Physical Inventory for (Serialized Item)  

Purpose -The physical inventory screen is used to manually count and verify the physical stock on hand to ensure it matches the system quantities for serialized items, and it helps to identify discrepancies and ensure inventory accuracy during stock audits. This physical inventory screen is used only for serialized items to reduce stock levels to zero . You can use the import option to revert the stock for the respective serialized item based on the manual audit data.

Note -

• Physical Inventory screen is used particularly for Serialized items only.

• It supports only 2,3 and 4 System generated serial numbers.

Steps mentioned below to reduce the Serialized item Stock to Zero   :

To set the stock of a serialized item to zero, please follow the steps outlined below:

1.Go to Inventory-->More -->Physical Inventory.

2.In Physical Inventory screen--> Click on New button .

3.Enter the necessary details for adding the Physical Inventory:

• Specify the "Name".

• Choose the "Location" from the dropdown.

• Select the "Audit Date". Based on the Audit date, items will be listed. Audit date can be either system Audited or Manual Item Audited Date.

• Finally Click the button "Load item".

4.It will display the serialized items that have stock.Select the item(s) which you want to reduce the stock to zero and then click the Load button. If you want to select all the items, click Select all checkbox, which located at the top of all the checkbox. To select specific items, click the checkbox against  each item.

5.The loaded items will be displayed.To reduce the stock for the serialised items, click on Save button. The stock will become "0".

6.In the Physical Inventory screen, the status will become "Closed" and you will get the message as " Physical Inventory saved successfully".

7.You can verify the stock in Reports --> Inventory --> Stock ledger --> Current Stock Branch wise.

Steps mentioned below to Revert Stock from zero:  

To restore the stock for an item from Zero, you need to scan the MFR Serial Number for the item physically, enter the MFR Serial number in Sheet & then upload it.Once uploaded the stock will get restored.

  Note - Keep in mind that you can return the stock respective to the closed physical inventory not for a random serial number.

For instance, Sl no. 6 physical inventory (Testuser) has 1 item with 2 quantities that have been updated to zero stock, now you can restore the stock using an upload for the same two quantities alone not for the other serial numbers.

1.To upload the stock, locate the physical inventory name you have created and select the Upload icon under the Action column.

2. You will get Physical Inventory Import Pop-up ,where you have to select download "Sample template" and then download the serial_file.csv sheet.

3. In the Excel sheet, enter the MFR serial numbers corresponding to the respective items and save the file.

4.Then click on choose a file and select the respective file and click open.

5.Once file uploaded and you will get a message as " Serial Uploaded Successfully".

6.Then you can check the stock in Reports-->Inventory -->Stock ledger--> Current Stock Branchwise Report. The stock for the respective item has been restored.

Steps mentioned below on temporarily save the serialized item in Physical Inventory:  

Temp Save Purpose: When entering serialized items to reduce the stock to zero ,if you need to add few more items under the  same physical inventory name ,then use Temp Save option.(If you perform session wise stock audit in your store). This allows you to pause your progress and resume seamlessly later.

For example: As a salesman assigned to check five racks, you have completed two and have three remaining. If you need to attend to other tasks before finishing, you can use the 'Temp Save' button. This allows you to save your progress and complete the remaining checks later.

1.The loaded items will get displayed and if you want to edit items, you can click on delete button to remove the item.

Note: This delete option available only if the items were temporarily saved.

2.After clicking on Temp Save and the status will be Open.

After ward, if you want to add or modify serialized items, you can click the 'Edit' icon next to the same physical inventory name to make changes, then save your updates.

3.You can check the overall status in Reports--> More--> Serialized Report -->Serial Number History Report.

Frequently Asked Questions (FAQ):- 

Q1) While uploading the sheet got error as "Invalid serial number" in Discrepancy report?

Answer: If you have uploaded the serial number other than MFR serial number  like (Serial No 3, Serial No 4) in the sheet ,it will throw error as invalid serial number.

Q2) " Serial No already opened" error found in discrepancy report ?

Answer: If you have uploaded the same serial number multiple times, then you will get the above error as "Serial No already opened".

Q3. When Discrepancy occurs, while uploading a sheet? How to Download?

Answer-When you enter the invalid serial number or you enter same serial number multiple times in a sheet, discrepancy will occurs. You can click the Click here option & download the discrepancy sheet.

Q4. How to check the Discrepancy report?

Answer:You can check the discrepancy in reports. Reports--> Sales--> Physical Inventory Discrepancy Report