Batch Inventory Transaction Pages

Batch inventory transaction records enable you to store physical inventory counts in batch files, so that you can review the counts and post them to your live database, thereby adjusting the quantities in Inventory Catalog records.

As needed, you can create multiple batch files to organize your inventory counts into manageable parts, for example, by warehouse, stock item grouping, or date. The batches are identified by the Control Numbers you assign, while the records they contain are identified by a combination of Warehouse Code and Inventory Catalog Stock Number.

Menu Path

From the Warehouse Inventory menu, select Entry & Processing. From the Periodic Routines menu, select Batch Inventory Transactions.

Inventory Count Records

The data in an inventory count record includes:

Count records also include two fields for storing the accounting distributions for stock items: Organization and Account.

Batch Inventory Transactions Pages

The Batch Inventory Transactions option displays the Batch Inventory Transactions page. From this page, you can access other pages depending on the action you are performing:
Each of these pages is described in its own section. Following are descriptions of the pages tied to the Batch Inventory Transactions option:

Batch Inventory Transactions

Warehouse Inventory's Batch Inventory Transactions option lets you record into batch files the results of periodic physical inventory counts. The records within these batch files contain inventory counts for the stock items you track in the Inventory Catalog.

Once inventory count results are recorded in the batch records, you can run reports comparing physical inventory figures with the quantities on record in the live database. If there are discrepancies where the database information needs correcting, you can post the appropriate batch records to the live database, thereby updating the catalog records.

This section serves as a general introduction to using the Batch Inventory Transactions option, including advice on setting up your batch files, information on how the batch records relate to Inventory Catalog data, and an explanation of how the system updates catalog records when you post batch files.

Set Up Batch Files

A batch file is a group of batch records with the same Control Number. The Control Number controls how batch records are processed and gives you a way to organize a physical inventory count. You can organize your batch files in whatever way you need, by warehouse location, by stock item grouping, or by date, just to name a few methods.

The key is to agree with inventory personnel on a numbering system that is consistent and manageable. This way, everyone knows where to add inventory count information.

Since the Control Number also groups batch records for reporting and posting, a well-planned coding system helps ensure the most meaningful data in the Physical Inventory Edit Report and the most accurate transfer of data from the batch file to the Inventory Catalog.

Generate Physical Inventory Reports

Using the main Batch Inventory Transactions page, you can generate two reports on the records in a batch file: Physical Inventory Discrepancy report and Physical Inventory Edit report. Both reports enable you to compare the physical inventory counts for stock items with the quantities stored in the Inventory Catalog in your live database.

The last column in both reports provides two values for each stock item:

• Adjusted Quantity, the difference between the item's count and its database quantity.

• Adjusted Value, the monetary value that is currently not accounted for in the Inventory Catalog.

Based on these values, you can see which catalog records need to be updated by posting batch records to the live database. The only difference between the two report options is that the edit report includes all records within a batch, while the discrepancy report allows you to select the stock items to include using the Adjusted Quantity and Adjusted Value as search criteria.

Post Batch Inventory Transactions

When you post data for a selected batch file, the system updates records in the Inventory Catalog and generates accounting transactions as follows:

Inventory Catalog Transactions

For each catalog record referenced in the posted batch, the system takes the inventory count from the batch record, subtracts the stock item's Reserved quantity, and updates the catalog record's Available field with the difference.

Example: The physical inventory count for stock item 100 in warehouse location 110 shows a quantity of 52. You record this amount in a batch inventory transaction. Meanwhile, the Inventory Catalog record for the stock item shows a Reserved quantity of 7 and an Available quantity of 43. This leaves a discrepancy of 2 units for the catalog record.

When you post the batch inventory transaction, the system recalculates the stock item's Available quantity as follows:
52 (Inventory Count) - 7 (Reserved Quantity) = 45 (Updated Available Quantity)

• If you post a record with an inventory count equal to the catalog record's Available quantity, there is no change.

• You cannot post a batch record for a stock item if it would result in a negative Available quantity.

Accounting Transactions

If posting a batch inventory transaction changes a catalog record's Available quantity, the system generates accounting transactions for the increase or decrease. To post the transactions to Fund Accounting, use the Process General Ledger Charges Page.

Ledger Transactions

When batch inventory records are posted:

• The Expenditure Ledger account associated with the batch record is credited for additions to stock and debited for stock decreases.

• On the General Ledger, the stock item's inventory account is debited for additions to stock and credited for stock decreases.
  The inventory account comes from the Fund/Department in the Warehouse Code record's Inventory Assignment section and the Inventory Account in the Stock Number table.

Following is the general outline of the procedure for creating a batch file, entering inventory count records into the batch, reviewing and updating records, and posting the results to the live database. Detailed procedures are provided in the following sections on the individual Batch Inventory Transactions pages.

Process Batch Inventory Count Records

1. On the Batch Inventory Transactions page, click Add New to create a new batch.

2. On the Batch Inventory Transaction Detail page, enter a Control Number number to identify the batch you are adding.
   Select the Continuous box, so that you can add a series of records using the same Control Number. You can also change the number at any time during the add process to start another batch.

3. In the detail page, add your inventory count records to the batch following the add procedure for Batch Inventory Transaction Detail Page.

4. Click Accept when you are finished to return to the main Batch Inventory Transactions page.

5. Click Print to generate the Physical Inventory Edit Report for the batch you created.
   For each stock item in the batch, the report provides a comparison between the inventory count you entered and the quantity on hand in your live database. If there are any discrepancies, you can review them here.

6. To change information for a batch inventory count record, follow the update procedure in the Batch Inventory Transaction Detail Page section.

7. When you are ready to post a batch file's records, select the batch in the main Batch Inventory Transactions page, and click Post on the Action Bar.

8. In the Confirmation dialog, click Yes. The Batch Inventory Transaction Posting page displays summary information on the records you are about to post.

9. Click OK to post the batch records.

   • If a data conflict prevents any records from posting, a message appears advising you to rerun the Physical Inventory Edit Report. For the procedure, refer to Batch Inventory Transactions Page.

   • For information on how posting affects the Inventory Catalog and generates accounting transactions, refer to the sections above.