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Adding physical counts

Maintaining accurate part quantities can be crucial to your operations. Asset Essentials provides you with two methods for updating your part quantities.

Creating a quick count

A quick count is the fastest way to adjust the actual quantity of the items in your Inventory. When an item's count is adjusted using a Quick Count, a Physical Count transaction will be created to show the adjustment.

• From the main dashboard page, click on the Parts & Purchase Orders menu icon on the left navigation bar.

   

  

• From the list of options, select Physical Counts.

   

  

• Click the Quick Count button (located at the top left-hand side).

   

  

  A new pop-up window titled “Go to quick count directly next time” will appear.

   

• In the new pop-up window titled “Go to quick count directly next time,” select Yes or No according to your requirement.

   

  

  NOTE  If you select Yes and want to turn off this setting later, you can uncheck the Go to quick count directly box on your profile page.

• Select Site from the Site dropdown list under Location.

   

  

  A list of your parts will display on the Quick Count form assigned to that location.  You can filter and sort this list as you would any summary page in Asset Essentials.

   

• Adjust the Actual Qty field as needed.

   

  

• Click on Save once you have finished adjustment.

   

  

Physical counts

While a Quick Count is the fastest way to update the actual quantity of items in your Inventory, your organization may require the additional documentation captured by a Physical Count.

Adding a physical count

• From the main dashboard page, click on the Parts & Purchase Orders menu icon on the left navigation bar.

   

  

• From the list of options, select Physical Counts.

   

  

• Click the New button (located at the top left-hand side).

   

  

   

  A new "PHYSICAL COUNTS" page will appear.

   

  

   

• In the GENERAL section, perform the following:

  • In the Name filed, enter the name of the Physical Count.

  • Select Status from the Status dropdown menu.

  • Select Site from the Site dropdown menu.

  • Check the Auto Fill Quantity checkbox if you would like the part's current quantity to display in the Actual Qty field on the Physical Count. If left unchecked, the Actual Qty field will display with no value.

  • In the Note field, write the notes about the Physical Count (optional).

     

  

• In the COUNT BY section, perform the following:

  • Click the Select User () icon and select any user(s) that will be responsible for completing the count.

  • Click the Select Me () icon if you will be responsible for completing the count.

   

  

• In the DOCUMENTS section, perform the following:

  • If there are any documents you would like to associate with this Physical Count, click the image icon to select a document from your Document Library or upload one from your computer.

   

  

• Click the Save & Add-Edit-View Parts button.

   

  

   

  A new "PHYSICAL COUNTS" page will appear.

   

  

   

• In the new "PHYSICAL COUNTS" page, perform the following:

  • Click the Add Parts icon ().

     

  

   

  A new pop-up window titled “Select Part” will appear.

   

  

• In the new pop-up window titled “Select Part,” perform the following:

  • Check the box next to any required parts, then click the Select button to add the parts to the Physical Count.

     

  

   

  • To begin the Physical Count, click the Finalize button.

   

  

   

• In the Actual Qty field, enter the actual quantity counted for each part included in the count.

• In the Note field, enter a note (If necessary) and select the user that completed the count in the Counted By field.

  NOTE  Only users selected in the Count By section of the Physical Count will show as options in the drop down.

  

   

• Click the Complete button once you have finished adjusting.

   

  

   

• Review your changes. If you would like NOT to update the inventory count for a particular part, uncheck the Update Inventory box.

• Click the Re-Count button, if you need to recount the actual quantity of each part before committing your count.

   

  

• Click the Commit button to finish the Physical Count.

  NOTE  Once a Physical Count has been set as Committed, it cannot be edited.

  

 

Creating physical count print outs

• Click on the Parts & Purchase Orders menu icon, then select Physical Counts.

   

  

• Right-click on the Physical Count record and select Show Parts List.

• Click the More button and select Report.

   

  

• Select the report type from the Report Type dropdown menu.

  • Count Sheet - This printout is useful for a single user to use while counting the parts included in the Physical Count.

  • Tally Sheet - This printout is used to record the count results of multiple users.

  • Variance Detail by Category - This report helps show the quantity and cost variance broken down by category.

  • Variance Detail by Location - This report helps show the quantity and cost variance broken down by location.