Quantity Adjust

The QUANTITY ADJUST screen is used to edit stock quantities and is normally used to update stock quantities when taking physical inventories.  


Menu Path: Inventory, Part Maintenance, Quantity Adjust, QUANTITY ADJUST screen

 

 

PRINT WORKSHEET 
Optionally, click the 'PRINT WORKSHEET' button to open the INVENTORY COUNT REPORT. Select the desired criteria and print the parts. Use the worksheet to manually enter the actual shelf quantity for a manual inventory count. 

 

If a 'Line' has been selected, that value is preserved when the Inventory Count Report screen opens.


If a 'PN Code' has been selected, that value is preserved when the Inventory Count Report screen opens.


If any of the other additional listed fields have an entered value in their textbox, then those values are preserved when the Inventory Count Report screen opens:

 

  • 'Line Class'

  • 'Sales Class' (1 and 2)

  • 'User Class'

  • 'PN Group'

  • 'Department'

  • 'Category'

  • 'Prdt Code'

  • 'Report Grp'

 

REPLACE / ADJUST
Check either the 'REPLACE' field to enter the new quantities or the 'ADJUST' field to enter the changes to the existing quantities. If neither is selected, a reminder displays. Click 'OK' to continue.

 

 

 

Note: When the screen first opens, the 'Adjust' and 'Replace' checkboxes will be checked or unchecked based on the value of the 'Quantity Change Method' drop-down on the System Inventory Options screen.


If both of the 'Adjust' and 'Replace' checkboxes are currently unchecked:

 

  • And the value obtained is 'Adjust Only', the application auto-checks the 'Adjust' checkbox.

  • And the value obtained is 'Replace Only', the application auto-checks the 'Replace' checkbox.

  • And the value obtained is 'Adjust and Replace', the application leaves both checkboxes unchecked.

 

 
REPLACE 
If checked, any changes made to the stock quantity will replace the existing 'QTY AVAILABLE' in the part table when the changes are updated.

ADJUST 
If checked, adds or subtracts the amount entered in the 'NEW QTY' field from the current amount in the 'QUANTITY AVAILABLE' field in the part record, when checked. A positive quantity increases and a negative amount (minus (-) before or after) decreases the quantity. Selection of either 'REPLACE' or 'ADJUST' is required to continue. If neither is selected, a prompt displays stating, "Please select REPLACE to replace the Quantity Available or ADJUST to adjust the Quantity Available".

For example, if the current 'QTY AVAILABLE' is '3' and the actual quantity is '5', enter '2' in the New 'QTY'.
If the current is '3' and the actual is '2', enter '-1'.

 

INV ADJUSTMENT OR CYCLE COUNT

Use to track whether the inventory stock quantity edits were done because of a manual inventory count or a Cycle Count.

 

 
If the 'FORCE REASON ON QUANTITY ADJUST SCREEN' setting is checked, then either 'INV ADJUSTMENT' or 'CYCLE COUNT' must be checked in order to track the changes as a manual inventory count or a 'CYCLE COUNT' if running a cycle count before editing the stock quantities. If unchecked, then the 'INV ADJUSTMENT' field is checked by default but can be changed for the session.

- If 'INV ADJUSTMENT' is checked, any changes to stock quantities in the current session will be tracked to the Part Ledger Report as manual adjustments with the tracking code of 'QUA'.
- If 'CYCLE COUNT' is checked, any changes to stock quantities in the current session will be tracked to the Part Ledger Report as cycle count adjustments with the tracking code of 'CCA'.

If neither is selected, a reminder displays. Click 'OK' to continue.




To report 'INV ADJUSTMENT' or 'CYCLE COUNT' changes, enter 'QUA' or 'CCA' in the 'DETAIL' field on PART LEDGER REPORT. The output is narrowed by stock edits from the QUANTITY ADJUST screen or leave the field blank to output all edits in the 'DETAIL' field on the report output. 

 

LINE

Enter a Line Code, or click the 'LINE CODE' button to open the 'BROWSE LINE CODES' window to select a Line Code. The parts grid automatically populates with all parts in the selected line. 

 

PN CODE
Optionally enter a PN Code to narrow the parts for editing, or click the 'PN CODE' button to open the 'P/N CODE SELECTION' window to select a PN Code.

 

Part Filters

Additional part filters and attributes from the part maintenance screens are available to narrow the parts displayed for edit.

 

  • 'LINE CLASS'
  • 'SALES CLASS'
  • 'USER CLASS'
  • 'PN GROUP'
  • 'DEPARTMENT'
  • 'CATEGORY'
  • 'PRDT CODE'
  • 'REPORT GROUP'
  • 'STOCKED' / 'REAL' / 'ACTIVE'

 

REPORT PRICING    
Click the drop-down field and optionally select the cost level to display on the screen:

 

  • 'AVG COST'
  • 'CUR COST'


The 'COST AND REPORT PRICING' security proc controls access to the field. 

 

Load Worksheet
Click the 'Load Worksheet' button, and if both the 'Adjust' and 'Replace' checkboxes are unchecked, a prompt will issue asking you to select at least one.


Click the 'Load Worksheet' button, and if both the 'Inv Adjustment' and 'Cycle Count' checkboxes are unchecked, a prompt will issue asking you to select at least one.


Click the 'Load Worksheet' button, and if the checkboxes are properly checked, the 'Browse Inventory Counts' window opens.

 

 

When the window first opens, the 'Inventory Count Status' drop-down changes to 'To be reviewed'. Note: This displays any Worksheet that has never been previously loaded into the screen's grid. There may be no worksheets displayed.


Select a worksheet from the rows in the grid and click the 'OK' button.


The four checkboxes ('Adjust', 'Replace', 'Inv Adjustment', and 'Cycle Count') are disabled.


The screen's grid is loaded with all part items in the selected worksheet. If the screen's grid currently contains part items, but no part items have been edited, the application clears the grid, and then loads the worksheet.


Note: The saved worksheet may contain part items within multiple line codes. When part items are loaded using the 'Display' button on the screen, only a single line code can be selected and loaded.


The selected worksheet number displays below the grid.


The 'Inventory Count Status' changes to 'Work in progress' for the selected worksheet.


The column title changes from 'Qty' to 'Adjust Qty' or 'Replace Qty' based upon the current value of the 'Adjust' and 'Replace' checkboxes at the top of the screen.


Two columns ('Variance Qty' and 'Variance Amount') are added to the grid, after the last existing column 'Total Qty', and a 'SUM=' for both columns is added in the grid's footer.


The 'COUNT=' populates with the number of part item rows loaded in the grid for the selected worksheet.


The 'Discard Worksheet' button is enabled.


The 'Load Worksheet' button is disabled.

 

Edit Stock Quantities Grid

To edit the full line: With a 'LINE' Code selected, click the 'DISPLAY' button and the grid fills with all parts in the line narrowed by the part filters selected. Edit the stock quantity in the 'QTY' field for each part and press the 'Enter' key to move the cursor to the next part. Use the up/down arrow keys to move the cursor to the next/previous parts in the list to edit the parts as needed.


To edit one part at a time: With a 'LINE' Code selected, click the 'PART NUMBER' field and either press the 'Enter' key to display the first part in the line, or enter the first part to edit and press the 'Enter' key. The grid displays the part information. Edit the stock quantity in the 'QTY' field for the part and press the 'Enter' key to display the next part in the line depending on the part filters selected.
 

Grid Columns

 

 
- 'BIN' - Both the 'BIN' and the 'ZONE' value are separated by a "/" when the part has a 'ZONE' value, or displays the 'BIN' only.

- 'LINE'

- 'PART NUMBER'

- 'DESCRIPTION'

'NEW'
- 'QTY' - Either Replace or Adjust the stock quantity.    
- 'CUR COST' or 'AVG COST' - Displays the cost level selected in the 'REPORT PRICING' field.  
- 'TOTAL' - Displays the total value of the new quantity. 
Calculation Formula: Total = 'QTY' x ('AVG COST' or 'CUR COST')

'CURRENT' - Displays the values before the 'QTY' edit for information only.
- 'QTY AVAIL' - Displays the quantity currently available in the user's inventory.
- 'QTY RESV' - Displays the quantity currently reserved in the user's inventory.
- 'TOTAL QTY' - Displays the total stock currently available in the user's inventory.

 

Click the 'Update Stock' button when finished to save 'QTY' edits to the 'QTY AVAILABLE' field in the part table. When the 'Update Stock' button is clicked, the application auto-clicks the 'Save' button, updates all edited part's stock quantities, changes the status of the selected worksheet to 'Review complete with updates', updates the 'Detail' field in the 'Part Ledger' to a value of 'Worksheet', and auto-clicks the 'Reset' button. Note: This worksheet can still be selected later for further updates.

 

Update Stock

If any edit is made to the 'Adjust Qty' or 'Replace Qty' column in the grid, the application:

 

  • Enables the 'Update Stock' button.

  • Recalculates both the 'Variance Qty' and the 'Variance Amount' columns. Note: Negative variance quantity and dollar amounts can be displayed.

 

 
'Variance Qty' = If the 'Replace' checkbox is checked, subtract the value of 'Qty Avail' from the value of 'Replace Qty. Otherwise, copy the value of 'Adjust Qty' into the 'Variance Qty'. Note: Negative quantity values can be displayed.

'Variance Amount' (displayed with two decimals) = multiply 'Variance Qty' by the 'CUR COST' (Note: Cost column might have a user defined column title).

 

When the 'Update Stock' button is clicked, the application auto-clicks the 'Save' button, updates all edited part's stock quantities, changes the status of the selected worksheet to 'Review complete with updates', updates the 'Detail' field in the 'Part Ledger' to a value of 'Worksheet', and auto-clicks the 'Reset' button. Note: This worksheet can still be selected later for further updates.

 

Discard Worksheet
Click the 'Discard Worksheet' button and:


If there are no part item grid edits that are unsaved, the application auto-clicks the 'Reset' button.


If there are part item grid edits that are unsaved, the 'Save Changes' prompt displays.

 

  • Click 'Yes' to save all edits in the worksheet, and set the 'Inventory Count Status' of the worksheet to 'Review complete discarded', and auto-click the 'Reset' button. Note: This worksheet can still be selected later for further updates.

  • Click 'No' to not save any edits in the worksheet, and set the 'Inventory Count Status' of the worksheet to 'Review complete discarded', and auto-click the 'Reset' button. 

  • Click the 'Cancel' button to return focus to the grid.


Part Ledger
Click to navigate to the Part Ledger screen.


Save
The 'Save' button is disabled by default when the screen first opens. The 'Save' button is only enabled if a worksheet is loaded into the screen's grid, and the contents of the grid have been edited, but not yet saved. Once the 'Save' button is clicked, the application saves any grid edits, disables the 'Save button, and returns focus to the grid. Note: Clicking the 'Save' button will save grid edits but will not update any part stock quantities.