Physical Inventory for Items and Service Items

The following sections describe the physical inventory process in TRASER DMS 365 for items and service items. In this instance, the physical inventory process for the entire warehouse stock on a specific date, commonly known as the annual inventory, is being described. This documentation is divided into the following sections:

Creating a Physical Inventory Order
Calculating Physical Inventory Order Lines
Creating Physical Inventory Recordings
- Filling out the Physical Inventory Recording Header
- Filling out the Physical Inventory Recording Lines
Completing the Physical Inventory Order

Important!

Inventory recordings should always be fully completed on the same day to ensure accurate results. During the recording process, no inventory postings should be made at the bin as this could lead to inaccuracies caused by erroneous entries. To prevent physical inventory orders from remaining open for an extended period, please divide them into smaller units (e.g., by bin) and post them on the same day. This is the only way to ensure precise and reliable inventory results, free from inaccuracies caused by wrong postings.

Creating a Physical Inventory Order

To create a new physical inventory order, please proceed as follows:

Use the quick search (ALT+Q) to find the page Physical Inventory Orders in TRASER DMS 365.
The page Physical Inventory Orders is displayed.
Click New in the menu bar.
An empty physical inventory order is displayed.
In the General tab, fill out the following fields:

Field	Description
No.	Enter the number for the inventory order. This field will be filled in by the system if you have previously filled in the fields in the Numbering FastTab in the Inventory Setup.
Description	Enter a specific description for the inventory order. A clear description is important for easy identification in the inventory order overview.
Location Code	Enter the location to which the inventory order should apply.
Person Responsible	Enter the person responsible for the inventory order.
Order Date	Enter the order date for the inventory order. The order date has a purely informal purpose.
Posting Date	Enter the posting date for the inventory order. The posting date determines the date on which the changes from the inventory countings are posted to accounting.
Shortcut Dimension 1 Code	Optional Enter the code for shortcut dimension 1 here.
Shortcut Dimension 2 Code	Optional Enter the code for shortcut dimension 2 here.

You can fill out more fields as needed.

You have successfully created a new inventory order. The next section explains how to calculate the physical inventory order lines.

Calculating Physical Inventory Order Lines

To calculate the inventory order lines, please proceed as follows:

Use the quick search (ALT+Q) to find the page Physical Inventory Orders in TRASER DMS 365.
The page Physical Inventory Orders is displayed.
Open the Physical Inventory Order that you created.
The inventory order card is displayed.
Click Prepare > Calculate > Calculate Lines... in the menu bar.
The page Calc. Phys. Invt. Order Lines is displayed.
Activate the toggle switch Calculate Qty. Expected if you would like the system to calculate and insert values into the Qty. Expected field when calculating the inventory order lines. You can also perform this task at a later time by using the Calculate Qty. Expected action in the menu bar of the physical inventory order.
Activate the toggle switch Items Not on Inventory if inventory order lines should also be created for items for which a quantity of 0 is expected.
If needed, you can apply certain filters or enter more details in the Filter: Item tab.
Check all information and click OK to calculate the inventory order lines.
The inventory order lines are added to the Lines tab.

You have successfully calculated the physical inventory order lines. This section describes how to create inventory recordings.

Tip

If needed, you can block and unblock bins in the inventory order. If you block a bin, no modifications can be made to items located in the blocked bin. This is crucial to ensure that the inventory order can be smoothly completed without being impacted by any changes in stock.
To block/unblock bins, please proceed as follows:

In the menu bar of a physical inventory order, click on Actions > Functions > Bin > Block Bins or Unblock Bins.

The page Edit - Block/Unblock Bins is displayed.

In the Lines FastTab you can select the bins you would like to block or unblock.

Click Yes to confirm your selection.

You have blocked/unblocked bins.

Creating Physical Inventory Recordings

You can choose to generate one or multiple inventory records for each inventory order, allowing your employees to enter determined quantities either manually or with the assistance of a barcode scanner, such as the Tasklet Factory Mobile WMS. To create a physical inventory recording, please proceed as follows:

Use the quick search (ALT+Q) to find the page Physical Inventory Orders in TRASER DMS 365.
The page Physical Inventory Orders is displayed.
Open a Physical Inventory Order that contains already calculated Inventory Lines.
The inventory order card is displayed.
Click on Actions > Other > Make New Recording... in the menu bar.
You can enter the following information:

Option	Description
Only Unrecorded Lines	Activate this toggle switch to generate a new inventory recording line only if the data does not exist in any other inventory recording line. This ensures that each item is only recorded once, preventing any instances of duplication across multiple recordings.
Allow Recording without Order	Activate this toggle switch if employees should be allowed to count items that are not listed on the physical inventory order.
Empty Recording	Activate this toggle switch if the inventory recording should be created with empty lines, allowing employees to count items independently and flexibly.
Recount Recording	Activate this toggle switch if the inventory recording should be treated as a recounted recording. For more information on recounted recordings, please go to the Recounting section.

If needed, you can apply certain filters or enter more details in the Filter: Phys. Invt. Order Header tab.

Important!

When recording inventory for service items, please ensure that the Empty Recording toggle switch is always deactivated. Only then can the serial numbers of the service items be accurately transferred to the inventory recording lines, with each service item having its own line. For standard items, however, especially those intended for manual counting, it is advisable to create an empty recording. This approach allows for independent and flexible counting.

Check all information and click OK to create the recording.

You have successfully created an inventory recording. You can create multiple recordings for the same inventory order. The next section describes how to fill out the header of an inventory recording.

Filling out the Physical Inventory Recording Header

Note

The following instructions presuppose that you have already opened an inventory order for which one or more inventory recordings have been generated.

To fill out the inventory recording header, please proceed as follows:

In the menu bar of the opened inventory order, click on Related > Order > Recordings to open an overview of all inventory recordings for the inventory order.
click on the order number of the recording you would like to open.
The inventory recording card is displayed.
In the General tab, fill out the following fields:

Field	Description
Order No.	This field will be filled out by the system with the linked iventory order number.
Description	Enter a distinctive description for the inventory recording, such as Counting Shelf B. Ensuring a unique description is crucial for easy identification in the recording overview or when using a scanner.
Person Responsible	Enter the person responsible for the inventory recording.
Person Recorded	Enter the person responsible for the recording. This field can also be filled out after filling out the inventory recording lines.
Date Recorded	Enter the date on which the inventory counting took place. This field can also be filled out after filling out the inventory recording lines.
Time Recorded	Enter the time on which the inventory counting took place. This field can also be filled out after filling out the inventory recording lines.

You have successfully filled out the inventory recording header. The next section describes how you, or the responsible employee, fill out the inventory recording lines during the counting process.

Filling out the Physical Inventory Recording Lines

Inventory recording lines can be filled out in two different ways. On the one hand, you have the option to perform the counting manually. For manual counting, you can generate an inventory recording report with an empty column that allows you to enter the quantities for different items. Once the counting has been completed, you or the person responsible for the counting can transfer the counted quantities from the report in TRASER DMS 365 ’s inventory recording lines. On the other hand, you have the option to perform the counting using a barcode scanner, such as the Tasklet Factory Mobile WMS.

Manual Counting

Note

The following instructions presuppose that you have already opened an inventory order for which one or more inventory recordings have been generated.

To perform a manual counting, please proceed as follows:

In the menu bar of the opened inventory order, click on Related > Order > Recordings to open an overview of all inventory recordings for the inventory order.
Click on the order number of the recording you would like to open.
The inventory recording card is displayed.
To print the inventory recording report, select Print... from the menu bar.
Check the details and click on Print to print the report. If needed, you can also check the preview via the Preview action.
You can now use the printed report to perform the counting in the warehouse.
Once the counting in the warehouse has been completed, you can enter the quantities into the inventory recording lines.
If you activated the toggle switch Empty Recording when creating the Inventory Order, please first enter the item number as well as the information regarding the location in the right columns.
Enter the counted quantity of the item in the Quantity column. The system then automatically activates the checkbox Recorded for the relevant lines.
Once you have entered all quantities, click on Finish... to finish the inventory recording.
The fields Qty. Recorded (Base) as well as No. of Recording Lines on the inventory order will be filled out with the values of the inventory recording.

The manual counting is completed. The next section describes how to perform a counting using a barcode scanner instead.

Counting via a Barcode Scanner

Note

The following instructions presuppose that you perform the counting using the barcode scanner Tasklet Factory Mobile WMS. Due to the high flexibility of Mobile WMS in Microsoft Dynamics Business Central, it may occur that labels and other elements vary in your specific case. Please find out which function you need to select before starting the inventory counting.

To perform the counting with Tasklet Factory Mobile WMS, please proceed as follows:

Click on Phys. Inventory Rec. (Unplanned) in Tasklet Factory Mobile WMS.
The overview page Phys. Inventory Rec. (Unplanned) is displayed.
Under Location select the location for the inventory recording.
Under Assigned User ID select the user.
The assigned inventory recordings are displayed.
Select the recording you would like to perform the counting for.
The inventory recording is displayed.
Scan the barcode of the item you would like to count. The item number and description are automatically transferred to the scanner.
Click on Accept to open the overview of the item.
The overview page of the item is displayed.
Click on the arrow symbol on the right-hand side.
Scan the barcode of the bin where the item is located.
Click on the arrow symbol on the right-hand side.
Select the unit of measure in the UoM field.
Click on the arrow symbol on the right-hand side.
Enter the counted quantity into the Quantity field.
Confirm the counting for the item by clicking Enter.
You return to the inventory recording overview page.
Repeat the steps mentioned amove for all items.
The information entered in the scanner will be automatically transferred to the inventory recording lines in Microsoft Dynamics Business Central.
Once you have entered all quantities, click on Finish... to finish the inventory recording.
The fields Qty. Recorded (Base) as well as No. of Recording Lines on the inventory order will be filled out with the values of the inventory recording.

The counting with Mobile WMS has been completed. The following section describes how to perform a recount.

Recounting

Note

The following instructions assume that you have already opened an inventory order with one or more inventory recordings. Please also keep in mind that, at this time, recount recordings can only be created for items that do not have item tracking enabled.

You also have the option of initiating a recount recording for specific items if the values entered in the Qty. Recorded (Base) column in the inventory order appear incorrect. To perform a recounting, please proceed as follows:

Navigate to the Lines FastTab in the open physical inventory order.
Select one or more lines for which you would like to generate a recount recording. To select multiple lines, click on the selection field next to the item number and then on Select More.
After selecting one or more lines, click on Functions > Recount Lines... in the menu bar of the Lines FastTab.
A dialog window is displayed, confirming that a new inventory order for the recount was created. Confirm this dialog window with OK.
In the open physical inventory order, navigate to the General FastTab.
Click on the number in the No. Open Recordings field.
The page Phys. Inventory Recording List is displayed. Open die inventory recording for the recount via this page.
The inventory recording for the recount is displayed. Make sure that the toggle switch Recount Recording in the General FastTab is activated.
Navigate to the Lines FastTab.
In the Quantity column, enter the recounted quantity of the item.
Also activate the Recorded checkbox for the line.
Once you have entered the recounted quantity, click on Finish... in the menu bar.
The value in Recorded Qty. (Base) field in the corresponding physical inventory order will be overwritten with the quantity entered in the inventory recording of the recount.

Tip

You can also initiate a recount for all lines of a physical inventory order. To do so, click on Actions > Other > Make New Recording... in the menu bar and activate the Recount Recording toggle switch in the Make New Phys. Invt. Recording dialog window. A new inventory recording is then created in which you can enter the correct quantities as described above. Once the inventory recording is completed, the quantities entered in the corresponding inventory order are automatically overwritten with the quantities entered in the recount recording.

You have successfully carried out a recount. The next section describes how to finish an inventory order.

Completing the Physical Inventory Order

Note

The following description assumes that you have already opened an inventory order.

Once you have completed all Inventory Recordings linked to an inventory order, you can complete the inventory order. To finish an inventory order, please proceed as follows:

Important!

Prior to completing the inventory order, it is crucial to carefully check the serial numbers associated with the service items. The serial numbers can be seen in the lines of the inventory order. Should you encounter a serial number during the inventory counting that isn't documented in the system, it is imperative to promptly identify the source of the error and rectify the serial number to prevent any inaccuracies in bookings.

To update the Qty. Expected (Base) field, click on Actions > Functions > Calculate Qty. Expected in the menu bar of the opened inventory order. Before completing the inventory order, it's important to take this step to ensure that any stock changes recorded in the system since the creation of the inventory order are accurately reflected in the lines.
A new window is displayed. Select whether the action is to be carried out for all order lines or for order lines that have not yet been calculated.
Click OK to confirm your selection.
The Qty. Expected (Base) column will be updated. Furthermore, the Qty. Exp. Calculated checkbox will be activated.
Then, select Finish... from the menu bar.
A new window is displayed. Click on Yes to complete the inventory order.
The columns Pos. Qty. (Base) as well as Neg. Qty. (Base) will be filled in by the system depending on the difference between the counted quantity and the expected quantity.
To post the inventory order, select Post from the menu bar.
A new window is displayed. Click on Yes to carry out the posting.

The inventory order is completed and the stock changes are posted. The physical inventory has been competed.