentered counts will appear on the report, but the sort will be based on a variance of zero, since the on-hand quantity will not be updated. • Unselected = Item locations will be included only if they exceed the tolerance limits. If the Complete physical field is selected, items with unentered counts will appear on the report only if the on-hand quantity was greater than zero, since the update will produce a variance. If the Complete physical field is unselected, no items with unentered counts will appear on the report. This field does not appear when you select the Physical Inventory Evaluation Variance Report With Update option to perform a physical inventory update. |
Physical Evaluation Variance Options: |
|
Units |
The maximum variance between the physical count and the previous on-hand quantity for the item location. When you unselect the Select all items field, an item location appears on the report only if the variance is greater than this number of units. Defaults from the Units Variance (A20) system control value, but you can override it. Numeric, 7 positions; optional. |
Cost dollars |
The maximum dollar amount variance between the physical count and the previous on-hand quantity for the item location. When you unselect the Select all items field, an item location appears on the report only if the cost variance is greater than this amount. Defaults from the Cost Variance (A21) system control value, but you can override it. Numeric, 12 positions with a 2-place decimal; optional. |
Pct of units (Percentage of units) |
The maximum unit percentage variance between the physical count and the previous on-hand quantity for the item location. When you unselect the Select all items field, an item location appears on the report only if the variance is greater than this unit percentage. Defaults from the Percent Units Variance (A22) system control value, but you can override it. Numeric, 7 positions; optional. |
Pct of cost dollars (Percentage of cost dollars) |
The maximum dollar percentage variance between the physical count and the previous on-hand quantity for the item location. When you unselect the Select all items field, an item location appears on the report only if the cost variance is greater than this percentage. Defaults from the Percent Units Variance (A22) system control value, but you can override it. Numeric, 6 positions with a 2-place decimal; optional. |
Physical Evaluation Output Options: |
|
# of copies |
The number of copies (up to 999) of the report that you want to print. A 1 defaults, but you can override it. Numeric, 3 positions; required. |
Display LPN details |
Controls whether the report lists each LPN included in an item location, and provides count details for each. Valid values are: • Selected = List LPN detail. • Unselected (default) = Do not list LPN detail. |
The variance calculation or other means used to sort the report. Item locations or LPNs appear in descending order by: 1= Units 2 = Cost dollars 3 = Percent of Units 4 = Percent of Cost Dollars 5 = Item location All variance amounts appear on the report, regardless of the sort method selected. The sort is based on actual rather than absolute value, which means that positive variances appear first in descending order, followed by zero variances, then followed by negative variances in ascending order. Numeric, 1 position; required. |
|
Screen Option |
Procedure |
Limit the item locations to include on the report to particular zones or aisles |
Select Zone/Aisle Selection to display the Select Zones/Aisles Window (Evaluation Report). |
Select Zones/Aisles Window (Evaluation Report)
Purpose: Use this window to limit the item locations included on the report or update by warehouse zone or aisle.
For example, the physical inventory batch might include item locations in zones 1 through 4 of your warehouse. You might want to print the variance report for item locations in Zone 1 only, because count entry has not been completed for the other zones in the batch.
How to display this window: Select Zone/Aisle Selection at the Physical Inventory Evaluation Report Screen.
Field |
Description |
Zones |
The codes representing the warehouse zones where the item locations are located. You can select up to 10 zones. The codes are defined in and validated against the Location table. Alphanumeric, 1 position; required. |
Range of aisles |
The starting and ending codes of the aisles in the specified warehouse zones to include. You can enter aisle ranges only if you also enter zone codes. The aisle codes are validated against the Location table. Numeric, 2 positions each; optional. |
The system generates the PIEVAL_RPT batch job, which prints the Physical Evaluation Variance Report by Unit Variance. Additionally, if you use FIFO costing, this batch job generates Physical Evaluation Variance Report by Item Warehouse. The PIEVAL_RPT is generated in a held status. Select Accept Pending at a menu to advance to the Work with Submitted Jobs screen, where you can release this job.
Differences in inventory valuation before physical inventory update: If you are not performing the update at the time you generate the report, the costs displayed on the report are informational only. Depending on the amount of activity against the FIFO layers for these item/SKUs in the indicated warehouse, the actual costs will vary.
For example, the costs on the report could be based on FIFO layers whose on-hand quantity will be exhausted by sales before you process the physical inventory update; in this situation, the system selects the next layers in the standard hierarchy for evaluating the cost of the physical inventory.
In addition to the variance reports produced when you select Physical Inventory Evaluation Variance Report or Physical Inv Variance with Update, the reports available at the Physical Inventory Report Selection Screen are:
Selection Option |
Report Use |
Pending RF Physical Inventory Batches |
Use the Pending RF Physical Inventory Batches Report to review physical inventory batches that exist in the Physical Inventory Upload New table. The system creates a record in this table when you enter counts for a physical inventory batch in RF Physical Inventory; the records remain in this table until you accept the batch and upload the records to the Physical Inventory table. |
Compare Physical Inventory Counts Listing |
Use the Compare Physical Inventory Counts by Batch Report or the Compare Physical Count Tickets Report to identify the item locations that require a final count. You can run the report for a single physical inventory batch or for all batches. • The Compare Physical Inventory Counts by Batch Report prints when you use the Sheet method of entering physical counts. The report includes the first and second count entered for each item location or LPN in the batch and the variance between the two counts. • The Compare Physical Count Tickets Report prints when you use the Tickets method of entering physical counts. The report includes the first and second count entered for each ticket in the batch and the variance between the two counts. The report also indicates the ticket number associated with each count and the current count status. RF physical inventory: This report does not include counts being entered in RF Physical Inventory (records in the Physical Inventory Upload New table). In order to include counts done in RF Physical Inventory, you must first accept the count to upload the records from the Physical Inventory Upload New table to the Physical Inventory table. |
Physical Inventory Ticket Listing |
Use the Physical Inventory Ticket Listing to review information on each ticket for an item location or LPN, including the counts for each. RF physical inventory: Counts being entered in RF Physical Inventory (records in the Physical Inventory Upload New table) display on this report as uncounted. In order to include counts done in RF Physical Inventory, you must first accept the count to upload the records from the Physical Inventory Upload New table to the Physical Inventory table. |
Print Outstanding Physicals |
Use the Outstanding Physical Listing to review each physical inventory batch in process. |
Print Physical Inventory No Entry Audit |
Use the No Entry Audit Report to review the item locations or LPNs in a physical inventory that do not yet have entered counts. RF physical inventory: Counts being entered in RF Physical Inventory (records in the Physical Inventory Upload New table) display on this report as uncounted. In order to include counts done in RF Physical Inventory, you must first accept the count to upload the records from the Physical Inventory Upload New table to the Physical Inventory table. |
Print Physical Inventory Zero Count |
Use the Zero Count Report to review item locations or LPNs which previously had an entered count (that is, there was inventory in the location) and which had a count of 0 entered on a subsequent count. This report does not include item locations or LPNs which never had a count greater than zero entered. Running this report will help you catch an error in which a zero count was entered for the wrong item location or LPN. RF physical inventory: This report does not include counts being entered in RF Physical Inventory (records in the Physical Inventory Upload New table). In order to include counts done in RF Physical Inventory, you must first accept the count to upload the records from the Physical Inventory Upload New table to the Physical Inventory table. |
Printing the Physical Inventory Evaluation Variance Report with Update
Purpose: Use this option to update the system tables with the results of the physical inventory. When you select this option, the Item Location table is updated with the new on-hand quantities for each item location included in the physical inventory and the Physical Inventory Evaluation Variance report prints.
How to process the update: Select Physical Inv Variance With Update at the Physical Inventory Report Selection Screen. The system:
• Updates the Item Location and LPN tables with any changes if the Upload Counts (A12) system control value is unselected.
• Creates an Inventory Transaction History record for each change (with a transaction type of P).
• Unreserves reserved order detail lines if the new on hand quantity is less than the reserved quantity for the item warehouse. In this situation, the system removes any pick slip preparation that has been applied to the order and then reevaluates the order for pick slip preparation; see Preparing Orders for Pick Slip Generation.
• Produces the Physical Inventory New On Hand Change Report, the Unprocessed Physical Inventory Records Report, and the Reserved Quantity Greater Than On Hand Report.
Complete vs. partial: If you select to process a complete physical inventory (by selecting the Complete physical field at the Physical Inventory Evaluation Report Screen), the system will update each item location or LPN record in the batch you selected, including item locations with no counts entered. If you select to process a partial physical inventory, the system will update only those item locations or LPNs with entered counts, and leave unentered item locations or LPNs in the Physical Inventory table.
The update is run separately for each batch. You can choose to run the update separately for item locations in specific zones and aisles in the batch if desired.
Update audit table? If the Populate Physical Inventory Audit Table (L19) system control value is selected, running the report with update also creates records in the Physical Inventory Audit Table so that you can send the information to an external system.
The screens you use and the resulting variance report are described under Physical Inventory Report Selection Screen. See Physical Inventory Overview for step-by-step instructions for performing a physical inventory.
Physical Inventory Audit Table
The system creates records in this table when you select the Printing the Physical Inventory Evaluation Variance Report with Update option if the Populate Physical Inventory Audit Table (L19) system control value is selected. The contents of the table, which are derived from the Physical Inventory Work table, are described below.
Field |
Description |
Company |
The company where the physical inventory was generated. Company codes are defined in and validated against the Company table. See Setting Up Companies (WCMP) for background. Numeric, 3 positions. |
Control# |
The physical inventory control number for which you generated the report. The control number represents the number of outstanding physical inventories in your company; for example, if you are currently running two physical inventories, this number is 2. Numeric, 3 positions. |
Batch # |
The batch number for which you generated the report. The system breaks Physical inventory records out into batches based on the setting of the Batch Size (A08) system control value if the Assign Batch Numbers (A07) system control value is selected; otherwise, Physical Inventory records are assigned a batch number of 1. Numeric, 5 positions. |
Sequence # |
A unique number assigned by the system to identify the Physical Inventory Audit record. Numeric, 7 positions. |
Warehouse |
The number identifying the warehouse where the physical inventory took place. Warehouse codes are defined in and validated against the Warehouse table; see Creating and Maintaining Warehouses (WWHS) for background. Numeric, 3 positions. |
Item |
The code identifying a unit of inventory that you sell. Item codes are defined in and validated against the Item table; see Performing Initial Item Entry (MITM) for background. Alphanumeric, 12 positions. |
SKU |
The item’s unique characteristics, such as its color and size. Included only if the item has SKU’s. Defined in and validated against the SKU table; see Performing Initial Item Entry (MITM) for background. Alphanumeric, 14 positions (three 4-position fields). |
Location |
The location in the warehouse where the item is stored. Location codes are defined in and validated against the Location table; see Creating and Maintaining Locations (WLOC) for background. Alphanumeric, 7 positions. |
PIA LPN Number |
The license plate number associated with the count of the item in this location. Used only if the LPN Tracking (E16) system control value is selected. You can have any number of LPNs of an item in a location. If you use LPNs to manage your inventory, the system generates a separate ticket for each LPN. If there are “loose” units of the item not associated with an LPN, the system produces an LPN with the number of 0. Using LPNs is part of radio frequency; see Radio Frequency Overview. Note: The system discontinues LPN tracking for a quantity of an item when you place it in a primary location. Numeric, 6 positions. |
Ticket |
Not currently implemented. Numeric, 7 positions. |
Control ID |
The Control ID, if any, entered at the Generate Physical Inventory Screen. Numeric, 10 positions. |
PIA Count 1 |
The on-hand quantity entered during the first count entry. Numeric, 7 positions. |
On hand |
The quantity listed as on-hand before generating the physical inventory. Numeric, 7 positions. |
Unit variance |
The difference between the previous on-hand quantity and the quantity entered for the first count. If the first count quantity is lower than the previous on-hand, the variance is a negative number. Numeric, 7 positions. |
Cost variance |
The difference between the extended cost of the previous on-hand quantity and the extended cost of the quantity entered for the first count. Calculated based on your Costing Method (A25) system control value. If the extended cost based on the first count is lower than the cost based on the previous on-hand, the cost variance is a negative number. Numeric, 11 positions with a 4-place decimal. |
Unit pct variance |
The percentage difference between the previous on-hand quantity and the quantity entered for the first count. If the first count quantity is lower than the previous on-hand, the unit percentage variance is a negative number. Numeric, 6 positions with a 2-place decimal. |
Cost pct variance |
The percentage difference between the previous extended cost and the extended cost based on the first count. If the first count extended cost is lower than the previous extended cost, the cost percentage variance is a negative number. Numeric, 6 positions with a 2-place decimal. |
Count flag |
A flag used in the physical inventory update process. Alphanumeric, 1 position. |
Entered by user |
The user ID of the person who was logged onto the system when count entry was selected. This ID might differ from the person who performed the count. Alphanumeric, 10 positions. |
Process date |
The date when the physical inventory update was processed. Numeric, 7 positions (CYYMMDD format). |
Zone |
The warehouse zone where the item location or LPN was counted. Alphanumeric, 1 position. |
Aisle |
The warehouse aisle where the item location or LPN was counted. Alphanumeric, 2 positions. |
Date generated |
The date when the physical inventory was generated. Numeric, 7 positions (CYYMMDD format). |
Generated by user |
The user ID of the person who used the Generating a Physical Inventory (MGPI) option to generate the physical inventory. Alphanumeric, 10 positions. |
Counted by user |
The user ID of the person who performed the count. If you use sheet entry, this field is from the Counted by field at the Physical Inventory Batch Entry Screen; otherwise, this field is the same as the Entered by user field. Alphanumeric, 10 positions. |
PIA Count 2 |
The on-hand quantity entered during the second count entry. Numeric, 7 positions. |
PIA Final count |
The on-hand quantity entered during the final count entry. Numeric, 7 positions. |
PIA Count status |
A flag used in the physical inventory update process. Alphanumeric, 1 position. |
