Recording Physical Counts

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Most organizations occasionally take inventory, to make sure that computer records match what's actually in each storeroom. If there's a difference between the expected quantity of an item and the actual quantity on hand, you use a physical count record to state the actual quantity.

To record a physical count, go to Items | Storeroom Assignments or Coding Definitions | Items | Storeroom Assignments and click on the record for the storeroom and item whose count you want to record. Click Edit to open the code's record. Then, in the record's Item Activity section, click New Physical Count. This opens a window where you can record the results of your physical count. The window contains the following:

Entry Date: A read-only field giving the date that this record was created.

Effective Date: The effective date when the physical count took place. By default, this is set to the current date and time, but you can set it to some other date/time.

User Contact: A read-only field giving your user name. This will appear in MainBoss's accounting history to show who recorded the physical count.

Storage Assignment: A storeroom assignment record indicating the item and storeroom where the count was taken. For more on storeroom assignment records, see Storeroom Assignments.

Adjustment Code: A read-only field identifying the adjustment code used for this physical count. For more on adjustment codes, see Item Adjustment Codes.

Voiding Void Physical Count Entry Date: A read-only field giving the date on which this physical count was voided, if applicable.

Voiding Void Physical Count: A read-only field giving the void code used to void this physical count record, if applicable.

Quantity: The new quantity on hand in the storeroom, as determined by the physical count.

Item Pricing and Purchasing History: This area lets you specify a pricing record for the item you want to purchase. Pricing records may be price quotes or actual prices paid in the past. (For more on price quotes, see Item Pricing.)

At the bottom of this area is a drop-down list which will display storage assignments based on the options specified in the "Item Location" area. By choosing appropriate options, you can reduce the entries that are shown in the drop-down list, making it quicker and easier to choose the one you want. The possible options are:

Do not include Purchasing History: If you checkmark this box, the drop-down list will only contain price quotes. If you leave the checkbox blank, the drop-down list will also contain actual prices paid to vendors in the past.

Drop-down list: The drop-down list at the end of the "Item Pricing and Purchasing History" area shows pricing records that satisfy the options you have specified.

On Hand: Read-only fields giving the quantity expected in the given storeroom and the price for that quantity.

Pricing Basis: Read-only fields giving pricing information from the record selected in "Item Pricing and Purchase History".

Calculated Item Price Cost: A read-only field giving the unit cost and total cost of new quantity on hand, as calculated from existing MainBoss pricing information.

Use calculated item price cost: If this box is checkmarked, MainBoss will use "Calculated Cost" as the actual cost of the given "Quantity". If you want to use some other cost, leave the box blank and fill in "Cost".

Cost: The cost of the given "Quantity". You can fill in the "Unit Cost" column (the cost of a single unit of the item) or the "Total Cost" (the total cost of the adjustment). Whichever column you fill in, MainBoss automatically fills in the other column. If you checkmark Use calculated item price cost, MainBoss automatically fills in both columns.

From Cost Center, To Cost Center: Read-only fields telling the cost centers involved in this operation. MainBoss creates accounting records indicating the transfer of money from the first cost center to the second. These fields are only visible if your database has an Accounting license key. For more, see Accounting Facilities.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save: Saves the current record. The editor window stays open in case you want to make more changes to the same record.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

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