• There are various trouble shooting steps involved after you have begun counting your inventory.
• To work through this process there are several reports you may find useful.

Correct all " Not Found" Items

Once the inventory has been counted, the numbers should be looked over to find errors, inaccurate data, or high variances.
All inventory reports should be run in the Accounting Method set in WPAdmin for the store (FIFO, Moving Average, or Standard Retail). If unsure of your Accounting Method, it can be found in the WPAdmin/Utilities/Stock Ledger Utilities module.

"Not Found" Items
"Not Found" items should be identified and corrected. "Not Found" items are items that were counted in the inventory but PrismCore does not recognize the barcode. They will show in red in the Physical Inventory module.
The Physical Inventory Not Found report printed for all (blank) fixtures and areas of
Physical Inventory will show which fixtures and areas have "Not Found" items.
"Not Founds" can be fixed either in Item Maintenance or in Physical Inventory, depending on the reason it was not found. All "Not Founds" should be cleaned up before other troubleshooting begins.
Common reasons that an item could be "Not Found" include:
 Wrong barcode on the item scanned.
 Item not in Item Maintenance.
 Barcode on the item is not in Item Maintenance for that item.
 Barcode was scanned incorrectly.
If needed, print a Physical Inventory by Fixture reports for the fixture/areas that have "Not Found" items. This report will list all items, including those "Not Found", in scanned order and makes it easier to identify the items on the shelf.
Printing the Physical Inventory by Fixture report


The report parameters should be set for the needed locations, the fixture/area fields should be blank, and the Method should be set for the correct inventory valuation method for the store. The total of this report is the value of the counted inventory.

Troubleshooting Counted Values /Variance

Things to look for when troubleshooting your inventory reports:
Verify that the Physical Inventory Bad Location report is blank.
To find high variance amounts use the Physical Inventory DCC report printed for all fixtures and areas. When troubleshooting, print it for 'Pos/Neg Variance only' and check 'Include Not Scanned'. It can be printed for individual DCCs as needed.
 Look for similar items with opposite variance amounts. (i.e. used book counted as new, new edition counted as the old edition, or a small sweatshirt counted as a large).
Multi-store users could have an item with missing amounts at one store and unexplained extra amounts counted at another location.
All instances of items must be counted for the SOH to be correct after posting. Check the backroom, closets, window displays, or other places for items missed during the initial count.
Variance amounts could come from receiving that wasn't done, returns that were not posted, or other unfinished actions in PrismCore.
Printing the Physical Inventory DCC Report.

In the report parameters, make sure that the needed locations are selected, the fixture/area fields are blank, the Method is set for the correct inventory valuation method for the store, the type should show Detail, and select the needed DCCs. This report should show all items counted in the inventory.
If desired, the "Show Fixture/Area detail" checkbox can be checked to view where the items were counted. This report can be run for just positive and negative variance only by checking the "Pos/Neg Variance Only" checkbox. It could also include items not counted in the inventory that PrismCore shows existing SOH by checking "Include Not Scanned" checkbox.
Troubleshoot any variance that is high.
Printing the Physical Inventory Items Not Scanned report.
Use the Physical Inventory Items Not Scanned Report to check for items that were not scanned. Items that show on the Physical Inventory Items Not Scanned report will be cleared to zero SOH or to the outstanding rental amount if posting a Complete or a Partial/Complete inventory.
Note: It is not necessary to run this report if doing a Partial Inventory, because the SOH of these items will not be cleared to zero.





Run the report with the parameters set for the needed locations, the needed subsystems, the needed DCCs, and that the Method is set for the correct inventory valuation method for the store. For troubleshooting, it is recommended to check the checkbox to only show items whose SOH is greater than / less than zero.