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Physical Inventory

ScanSPOT supports two ways of taking a physical inventory:

  • Phys. Inventory: Warehouse employees count freely on the device. The count results are imported at the workstation into the Phys. Inventory Journal and posted there.
  • Phys. Inventory Recording: The count runs via a phys. inventory order with phys. inventory recordings from standard Business Central. ScanSPOT fills in the recordings on the device. Here, too, you can count freely (see Counting freely with the phys. inventory recording).

Preferably use the phys. inventory recording.

For both ways, the respective handling area must be enabled and unlocked for the locations. With the license plan ScanSPOT Phys. Inv. Only, exactly these two handling areas are available.

Physical inventory via the Phys. Inventory Journal​

Counting on the device​

  1. In the Role Center, tap the Phys. Inventory tile.
  2. Choose the location. The list shows the number of the user's own count positions per location. If there is only one location, the selection is skipped.
  3. The Phys. Inv. Data list shows all count positions of the location. With New, you create a position, and the position card opens.
  4. Scan item, bin, lot, or serial number, record the counted quantity, and confirm with √.

Each count position is a separate task. A confirmed position can be reopened and corrected as long as it has not yet been imported into the journal. If it has already been imported, first delete the line in the Phys. Inventory Journal.

note

With this way, lots and serial numbers are recorded, but not transferred as item tracking to the Phys. Inventory Journal. Counting is done per item, variant, location, and bin. For physical inventories with item tracking, use the phys. inventory recording.

Import into the Phys. Inventory Journal​

In the Phys. Inventory Journal, ScanSPOT adds the columns Imported Phys. Inv. Quantity and Imported Phys. Inv. Data as well as the actions Import from ScanSPOT … and Phys. Inventory Data.

  1. Choose Import from ScanSPOT …. The list of confirmed phys. inventory data that has not yet been posted opens.
  2. Select the lines you want and confirm.
  3. If the journal already contains lines, ScanSPOT takes the posting date and document number from there. Otherwise, the dialog Import Options - Phys. Inventory Data asks for Posting Date and Document No. The document number is mandatory if the journal template has no number series.
  4. ScanSPOT assigns each record to the journal line with the same item, the same variant, the same location, and bin. If there is no such line, ScanSPOT creates it, also for items without inventory.
  5. Qty. (Phys. Inventory) of the journal line is set to the total of the assigned phys. inventory data.

Then post the journal as usual.

Removing the assignment: In the Phys. Inv. Data list, Unassign from Journal removes the assignment of imported, unposted data, and the quantity of the journal line is recalculated.

Tracing: On the Item Ledger Entries page, the action Phys. Inventory Data shows the posted counts for an entry.

Phys. Inventory Recording​

Preparation in Business Central​

Create a Phys. Inventory Order as usual and generate the recordings with Make New Recording. For each recording with status Open at an unlocked location, ScanSPOT creates a task. The phys. inventory recording gets the ScanSPOT fields Priority and Task Status.

Recording on the device​

  1. In the Role Center, tap the Phys. Inventory Recordings tile. The Recordings list shows the open recordings.
  2. Tap a recording. The list of its lines opens.
  3. Record each line in the position card: bin, lot or serial number, and counted quantity. Create additional items you find as a new line.
  4. End the recording with Completed Recording. If not all lines have been recorded yet, ScanSPOT first asks whether you want to complete it anyway; with No, the recording stays open. Reopen Recording undoes this.

If the line has already been recorded in Business Central, ScanSPOT uses its quantity as the default.

Counting freely with the phys. inventory recording​

With the phys. inventory recording, warehouse employees can also count freely, as with the Phys. Inventory Journal. To do so, create a recording with only a few lines. The warehouse employees create all other counted items on the device as new lines.

note

The recording needs at least one line. For a recording without lines, ScanSPOT does not create a task, and it does not appear on the device.

Result​

On completion, ScanSPOT writes bin, lot, serial number, and quantity to the recording lines and creates additionally recorded lines. Then ScanSPOT automatically completes the phys. inventory recording. If the task is reopened on the device, ScanSPOT also reopens the recording.

You complete and post the phys. inventory order in Business Central. ScanSPOT does not post it.