This section is the Job Order Inventory Count List. It contains the list of Job Order Inventory Count records.

Overview:

Job Order Inventory Count list allows registration of Inventory Count job order for use within system modules. Registration requires an aligned and updated item master file for use as placeholder of item count. Each successful registration adds to the number of inventory count job order in the list and provided a system generated code to distinguish one job order from another.

Inventory Count is divided into two main types:

• Cycle Count - this count is for random checking a subset of inventory to keep accuracy on a regular basis
• Physical Count - this count is for re-setting beginning count and is scheduled periodically

Inventory counting is grouped according to department, warehouse, supplier and item classification.

Definition of Terms:

Job Order Inventory Count List - database of company Inventory Count job orders

Job Order Inventory Count - a type of Job order

Job Order Inventory Count Record/Profile - consists pertinent information about the inventory count; found under Job Order-Inventory Count

User Involve:

Supply Chain is responsible for initiating an Inventory Count job order as coordinated with accounting department. It is to be processed and reported by Warehouse Team (together with operations and accounting if physical count type) in accordance with the JO type and the given instruction. Both are in charge of maintaining a transparent and Inventory count job order system.

Forms/Report:

Inventory Count Job Order - the common form to use by PM, supply chain, accounting and warehouse for requesting and reporting inventory counts

Inventory count sheet - tally sheet use to right actual count item per item location

Inventory Report - a summarize count per item or per stock keeping unit (sku), use as reference of system Inventory Count Report

General Procedure/Instruction:

A-PC. Creating an Inventory Job Order - Physical Count

a-PC.1. receive physical count schedule from accounting

a-PC.2. open blank Inventory Count JO and fill up the information needed in the header

a-PC.3. leave the detail section empty (items will be uploaded base on summarized inventory count)

a-PC.4. click save to make a “draft” job order

A-CC. Creating an Inventory Job Order - Cycle Count

a-CC.1. receive inventory accuracy issue or at any random/regular occasion

a-CC.2. discuss with accounting the impact of cycle count with their inventory records

a-CC.2. open blank Inventory Count JO and fill up the information needed in the header

a-CC.3. fill up the detail section by clicking add new row (+) sign button at the bottom tool selection

a-CC.4. select item for cycle count by typing item name or code on open line item

a-CC.5. click save to make a “draft” job order

B. Sending a Inventory Count Job Order (PC & CC)

b.1. select the Inventory Count JO you need to send and execute by warehouse team (counting team)

b.2. review and finalize the details

b.3. click “Post” to send

C. Executing an Inventory Count Job Order -Physical Count

c-PC.1. upon receipt of Inventory Count JO, review and understand the details, else request revision or ask questions from sender given the unclear/unacceptable details

c-PC.2. prepare warehouse for physical count by conducting a pre-count prior to scheduled physical count date; do not change status to On-going at this moment

c-PC.3. prepare system for physical count by reporting “on-going” status job orders, make it partial status if cannot be completed before physical count date

c-PC.4. on the date of physical count, click “On-going” to acknowledge JO and notify sender that you (WH), and assigned operations and accounting officers will now start conducting physical count (note: an on-going inventory count will not allow other JO to have on-going status)

c-PC.5. print JO as it pops-up upon clicking on-going

c-PC.6. print Inventory count sheets and attach this to JO

c-PC.7. execute the job order together with the assigned operation and accounting officers

C. Executing an Inventory Count Job Order -Cycle Count

c-CC.1. select a job order you want to execute

c-CC.2. review and understand the details

c-CC.3. click “On-going” to acknowledge the details in JO and notify sender that you will now start serving, else request revision or ask questions from sender given the unclear/unacceptable details

c-CC.4. print JO as it pops-up upon clicking on-going

c-CC.5. print Inventory count sheets and attach this to JO

c-CC.6. execute the job order

D. Reporting an Inventory Count Job Order

d.1. make a tally per item (tips: use sumif excel function to sum items per item code when counted per location)

d.2. finalize tally of inventory count report

d.3. print and attach inventory count report to its reference printed job order

d.4. encode the tally to the reference inventory count JO record to create an inventory count report in the system; may use system “update qty” function to upload and update count at once note: just make sure all items in items master file have corresponding count; put zero “0” if item is empty

d.5. click “Report” to complete and post new beginning count in the system; modification of quantity should have corresponding inventory adjustment to reflect count in the system

E. Revision or Cancellation of an Inventory Count JO

e.1. identify the job order for revision/cancellation

e.2. check JO status

if JO status:

• -draft: any PM can revise/cancel (revise/cancel your own JO or as assigned by creator of JO)
• -new:any PM can revise/cancel (revise/cancel your own JO or as assigned by creator of JO)
• -on-going: inform warehouse regarding revision/cancellation of concerned JO. Warehouse returns item or suspends serving JO and click roll back to return Jo status to new then PM can cancel the new status document
• -reported complete/partial: this status cannot be revised or cancelled; please use inventory adjustment or related JO to offset errors made

e.3. click “Save” or “Cancel” following the given conditions

Notes:

Do the above steps for every department and set of item class.

All type Job orders have the same status naming convention but may differ in meaning.

Inventory Count Status are as follows:

• Draft - the list of items to be counted is being finalized
• New - inventory job order details are final and sent to warehouse for pre-count in preparation for actual and audited count
• On-going - job order was acknowledged by warehouse and is conducting an actual count with operations and accounting
• Partial - n/a; an on-going count is a partial count
• Complete - reported quantity was posted as beginning count for the period
• Cancelled - job order is cancelled by sender due to reasonable reasons

For information about Inventory Count Job order details please see about page of Inventory Count job order profile. Inventory Count Job Order Profile.