Creating a physical inventory plan

This page allows you to create a Physical Inventory (PI) plan. Tell me more

Select the “Create Physical Inventory Plan” link under the “Physical Inventory & Cycle Count” business component.

The “Create Physical Inventory Plan” page appears.

The system displays the following fields in the “Plan Information” group box:

PI Plan #

The number identifying the physical inventory plan. The system generates the number based on the numbering type selected, on clicking the “Create Physical Inventory Plan” pushbutton.

Enter the following fields:

Numbering Type	Use the drop-down list box to select the numbering type based on which the PI plan number must be generated by the system. The system lists all the “Active” numbering types defined for the "Physical Inventory" transaction type, in the “Create Numbering Type” activity under the “Document Numbering Class” business component. Note: You must not select a numbering type that is mapped to a group company, if the PI plan is being created for the login company. However, if you are creating the PI plan for a warehouse exclusively mapped to a group company and, if "Separate Numbering Type for Trading Partner Transactions" between the login company and the group company is ‘1’ in the Maintain Options for Partner Transactions activity of Organization Setup, the system automatically generates the PI plan # on creation based on the numbering type set for the Physical Inventory Plan transaction between these companies in the same activity. If "Separate Numbering Type for Trading Partner Transactions" is set as ‘0’, you can select the numbering type for PI plan #.
Plan Description	The textual description of the physical inventory plan (Alphanumeric, 150). Mandatory.
Status	Use the drop-down list box to assign a status to the physical inventory plan. The system provides the following options:
	Draft - Select this option when some mandatory details are not yet provided while creating or modifying the PI plan.
	Confirmed - Select this option when the physical inventory plan is created and all the mandatory details are entered. The system displays “Draft” by default.

Specify the plan category

Plan Category	Use the drop-down list to select the category to which the PI plan belongs. The system lists all the “Active” quick codes of type “Plan Category” as defined in the “Create Quick Codes” activity of the current business component. The system leaves the field blank by default.
User Status	Use the drop-down list box to assign a user-defined status to the PI plan. The system lists all the “Active” quick codes of type “User Status” as defined in the “Create Quick Codes” activity of the current business component. The system leaves the field blank by default.

To copy physical inventory plan details

Enter the following fields in the “Copy Details” group box, if you wish to copy the details from an existing physical inventory plan:

PI Plan #

The physical inventory plan number, the details of which are to be copied into the plan that is currently being defined (Alphanumeric, 40).

Help facility available.

Click the “Copy Plan Details” pushbutton to copy the plan details.

To enter other details

Enter the following in the “Plan Level Details” group box:

Planned By	The name of the user who plans the physical inventory (Alphanumeric, 30). Mandatory. Ensure this is a valid user name and already defined in the “Record Personal Information “ activity of the “HRMP” business component and is in the “Active” status. The system by default displays the login ID of the current user. Help facility available.
Plan Level	Use the drop-down list box to select the level at which the physical inventory plan is created. Mandatory. The system lists the following options:
	Select “Warehouse”, if you wish to generate the physical inventory plan for items at the warehouse level.
	Select “Warehouse - Zone”, if you wish to generate the physical inventory plan for items at the various zones in the warehouse.
	The system displays “Warehouse” by default.
Warehouse #	Use the drop-down list box to select the warehouse for which the physical inventory plan is generated. Mandatory. If you are working in the Main base, the drop-down list box lists those Active warehouses defined in the Storage Administration component, which are currently not offline and allow “Physical Inventory” transactions. Alternatively, if you are working in a Field base, the drop-down list box displays those Active warehouses mapped to the offline area that allow “Physical Inventory” transactions.

Note: The login user must have the access rights for the selected warehouse as defined in “Storage Administration” business component.

If the PI plan is at the “Warehouse” level, the system ensures that some stock exists for the selected warehouse in the “Stock Maintenance” business component.

Note: If the Plan Level is 'Warehouse', then for the selected Warehouse the system includes only those parts under the PI plan, for which the stock status is mapped to the attribute type “Physical Inventory’ and is marked as “Yes”, as defined in the “User Defined Stock Status” business component.

The system displays the following field:

Warehouse Description

The textual description of the warehouse. The system displays this field on clicking the “Create Plan” pushbutton.

Enter the following:

WH-Zone#

The number identifying the zone in the warehouse (Alphanumeric, 10). Ensure that the zone number is defined in the “Create Warehouse Information” activity of the “Storage Administration” business component.

Leave this field blank, if the PI plan is at the “Warehouse” level.

Note: If the PI plan is at the “Warehouse-Zone” level, the system checks whether any item still exists for the selected warehouse-zone in the “Stock Maintenance” business component.

Note: If the Plan Level is 'Warehouse-Zone', then for the entered “Warehouse-Zone #” the system includes only those parts under the PI plan, for which the stock status is mapped to the attribute type “Physical Inventory” and is marked as “Yes”, as defined in the “User Defined Stock Status” business component.

The system displays the following field:

Zone Description

The textual description of the zone. The system displays this field on clicking the “Create Plan” pushbutton.

Enter the following field:

Scheduled From	The starting date in the range of dates, for which the PI plan is scheduled (Date Format). Mandatory. The date entered here should be in the format displayed in the “Date Format” field. By default, the system displays the current date.
Scheduled To	The ending date in the range of dates, for which the PI plan is scheduled (Date Format). Mandatory. The PI plan is valid only until this date. The date entered here should be in the format displayed in the “Date Format” field.

Note: The “Scheduled To” date should be equal to or later than “Scheduled From” date.

Ensure that the “Scheduled From” and “Scheduled To” dates do not overlap in any of the other PI or CC plans for the specified warehouse or warehouse-zone (if the plan level is selected as warehouse- zone).

System Quantity Display

Use the drop-down list box to indicate whether to show or hide the system quantity of parts while recording the PI count results. The system displays the options “Show System Quantity” and “Do not show System Quantity”. The system sets the field to “Do Not Show System Quantity” by default.

Note: The system displays both the options only if the “Plan Level Modification” option setting in the “Set Physical Inventory Options” activity is set as “Yes” for the login user. Otherwise, the system sets this field to the option selected in the “System Quantity Display” field of the “Set Physical Inventory Options” activity of the current business component.

Recount Mandatory

Use the drop-down list box to indicate whether recount is mandatory or not. The system lists “Required” and “Not Required” as options. The system displays “Required” by default.

Note:The system displays both the options only if the “Plan level Modification” option setting in the “Set Cycle Count Options” activity is set as “Yes”. Otherwise, the system sets this field to the option selected in the “Recount Mandatory” field of the “Set Physical Inventory Options” activity of the current business component.

Zero Qty Parts

Use the drop-down list box to indicate whether to include or exclude zero quantity stock in the counting cycle. The system displays the following options:

Select “Include”, if you wish to include zero quantity stocks in the physical inventory

Select “Exclude”, if you wish to exclude zero quantity stocks in the physical inventory.

The system displays “Include” by default.

Note: The system displays both the options only if the “Plan level Modification” option setting in the “Set Cycle Count Options” activity is set as “Yes”. Otherwise, the system sets the field to the option selected in the “Zero Qty Parts” field of the “Set Physical Inventory Options” activity in the current business component.

Enter the following fields:

From Value	The starting value in the range of the part values.(Alphanumeric, 28), The value entered must be positive starting from 1.
To Value	The ending value in the range of the part values.(Alphanumeric, 28). Ensure that the value entered here is a positive value and must start from 1. The value entered must be greater than the “From Value”.

The moving average value of the part refers to the average unit value of the part in stock. For example, if the value of 10 quantities of part P1 is 1000, the unit value of P1 is 1000/10 = 100.

Note: For physical inventory, the system considers only those parts for which the cumulative moving average value lies within the specified “From Value” and “To Value”, and for which “Mapping?” is set as “Yes” for the status attribute “Physical Inventory”, in the “Create User Defined Stock Status” activity of the “User Defined Stock Status” business component.

To create PI plan

Click the “Create Plan” pushbutton, to create the physical inventory plan.

The system creates the PI plan and generates the PI plan number based on the numbering type selected.

The system performs the following on clicking the “Create Plan” pushbutton:

The status of the PI plan is set to “Draft” or “Confirmed” based on the status set in the “Plan Information” group box and the system associates all the valid parts in the specified warehouse and zone (if the plan is at the zone level) to the plan.

Note: A plan in “Confirmed” status cannot be changed back to “Draft” status.

If the PI plan is being created in “Confirmed” status, then classification details for the part added should have already been defined using the “Set Physical Inventory Options” activity.
If the PI plan is being created in “Confirmed” status and if the plan level is “Warehouse”, then the system ensures that some stock exists in the selected warehouse/ zone/ bin in the “Stock Maintenance” business component. The system performs this check only for those parts for which the stock status is mapped to the attribute type ‘Physical Inventory’ in the “User Defined Stock Status business component.
If the “Zero Qty Parts” field is set to “Exclude”, the plan shall include only those parts in the warehouse / warehouse-zone whose system quantity is not zero at the warehouse-zone-bin level for the PI plan.
If the “Zero Qty Parts” field is set to “Include”, the plan shall include all the parts along with the parts whose system quantity is zero in the warehouse / warehouse–zone at the warehouse-zone-bin level for the PI plan.

Specify the tag type

Enter the following in “Tag Generation Information” group box:

Tag Type

Use the drop-down list box to select the type of the tag, which could be "General", "Bulk" or "Bulk-Storage Area". By default, the system displays “General”.

Click here to learn about the type of tags

Tag Numbering Type

Use the drop-down list box to select the numbering type to be used by the system for generating the tag number. The system lists all the numbering types created in the “Create Numbering Class” activity of the “Document Numbering Class” business component that are valid on the current date. By default, the system sets the field to the numbering type specified as default for the “Physical Inventory - Tag Generation" transaction type.

To generate tag

Click the “Generate Tags” pushbutton, to generate the tag.

Note: Ensure that the PI plan is in the “Confirmed” status before generating the tags.

The system updates the status of the tag document as “Generated” and all the line items in the tag automatically acquire this status. Upon generation of tags, selected warehouse and zone (in case the plan is at the warehouse-zone level) are automatically frozen, and no inventory transactions are allowed in this storage area.

To proceed, carry out the following

Select the “Edit Physical Inventory Plan” link, to modify the physical inventory plan details.

Refer to the topic “Modifying Physical Inventory Plan – An overview” for more details.

What you can do in this page

Specify the PI plan level

Specify the plan category

Copy details from an existing PI plan

Specify the tag type

Specify the PI plan level

You can specify the level at which you need to create the PI plan. You can create the PI plan either at the warehouse or at the zone level.

Set the “PI Plan Level” as “Warehouse”, if you wish to create the PI plan at the warehouse level.
Set the “PI Plan Level” as “Warehouse - Zone”, if you wish to create the PI plan at the zone level.

Prerequisites

“Set Physical Inventory Options” activity of the current business component.
“Create Numbering Type” activity under “Document Numbering Class” business component.
“Record Personal Information “ activity of the “HRMP” business component.
“Create Warehouse Information” activity of the “Storage Administration” business component.
“Create Parts Main Information” activity of the “Part Administration” business component.

Creating a physical inventory plan – An overview

This page allows you to create a Physical Inventory (PI) plan. You can select a numbering type for the physical inventory plan, based on which the system generates a unique number for each PI plan. You can create the PI plan at the warehouse level or at the zone level. You can specify the category and the group to which the PI plan belongs.

You can select the classification method for the PI plan. You can also specify the tag information such as the type of the tag and the tag numbering type.