Posting Inventory

Owned by Mary Volkmer (Unlicensed)
Dec 13, 2019
7 min read
  • Before posting inventory there are several reports that you should generate and save.
  • Some of the reports should be compared to each other to verify the date is ready to post.
  • This is a critical step that should not be skipped for a successful posting of inventory.

Export/Save Final Copies of Reports


Export/Save the following reports as BOTH an Adobe Acrobat PDF and Excel 97-2000 (Data Only). Support cannot adequately help with any questions or troubleshooting after the inventory has been posted unless all reports below are exported/saved in both formats. No changes should be made to the data after the final reports have been exported.
Reports can also be printed/exported as needed by the store.
The suggested parameters for the final copies reports are listed below. If other parameters are also needed, the report can be saved more than once.
Physical Inventory Not Found
Location Locations that were counted Fixture Leave blank to print for all fixtures Area Leave blank to print for all areas
This report should be blank when previewed. If the report is not blank, review
and fix the remaining 'not founds' before continuing reports.
Physical Inventory by DCC report
Location Locations that were counted Fixture Leave blank to print for all fixtures Area Leave blank to print for all areas Show Fix/Area Detail Unchecked
Method Select your inventory valuation method
Type Detail
DCCs All DCCs that were counted
Sort Order Description Pos/Neg Variance Only Unchecked Include Not Scanned Checked
Physical Inventory by Fixture report
Location Locations that were counted Fixture Leave blank to print for all fixtures Area Leave blank to print for all areas Method Select your inventory valuation method Sort Order Scan Order
Inventory Value Report
Location Locations that were counted
Subsystem All
DCCs All DCCs that were counted
Method Select your inventory valuation method
Type Detail Negative Inventory Included SOH to Show Total SOH Sort Order Description
Inventory Value Report (only needed if there are any outstanding rentals for Store
Managed or NBC Partnership 1)
Location Locations that were counted
Subsystem All
DCCs All DCCs that were counted
Method Select your inventory valuation method
Type Detail
Negative Inventory Included
SOH to Show On Shelf Qty Only
Sort Order Description

Items Not Scanned report
Location Locations that were counted
Subsystem All
DCCs All DCCs that were counted
Only items with SOH <> 0 Checked
Method Select your inventory valuation method
Sort Order Description
Stock Adjustment Report (from Item Maintenance)
Location Locations that were counted From Date Date of the inventory posting To Date Date of the inventory posting Reason Count Adjustment Subsystem All
DCCs All DCCs that were counted
SKU 0 (zero)
User All users (top option in the list)
Include Retail Checked
Sort Order Description

Comparing the Reports


1. Compare the counted amounts on the Physical Inventory DCC report and the Physical Inventory Fixture reports. The counted quantities should match between these two reports. If they do not match, call PrismCore Support.
2. Look at the variance amount of the DCC report (including not scanned) to find the amount of value that will be gained/lost when posting inventory. If this amount is a significant part of your total inventory count, research the larger differences.
3. Look at the totals of the Physical Inventory by DCC or Physical Inventory by Fixture report. The total values of the DCC or Fixture report will be the new on-shelf value of your inventory after posting.
If any changes are made while comparing the reports, new final copies of the reports need to be exported/saved before posting inventory.

Interpreting Physical Inventory reports:


Cost - Item Maintenance cost
Accounting Cost - For FIFO or Moving Average, Accounting Cost is calculated from posted invoices. For Standard Retail, Accounting cost is calculated from Item Maintenance retail times a DCC desired margin.
Retail - Item Maintenance retail

Posting Physical Inventory


Because Inventory will not post if there are any Not Found items, run the Physical Inventory Not Found report one final time for your location and all fixtures and areas. If you find any not found items correct these and re-run your final reports. If the report is blank, you can continue to post inventory.
Before posting inventory, make sure the store location toolbar is showing the correct store location for the items counted. If posting inventory for all locations, the store location toolbar should be set to Selected Store Locations.
Below are the three types of inventory posting and their instructions: Complete, Partial, and
Partial-Complete.

Complete (Full Store) Inventory Posting


If every instance of every item is counted for an entire store, the inventory should be posted as
Complete. When posting an inventory as Complete:
All items that were counted in the inventory will have the stock on hand adjusted to the counted amount.
Any item not counted will have a stock on hand of zero after posting.
 If using PrismCore Rentals, outstanding rental amounts do not need to be counted.
Outstanding rental amounts are automatically included in the physical inventory count when the inventory is posted.
To post Inventory as Complete, use the Post Inventory option found under the hammer.

 Ignore the Physical Inventory DCC Report – you should have already printed this in your pre-posting process.
 Post Stock Adjustment as Sales – This option should be UNCHECKED for most stores. This option will only be used by WinText users.
o For WinText users – Contact Support for details of how you post inventory as sales. This option will post the stock adjustments as sales, creating a manual sales record for the difference between the stock before posting and the stock you counted and are posting.
Choose the Complete button at the bottom of the screen if posting inventory as
Complete.











Click <OK> to the prompt that Posting Inventory will Zero Out all items!










Click <Yes> to Post Inventory Qtys to Qty on Hand?









Once posted, the system displays the message "Inventory has been posted
successfully". See page 17 to export/print final reports.

Partial Inventory Posting


If some, but not all items are counted for a store, the inventory should be posted as Partial. When posting inventory as Partial:
All items that were counted in the inventory will have the stock on hand adjusted to the counted amount.
 Items not counted will not have any type of stock on hand adjustment.
To post Inventory as Partial, use the Post Inventory option found under the hammer, pressing the Partial button at the bottom of the screen. Once posted, the system displays the message "Inventory has been posted successfully".
See page 17 to print final reports.


Partial-Complete Inventory Posting


If every instance of every item in a DCC or range of DCCs is counted for a store, the inventory should be posted as Partial-Complete. This is a two-step process.
Clear Inventory Stock - Posting an inventory as Partial-Complete requires that after final reports are run and saved, the Clear Inventory Stock process is run to remove the stock on hand for all items for the selected Location in a DCC or selected range of DCCs. The Clear Inventory Stock option is found under the hammer in the Physical Inventory module.
Run all reports needed, including the DCC, Fixture, Inventory Value, etc.
Open the Clear Inventory option under the Hammer. Select the Location and DCCs to be cleared. This will reduce all selected DCC/Location items to zero SOH. Verify selections and press Clear.
o All items in the selected DCCs will show a stock adjustment to become zero stock on hand unless there are outstanding rental quantities. If so, the SOH becomes the quantity of the outstanding rentals.

Post Partial - Once clear inventory stock for the location and the DCC or range of DCCs is complete, then the counted numbers can be posted as Partial inventory using the Post Inventory Option found under the hammer. Once posted, the system displays the message "Inventory has been posted successfully".
Counted items will have their stock on hand increased from zero to become the amount counted.
To record accurate variance, all reports should be exported/saved BEFORE the SOH is cleared for the DCCs.
See page 17 to print final reports.

After Posting – Export/Save Final Copies of Reports


Make sure there is NO ACTIVITY for the counted items between the time inventory is posted and the final reports are run. If the sales month is to be closed, there should be NO ACTIVITY between posting inventory and closing the sales month. No activity means no users should make any changes to the system that would affect inventory value until the final reports are exported/saved and (if applicable) the sales month is closed.
Export/Save the following reports as BOTH an Adobe Acrobat PDF and Excel 97-2000 (Data Only). Support cannot adequately help with questions or troubleshooting after the inventory has been posted unless both reports are exported/saved in both formats. No changes should
be made to the data before the final reports have been exported. Reports can also be printed as needed by the store.
The suggested parameters for the final copies reports are listed below. If other parameters are also needed, the report can be saved more than once.
Inventory Value Report (Total Value) (save with a different name than the "before"
reports)
Location Locations that were counted
Subsystem All
DCCs All DCCs that were counted
Method Select your inventory valuation method
Type Detail Negative Inventory Not Included SOH to Show Total SOH Sort Order Description
Inventory Value Report (Rentals) (save with a different name than the "before"
reports)
Location Locations that were counted
Subsystem All
DCCs All DCCs that were counted
Method Select your inventory valuation method
Type Detail
Negative Inventory Included
SOH to Show On Shelf Qty Only
Sort Order Description
Stock Adjustment Report (from Item Maintenance) Location Locations that were counted From Date Date of the inventory posting To Date Date of the inventory posting Reason Count Adjustment Subsystem All
DCCs All DCCs that were counted
SKU 0 (zero)
User All users (top option in the list)
Include Retail Checked
Sort Order Description

Comparing After Posting Reports


1. The Stock Adjustment totals should equal the Physical Inventory DCC Report variance
(variance should include Items Not Scanned), if no other activity has occurred for the day.
2. The Inventory Value report after posting inventory should reflect the same values as the
Physical Inventory DCC report.
The On Shelf Inventory Value report should be used for comparison if there are outstanding rentals.


Optional for stock ledger users:
If you use Stock Ledger reports monthly, run a Daily Update and then run the Stock Ledger
Spreadsheet reports.

Close the ICS Sales Month and Calculate Stock Ledger Inventory Variance


Close the Sales Month and Calculate Stock Ledger Inventory Variance.
Compare the Stock Ledger Spreadsheet Current Inventory to the Inventory Value (Total
SOH) report from after posting inventory.
The inventory values on the Spreadsheet will match the Inventory Value report (Total SOH) from posting inventory after the ICS Sales Month is closed Inventory Variance is calculated.