Copyright

Manual copyright © 2019 WilloWare Incorporated. All rights reserved. Your right to copy this documentation is limited by copyright law and the terms of the software license agreement. Only the software licensee may use this documentation. Making unauthorized copies, adaptations, compilations, or accessing the web-based version by direct linking, or sharing the web-based version with unlicensed users, or making derivative works for commercial distribution or other use is prohibited, and constitutes a punishable violation of the law.

 

Trademarks

Great Plains, Dynamics, and Dynamics GP are either registered trademarks or trademarks of Great Plains Software, Inc. in the United States and/or other countries. Great Plains Software, Inc. is a wholly-owned subsidiary of Microsoft Corporation. The names of actual companies and products mentioned herein may be trademarks or registered marks – in the United States and/or other countries – of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred.

 

Warranty disclaimer

WilloWare Incorporated disclaims any warranty regarding the examples contained in this documentation, including the warranties of merchantability and fitness for a particular purpose.

 

Limitation of liability

The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by WilloWare Incorporated.  WilloWare Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither WilloWare Incorporated nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code.

 

License agreement

Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call WilloWare Incorporated at 866-33-WILLO, or email support@willoware.com.

 

The installation process for all WilloWare products is identical.  Please review the general installation instructions at www.willoware.com/install.

All WilloWare software uses the same Registration window.  See the general Registration Window instructions here:

//willoware.com/online/registration-window/

The About Window for all WilloWare products is identical.  Open the About Window by going to Help >> About Microsoft Dynamics GP.  From that window select Additional >> About {WilloWare Product/Customization}.

{WilloWare Product/Customization} = the installed product, such as GP PowerPack or LabelLink.

Please refer to the general About Window guide here: www.willoware.com/online/about-window

The installation process creates a Security Task called CCOUNT.  It has access to all of the windows and reports in CompleteCount.

The installation process also creates a Security Role called CCOUNT, and it assigns the CCOUNT Task to the Role.

You can grant access to the product by either:

• Assigning the CCOUNT Security Task to a User’s existing Security Role, or
• Assigning the CCOUNT Security Role to a User.

CompleteCount provides the tools needed to perform a controlled cycle count in Dynamics GP using stock tags.  The stock tag method of conducting a physical count provides for an audit trail of the count, ensures a higher degree of accuracy, and keeps to a minimum the downtime required to conduct the count.

CompleteCount works together with the Dynamics GP Cycle Count module.  The GP Stock Count Schedule window (Transactions >> Inventory >> Stock Count Schedule) is used to create a Stock Count, and when the count is complete, the GP Stock Count Entry window is used to post the count.

The steps in the cycle counting process are listed below:

Set up Tolerance: CompleteCount supports the use of allowable count variance (Tolerance). If Tolerance is used, and the count for an Item is out of tolerance, the CompleteCount will not allow the count to be submitted.  You will need to override the Tolerance (i.e. submit the out-of-tolerance count as-is), or move those items to a new Stock Count for a re-count.

Assign Value Codes to Items: CompleteCount uses a Value Code, rather than an ABC Code.  There are 26 Value Codess (A to Z).

Assign Next Count Date and Cycle Count Interval

Assign Items to a Stock Count

Start the Count and print Tags (or export to Excel)

Enter the Stock Tags count (or import from Excel)

Submit the Count

Post the Count using the GP Stock Count Entry window

The Stock Count process begins with creating a Stock Count in GP’s Stock Count Schedule window.  STARTING the count in GP activates CompleteCount.  The count can be performed using Stock Tags, which are recorded in CompleteCount, or in Excel.  CompleteCount can either print the Tags needed for the count, or export the Stock Count to Excel, which is imported later after the count has been recorded.

If Stock Tags are printed, these are distributed around the warehouse, such as attaching one tag to each bin. Employees count what is immediately in front of the tag.  As a second step, an Auditor may spot-check the count on some tags.  The completed tags are returned to data entry personnel, who enter the count from the Tags into GP.

Alternatively, CompleteCount can export the Stock Count to one or more Excel spreadsheets.  The count is entered into the spreadsheets, which are then imported back into GP.  The import process creates virtual tags for the imported count, with one Tag per line in the spreadsheet(s).

CompleteCount has numerous Tag Reports which help identify error conditions that need to be addressed.  For example, if the quantity allocated of an item is greater than the quantity counted, the over-allocated quantity needs to be released before submitting the Tags.

The final step inside CompleteCount is Tag Submission.  This process does several data validation steps (i.e. checking for invalid Item Numbers), and ensures there will not be any allocation errors.  The count on all of the tags is tallied, so that if the same item was counted on several tags in different places in the warehouse the system has one total count of the item.  The tallied count is “submitted” back into the GP Stock Count module.  This process duplicates manual entry of Counted Quantities into the GP Stock Count Entry window.

Lastly, the Stock Count is PROCESSED in the GP Stock Count Entry window.  This creates and Inventory Adjustment for any variances identified through the count.

An overview of the stock counting process is shown below.

Setup

HelpID: 524122001

Navigation: Tools >> Setup >> Inventory >> Setup CompleteCount

Enable Stock Tags

Enabling the module allows it to interact with the Dynamics GP Cycle Count module. CompleteCount must be enabled to use the module. If CompleteCount is not enabled, navigation to the product’s windows will not be added, and CompleteCount’s controls on the Stock Count process will not be enabled. Restart GP for this setting to take effect.

Override Allocations

When a Stock Count is entered into the Inventory Stock Count Entry window, GP does not allow a Variance Quantity that would bring On Hand below the quantity allocated. For example, if there are two units allocated, and GP thinks you have four, but the actual count is zero, GP will only allow you to adjust the quantity down to 2.

CompleteCount will allow overriding the allocation in certain circumstances. If Inventory Setup has the Allow Variance Overrides box marked, you can mark the Override Allocations box in Setup Complete Count. When marked, you will be able to submit a count where the Variance Quantity could drive the Available Quantity negative (or more negative).

This ONLY works for non-serial/lot controlled inventory.

If the count includes serial/lot numbered inventory, you will still need to unallocate enough inventory to allow the count to be submitted. Further, if a Stock Count has both serial/lot controlled inventory, and non-tracked items, you will not be able to submit the count until the serial/lot allocation issues are resolved.

Lock Auto-Post Variance

When marked, the Autopost Stock Count Variances checkbox on Stock Count Entry will be locked so that it cannot be changed on the Stock Count Entry window. Whether or not the Auto-post box is marked by default is set in the Inventory Control Setup window. Restart GP for this setting to take effect.

Prevent Editing Submitted Count

After submitting the stock tags back into the Inventory Stock Count Entry window this setting prevents making any changes to the count in Stock Count Entry. The Cancel button will be locked, the scrolling window will be view-only, and Reuse Count will be locked. Use this setting when you are implementing a controlled stock count process where auditors will be validating the accuracy of the count. By preventing any changes to the Count in the Stock Count Entry window you can ensure that what was counted and recorded on the Tags matches what is posted to GP. Restart GP for this setting to take effect.

Use Tolerance Control

CompleteCount supports the use of Tolerance, or the amount of variance that is allowed between Captured Quantity and Counted Quantity. Tolerance can be set separately for each Item within each Site. When Tolerance Control is enabled, the Stock Tag Submission process will perform a check to ensure the count for each Item is within the Tolerance specified for that Item-Site, and if it is not, the Submission process will stop and report the error. This is described in more detail later in this document.

• Default Tolerance: There are multiple places to define the Tolerance (Item Class, Item, Site, and Item-Site). Default Tolerance simply provides the default value when creating a new record for any of these locations. The Item-Site Tolerance is the only value used during the Stock Tag Submission process.
• Tolerance Value: the label for this field will change depending on the Default Tolerance selection, but it is either a percentage, quantity or dollar value. This is a default that is used when creating new records.

Require starting Count before printing tags

If unmarked, you can print tags at any time for a cycle count. Using the module in this way allows you to prepare for conducting the physical count by printing and distributing tags before starting the count. A count must be Started to use Excel Link.

Numbering Option

You can either choose to maintain unique tag numbers, in which case the system will never re-use a tag number, or to re-start numbering with each cycle count. With either option the system maintains a complete historical record of every tag printed and entered for a cycle count.

Tag Digits

The system auto-numbers the tags, but you can choose how large the number should be. If you choose to re-use tag numbers, it will be easier to read and type a smaller number (such as 0001). If you choose to not re-use tag numbers, you should pick a large number of tag digits so that you do not run out of space.

Next Tag Number

When using pre-printed tags you will need to set the Next Tag Number to match the first number on the pre-printed tags.

User Defined Labels

Five user-defined text fields (30-characters each) are available for each Tag. The labels created here control which user-defined fields will be enabled on the User Defined Entry window. User-Defined fields move with the tags to history and become part of the permanent record of the stock count.

Value Code Update

HelpID: 524122037

Navigation: Tools >> Routines >> Inventory >> Value Code Update

Overview

The Value Code Update window is used to assign an “ABC” Code to Items based on their value. Traditionally, a small group of high value items are assigned “A”, a larger group of lower value items are assigned “B”, and a large number of low value items are assigned “C”. A items are counted more frequently than C items.

CompleteCount supports assigning more codes so inventory can be divided into small groups for more efficient cycle counting.

By default, the Value Code Update window will calculate typical ABC code assignments using the following logic:

A is assigned to the group of items which account for 70% of total inventory value

B is assigned to the group of items which comprise the next 20% of total inventory value

C is assigned to the group of items which comprise the last 10% of total inventory value

Typically, this results in a small group of high value items being assigned A. A larger group of “middle value” items will be B, and a very large group of “low value” items will be C.

Usage

To perform the Value Code Update:

1. Make selections for the fields in Section A
2. Click Calculate
3. Adjust the value break points in Section C
4. Review the proposed Value Code assignments in Section B
5. If you are setting Value Codes at the Item-Site level, select an Update Site
6. Click Update Value Codes button

Section A

Set: choose to set the Value Code at the Item, or Item-Site level. CompleteCount uses the Item-Site level Value Code when adding Items to a Stock Count. The Item-level Value Code provides a default that is used when the Item is assigned to Sites.

Using: select an option for how you want the determine the value of items. The options are:

1. Usage Value Over Time Period: the dollar value of an item used over the specified time period. Usage Value is calculated by looking at the transactions that consume inventory (transaction quantity is negative) in Inventory Transaction Amounts History table (IV30300).
2. Usage Quantity Over Time Period: the quantity of an item used over the specified time period. Like the Usage Value, this is calculated using the Extended Cost from transaction lines in the Inventory Transaction Amounts History table.
3. On Hand Value: The Item’s current or standard cost multiplied by the Quantity On Hand for all Sites (if Site ID is left blank), or for the selected Site.
4. Unit Cost: The Item’s current or standard cost.

Site ID: if left blank the calculation will be performed for All Sites.

From/To Dates: Enter a date range for the usage calculation.

Clear Value Code if Item has no Usage/Quantity: if you reassign Value Codes on a periodic basis, you may choose to clear the Value Code from items with no activity. Clearing the Value Code field can be used to exclude items from a Stock Count.

Section B

This window displays the value calculation and the proposed Value Code assignment. It displays the Items in order from highest to lowest value based on the calculation method used.

Section C

Update Site ID: if you are assigning Value Codes at the Item-Site level, select the Site in which you want to perform the update. Note that the Site used for the value calculation does NOT need to be the same as the Site where the update is performed.

The scrolling window in Section C is used to modify the proposed Value Code Assignment. This window shows the ACTUAL breaks based on the Percent of Total Value. For example, the default calculation attempts to assign A to those items which make up the top 70% of inventory value, but the break point might actually occur at 66%.

As shown above, due to the number of Items in the system and their usage value, the break between A and B occurs at 66%.

Change the break points, or add additional break points by changing the value in the % Ttl Value field. As you make changes, the window in Section B will redisplay to show the new proposed assignments.

After changing the value to 40% and tabbing out of the field, the window recalculates. Note that the value you enter may not remain if there is not a natural break point.

For example, as shown above, after entering 40% the window retained 40% because there is a break point at that value. However, if we enter 50%, the window will redisplay and show 40% because the only available natural break points are 40, 54 and 66%.

Add additional break points by entering additional values. The window will automatically recalculate so that the final row is always 100%.

Item-Site Extension

HelpID:524122036

Navigation: Cards >> Inventory >> CC Item Site Extension. This window is also available from the Additional Menu on Item Quantities Maintenance.

The Item Site Extension window is the primary source of information used by CompleteCount. The Value Code assigned at this level can be used by the Mass Add/Update window to add Items to a Stock Count, or to set the Next Count Date and Count Interval.

Default values at the Item-Site level can be rolled-down to all Items in the Site by using the Site Extension window.

The Tolerance Settings on this window are used by CompleteCount to control the Stock Tag Submission process. If an Item’s count is outside the allowed Tolerance the Submission process will be halted and an error reported. See Tolerance later in this document for a more detailed explanation.

If “Include in Stock Count” is NOT marked on the Item Extension, the Item will NOT be added to Stock Counts by the Mass Add/Update utility. Note that the checkbox could be marked on the Item-Site and NOT marked on the Item, and the Item will be excluded. If the Mass Add/Update utility does not include an Item that you think should be, be sure to check both the Item Extension and Item Site Extension windows to ensure “Include In Stock Count” is marked.

Site Extension

HelpID: 524122035

Navigation: Cards >> Inventory >> CC Site Extension. This window is also available from the Additional Menu on Site Maintenance.

The Site Extension window works in a similar manner to the Item Class Extension in that it provides default values which can be rolled down to all Items assign to the Site. The Item Class Extension window rolls-down its values to the Item (i.e. the Item Extension window).

To roll-down a setting, mark the Rolldown checkbox next to the setting, then click the Rolldown button.

Item Extension

HelpID: 524122030

Navigation: Cards >> Inventory >> CC Item Extension. This window is also available from the Additional Menu on Item Maintenance.

The “Include In Stock Count” setting on the Item affects whether or not the Item can be included on Stock Counts. If this is unmarked the Item cannot be added to a Stock Count using the Mass Add window (the Item could still be added manually).

Value Code can be used by the Mass Add/Update window to set the Next Count Date and Count Interval, and to add the Item to a Stock Count.

When a new Item is created and assigned to an Item Class, it will receive the CompleteCount Extension settings from the Item Class. Changing the Item Class will not rolldown the Extension values from the new Item Class.

Item Class Extension

HelpID: 524122033

Navigation: Tools >> Setup >> Inventory >> CC Item Class Extension. This window is also available from the Additional Menu on Item Class Setup.

Values set on the Item Class can be rolled down to Items in that Class, and will be used as default values when an Item is assigned to a Class. See Item Extension.

The Tolerance, Tolerance Value (i.e. Quantity Percent), Value Code and Include in Stock Count settings can be rolled down to Items in the Class. To rolldown a setting, mark the Rolldown box next to the setting, then click the Rolldown button.

When a new Item is assigned to an Item Class, it will receive the CompleteCount Extension values from the Item Class. Changing the Item Class on an Item does not rolldown the values from the Item Class Extension window.

The Rolldown button provides several options for how the rolldown will run:

CompleteCount relies on the Item-Site level information when Tolerance is enabled. One method to ensure correct setup at the Item-Site level is to first rolldown settings from the Item Class to BOTH Items and Item-Sites, then use the Site Extension window, if necessary, to further modify the default values and push Tolerance settings down to all Items in the Site.

Mass Add/Update

HelpID:524122038

Navigation: Tools >> Routines >> Inventory >> Mass Add/Update. This window is also available from the Stock Count Schedule window by clicking the Mass Add button.

The Mass Add/Update window can perform the following tasks:

• Add Items to a Stock Count
• Set/Update Count Date and Count Interval
• Set/Update Tolerance

After assigning Value Codes, the next steps are to assign Items to a count schedule, and set Tolerance values. Use the Mass Add/Update window to create a Query that identifies a group of Items, then execute the desired Task on those items (such as setting the Next Count Date, or updating the Tolerance information).

Add Items To A Stock Count

If you open Mass Add from the Stock Count Schedule window, the Stock Count ID field will be filled-in automatically and the Task will be set to Add Items to Stock Count.

If you opened the window from Inventory Routines, select Task “Add Items to Stock Count”, and enter a Stock Count ID.

This is a two-step process:

1. Create a query that identifies the group of Items you want to add to the count
2. Add those items to the Count

You can repeat this process as many times as needed. The utility will not duplicate items on the Count. The Query Results window only shows Item-Site combinations, or Item-Site-Bin combinations, that are not already on the Stock Count.

The steps below show how to create a query for Value Code = A items that are in a specific range of Item Classes.

Value Code = A

• Select FIELD = “Value Code on Item-Site”
• Select the operator of “is equal to”
• Enter “A” in the value field
• Click the ADD button.

Item Class Range

• Select FIELD = Item Class
• Select the operator of “is between”
• Select the Item Classes. “Is Between” includes the selected values (in this case the Item Classes ATT CORD and SERVERS-2 are included, as are all Classes in between).
• Click the ADD button.

The complete Query looks like this:

Click RUN QUERY to see the results.

To change back to the Query Builder window, click the Query radio button:

One of the criteria can be removed by selecting it, then clicking the REMOVE button.

When the Query Preview shows the desired list of Items, click the UPDATE button.

Update Count Date/Interval

Dynamics GP automatically increments the next Count Date by adding the Count Interval Days each time a Stock Count is posted for an Item-Site or Item-Site-Bin. Count Date can be helpful when performing regular Cycle Counts (as opposed to a complete physical) to ensure all items are eventually counted. For example, if all items should be counted at least once every 6 months, the Count Date can be used to identify items that have not been counted recently.

Setting Count Date and Interval is not required.

Select Task “Set/Update Count Date”.

Count Interval is the number of days between each count of an item.

“Set Count Date To” is the next date on which the Item should be counted.

Create a Query to identify the group of items on which you want to set the Count Date/Interval.

The steps below show how to create a query for Value Code = A items that are in a specific range of Item Classes.

To perform that assignment, follow these steps:

• Select FIELD = “Value Code on Item-Site”
• Select the operator of “is equal to”
• Enter “A” in the value field
• Click the ADD button.

Then:

• Select FIELD = Item Class
• Select the operator of “is between”
• Select the Item Classes. “Is Between” includes the selected values (in this case the Item Classes ATT CORD and SERVERS-2 are included, as are all Classes in between).
• Click the ADD button.

The complete Query looks like this:

Click RUN QUERY to see the results.

To change back to the Query Builder window, click the Query radio button:

One of the criteria can be removed by selecting it, then clicking the REMOVE button.

When the Query Preview shows the desired list of Items, make sure the Count Interval and Count Date are set, then click the UPDATE button.

Update Tolerance

Tolerance is used to prevent submitting a count when one or more items has a count that is larger than should be allowed. See the Tolerance section of this manual for more details.

Use of Tolerance settings is not required.

Select Task “Set/Update Tolerance”.

Select a Tolerance option, and if appropriate, enter a Quantity, Percent or Dollar Amount.

Create a Query to identify the group of items on which you want to set the Tolerance options.

The steps below show how to create a query for Value Code = A items that are in a specific range of Item Classes.

To perform that assignment, follow these steps:

• Select FIELD = “Value Code on Item-Site”
• Select the operator of “is equal to”
• Enter “A” in the value field
• Click the ADD button.

Then:

• Select FIELD = Item Class
• Select the operator of “is between”
• Select the Item Classes. “Is Between” includes the selected values (in this case the Item Classes ATT CORD and SERVERS-2 are included, as are all Classes in between).
• Click the ADD button.

The complete Query looks like this:

Click RUN QUERY to see the results.

To change back to the Query Builder window, click the Query radio button:

One of the criteria can be removed by selecting it, then clicking the REMOVE button.

When the Query Preview shows the desired list of Items, make sure the Count Interval and Count Date are set, then click the UPDATE button.

Create a Stock Count

Navigation: Transactions >> Inventory >> Stock Count Schedule

CompleteCount uses the Dynamics GP Stock Count Schedule window to create a stock count.

Items can be added manually to a Stock Count, but it is much quicker to use the Mass Add window. CompleteCount provides a new Mass Add utility that replaces the one normally available from the Stock Count Schedule window.

Click the Mass Add button.

Refer to the Mass Add/Update section of this document.

Blank Stock Count

CompleteCount can add new items to a stock count on-the-fly. This can be done with the Stock Tag Entry window, and through ExcelLink.

The GP Stock Count Schedule window requires at least one Item before it will allow Starting the count, and the Count must be Started before count information can be recorded in CompleteCount.

It is possible to start the count with just one Item on the count, then use Blank Tags, or Excel, to perform the count and let CompleteCount add items.

IMPORTANT

When CompleteCount adds Items to the Count, it records the “Captured Quantity” at the moment the Item is added to the Count. This is in contrast to when Items added to the Count Schedule, which have a Captured Quantity recorded when the count is started.

If Items are added on the fly, inventory must remain frozen until the count is recorded in CompleteCount. If Items were “started” on the count, inventory usage can resume as soon as the item has been counted.

Printing Stock Tags

HelpID: 524122000

Navigation: Transactions >> Inventory >> Print Stock Tags, or from the Stock Count Schedule window go to Extras >> Additional >> Print Stock Tags.

You need to create a Stock Count ID in the Dynamics GP Stock Count module before printing tags. Go to Transactions >> Inventory >> Stock Count Schedule to create a new Stock Count ID.

Refer to the Dynamics GP Inventory manual for more information on assigning Items to a count schedule.

When Start Count is clicked on the Stock Count Schedule window, the Print Stock Tags window will open automatically. The Excel Link window can be opened from Print Stock Tags. If you are printing physical tags, continue with this section. If you are using Excel Link, go to the Excel Link section.

There are two types of Stock Tags:

• Blank
• Assigned

Blank Tags can be printed at any time, as they are linked only to the Stock Count ID. With a Blank Tag you can record the physical count for any item. CompleteCount allows you to count items that are not assigned to the Stock Count ID, and to count items in an Item-Site (and Bin) which is not assigned to the count. These items will automatically be added to the Stock Count as the tags are recorded.

Select Blank Tags if you are using pre-printed tags. When using pre-printed tags you still need to run through the tag printing process so that CompleteCount creates an internal record of the tags assigned to the Count.

Assigned tags can only be printed once for a Stock Count. Once you print Assigned Tags you cannot print more Assigned Tags if you add items to the Stock Count. Before printing Assigned Tags, make sure you have already assigned all desired Items to the Stock Count ID. Assigned tags are printed for each item-site, or item-site-bin combination included on the Stock Count.

Print Tags for On Hand Items

When marked, the system will only print tags for Items that have an On Hand quantity in Dynamics GP. Regardless of how many item-site combinations are on the Stock Count, tags will be printed sequentially for each Item on the count that has an On Hand inventory quantity. If the Stock Count includes multiple Item Site combinations (such as 100XLG in WAREHOUSE and 100XLG in SOUTH), a tag will be printed only for the Item-Site combination that has inventory.

Use Item-Quantities Bin

When marked, the system will print Item-Site-Bin tags using the Bin Number field found on Item Quantities Maintenance. If you are not using multi-bin in GP, but have recorded a bin on the Item-Quantities Maintenance window, you may want to show that bin on the stock tags. This option is only available when Multi-Bins is not enabled.

Qty To Print

When printing Blank Tags, enter the quantity of tags needed. When printing Assigned Tags, the quantity of tags printed will be determined by the number of item-sites on the Count.

Reprint Tags

The Tag History window (scrolling window at the bottom of the Print Stock Tags window) shows what was printed each time you print tags. This provides an audit trail of all tag printing activity.

If you need to re-print tags for any reason, mark the Reprint Tags option, then select a print history record.

The print history line you select will be marked with a blue check mark. To reprint the tags you must provide a Reprint Reason. Click the Reprint button, and follow the instructions above for selecting the Print Options.

Reprint Range

Select whether to reprint all tags, or a specific tag or tags.

Printing

After selecting options on the Print Stock Tags window, click the Print button (either Print Tags or Reprint will be enabled depending on the selected options).

Click Print. The Print Options window will open.

The Print Options window allows you to pick the printer, printing destination, page layout, and sorting options (for Assigned Tags).

Print

• Test Tag: select this to print an empty tag to test printer setup
• Stock Tags: select this to print the Blank or Assigned tags
  • Print Captured Quantities: this option is only available for Assigned Tags.
  • Print Serial/Lot Numbers: this option is only available for Assigned Tags

Captured Quantities and Serial/Lot Numbers can only be printed if the Count has been started. If the Setup option to “Require Starting Count before Printing Tags” is NOT marked, checking either of these boxes will not have any effect on the tags because the information is not available to print.

Layout

Select a tag report format. Some options print multiple tags per page and may requiring cutting the sheets to separate the tags before distributing to the warehouse.

Sorted By

Sorting options are only available for Assigned Tags.

The tags are numbered in order based on the sorting options you select. Once you print the Assigned Tags the sorting options are stored and cannot be changed if you reprint tags. The Item-Site-Bin combinations you selected on the Stock Count are sorted by the options you pick here (such as Site, then Generic Description, then Item Number), and are then assigned to the numbered tags in sequence.

If you are not using Multi-Bins, your sorting options must always include:

• Item Number
• Site

If you are using Multi-Bins, your sorting options must always include:

• Item Number
• Site
• Bin

The module will make sure you have selected the required sorting options before allowing tags to print.

Destination & Printer Settings

To pick a different printing device, click the blue arrow by the Printer Settings field, which opens the Print Setup window, allowing you to choose the destination and layout options.

NOTE: If using pre-printed tags, make sure to print tags to screen. Printing to screen makes CompleteCount go through the process of generating “internal” tags that will match-up to the pre-printed tags. Pre-printed tags are usually pre-numbered tags on multi-part forms. CompleteCount needs to generate the same numeric range of “blank” electronic tags (i.e. tags 2000 to 3500). During Tag Entry you can then match up the pre-numbered tags to the electronic tag in CompleteCount.

PRINT

The Progress Indicator will move as tags are being created. The movement indicates that the module is working. It may flash quickly from 0 to 100% as various tasks are being completed.

Serial and Lot numbers can only be printed with the 1-Tag per page layout option.

Stock Count Enhancements

HelpID: 524122009, 524122016

Next Count Date Reset

When a Stock Count is posted, Dynamics GP updates the Next Count Date/Time in the Item Quantities Master table (IV00102). This functionality is intended for setting the next count date when using periodic, scheduled cycle counts. However, if you also perform a yearly complete physical, posting the complete physical updates the next count date for all items in the physical.

The Next Count Date Reset functionality ensures the Next Count Date is not overwritten by a year complete physical.

Navigation: Transactions >> Inventory >> Stock Count Schedule. Select a Stock Count ID, then Additional >> Stock Count Extension.

Mark the box next to “Reset Next Count Date After Posting”.

If the “Reuse Stock Count” box is marked, this setting will remaing saved with the Stock Count ID. If you delete the annual complete physical Count ID, you will need to mark this box when the new complete physical Count ID is created.

Stock Count Schedule Filters

Stock Count Filters provide several methods of restricting the display in the Stock Count Schedule.

Navigation: Stock Count Schedule >> Additional >> Stock Count Filters

The checkboxes for restricting by Counted and Variance Quantity are only available on the Stock Count Entry window.

Enter a restriction the press the TAB key. The scrolling window will refresh to show only records meeting the criteria.

Deleting Stock Count Items

Navigation: Stock Count Entry >> Additional >> Delete Line

CompleteCount adds an Additional Menu to the GP Stock Count Entry window to delete a line from the Stock Count.

If the Tag Submission process identifies errors with items that cannot be resolved, you may want to delete the item from the Stock Count so that it can be addressed later, so that the rest of the CompleteCount data can be sumbitted successfully.

Deleting a line will remove it from the Stock Count, and VOID any Tags containing the Item-Site (or Item-Site-Bin).

After selecting Delete Line you will be asked to confirm you want to delete the line, then a second prompt will verify that you intend to delete the line.

Stock Count Filters provide several methods of restricting the display in the Stock Count Schedule.

Stock Count Entry Filters

Navigation: Stock Count Entry >> Additional >> Stock Count Filters

Enter a restriction (such as an Item Number) and then press the TAB key. The scrolling window will refresh to show only records meeting the criteria.

Marking one of the checkboxes immediately redisplays the Stock Count Entry window to restrict by Counted Quantity and/or Variance Quantity.

Excel Link

HelpID: 524122003

Excel Link exports a started count to an Excel file. The count can be directly entered into the spreadsheet then imported back into GP to update the Stock Count.

Excel Link can be opened from the Print Stock Tags window when a count is started, or via Transactions >> Inventory >> Excel Link.

Stock Count ID

Select a Count ID. The Setup option called “Require Starting Count Before Printing Tags” applies to this window. If the option is unmarked you will be able to selected an unstarted Count and export it to Excel. Importing can ONLY be done with a started count.

Exporting

Convert U of M

By default, the Captured Quantity, if included in the export, is shown in the Base Unit of Measure. You can use the U of M Map window to make the Captured Quantity be displayed in a different U of M. For example, you might want to show it in CASE rather than EACH.

This does NOT affect counting the items. The spreadsheet can record the count for an item in any U of M that is valid for the item.

Click the Expansion button to the right of Convert U of M to open the U of M Map window.

The U of M Map window displays each U of M Schedule that is on the Stock Count. For all items having the same U of M Schedule you can choose which alternate U of M to use for those items.

Include Captured Quantity

When marked, the Captured Quantity will be included in the export. Otherwise the Captured Quantity column in the spreadsheet will be zero.

Include Quantity Available

When marked, the Quantity Available will be added to each row in the export. Depending on the type of Item, and whether Multi-Bins is enabled, the following quantity will be shown:

• Item-Site Quantity Available
• Item-Site-Bin Quantity Available
• Lot Quantity Available
• Lot Bin Quantity Available

The Quantity Available is not displayed for serial numbered items because it is always one or zero.

Include Quantity On Hand

When marked, the Quantity On Hand will be added to each row in the export. Depending on the type of Item, and whether Multi-Bins is enabled, the following quantity will be shown:

• Item-Site Quantity On Hand
• Item-Site-Bin Quantity On Hand
• Lot Quantity On Hand
• Lot Bin Quantity On Hand

The Quantity On Hand is not displayed for serial numbered items because it is always one or zero.

Export Format

There are two export format options: (1) One Workbook for the entire count, and (2) One Workbook per site.

The new worksheet in Excel will be named automatically using a combination of the Stock Count ID, and if exporting a workbook per Site it will include the Site ID.

For example, if Stock Count TEST includes three sites, three workbooks will be created as shown below.

Click EXPORT.

The format (layout) of the spreadsheet cannot be modified or Excel Link will not be able to import the count.

You do not need to export the count before importing it. Exporting is used to create a file where the count can be entered. You can also create your own file manually as long as it has the required columns (see File Layout).

 

Using the Spreadsheet

For exported rows, it is important that only the Counted Quantity be changed in the spreadsheet. Do not make changes to the Item Number, Location Code, or Bin Number fields.

Below is a sample of what the export file will look like.

There must be a complete line for each counted Item or Item/Serial-Lot Number (as shown above for 100XLG). For each serial number (or lot number), the spreadsheet must contain Site, Bin (if multi-bin is enabled), Item Number, Serial/Lot Number, Counted QTY, and U of M.

When manually adding Items to the count spreadsheet, each row must contain information in the required fields. The spreadsheet must contain the following columns in the order shown in the File Layout section. The first row must contain column headers, but the labels in the column headers are not important.

Columns that are not used, such as Serial/Lot Number if you do not have serial/lot numbered items, must be present in the file but can be blank. For example, the file must have Column E, but it does not need a column header or any data.

You do not need to use the file Export funtionality. A similar file could be created using data from bardcode scanning guns as long as it has the required layout (see File Layout).

File Layout

The Import utility reads ONLY the required columns. Other columns may be blank, or used to contain other data as they are informational only and will not affect the import.

Column	Column Header	Required	Notes
A	Site	YES
B	Bin	YES	Only required if multi-bins is enabled. Column B must be present but can be blank.
C	Item Number	YES
D	Item Description	NO
E	Serial/Lot Number	YES	Only for serial/lot numbered items. The spreadsheet must contain a complete record (all required fields populated) for each serial or lot number counted. Each serial/lot number must be recorded on a separate row of the spreadsheet.
F	Capture Quantity	NO
G	Counted Quantity	YES
H	U of M	YES	It must be on the Item’s U of M Schdule. The count can be imported using any valid U of M on the Item’s U of M Schdule. Conversion to Base will be made during the import.
I	MFG Date	NO	The following fields are for Lot Numbers only. The fields may be populated when counting a NEW lot number (i.e. it does NOT already exist in GP). The lot attribute columns are only imported for NEW lot numbers, otherwise they are ignored.
J	EXP Date	NO
K	Lot Attribute 1	NO
L	Lot Attribute 2	NO
M	Lot Attribute 3	NO
N	Lot Attribute 4	NO	This is a date field
O	Lot Attribute 5	NO	This is a date field
P	QTY Available	NO
Q	QTY On Hand	NO

 

Importing

Navigation: Transactions >> Inventory >> Excel Link

Steps to IMPORT a count from a spreadsheet:

• Select a started count.
• Be sure the Counted Quantity is entered for at least one item. If there are no counted items nothing will happen when the spreadsheet is imported. CompleteCount automatically zeros the Quantity On Hand for items that are NOT counted (it assumes the count is zero).
• Select a workbook to import.
• Automatically add new Sites: when marked, the Site ID validation will be skipped. The Site ID in the spreadsheet does not have to exist in GP. When the Count is Submitted, new Sites will be created.
• Automatically add new Bins: when marked, the Bin validation will be skipped. New Bins will be added when the Count is Submitted.
• Click Import.

Validation

The first step in the import process is to validate the data in the data in the Excel file. CompleteCount will check the following:

1. Item Numbers are the correct length, and are valid (exist in GP). Items may be included in the Import that are not already on the Count. CompleteCount will add them to the Count.
2. Sites IDs are not blank, are the correct length, and are valid (exist in GP), unless “Automatically add new Sites” is marked, in which case they do not need to exist in GP. CompleteCount can create new Sites on the fly, create Item-Site assignments, and add the Item-Site to the Count.
3. Bins are the correct length, and are valid (exist in GP for the Site), unless “Automatically add new Bins” is marked, in which case they do not need to exist in GP. CompleteCount can create new Bins on the fly, add then to a Site, create the necessary Item-Site and Item-Site-Bin records, and add the Item, Site and Bin to the Stock Count.
4. Units of Measure are the correct length, and valid for the Item Number. The count can be recorded in any Unit of Measure that is valid for the Item Number.
5. Serial/Lot Numbers are the correct length, and are present for Serial/Lot controlled items, and are NOT present for non-tracked items.
6. The quantity is valid. It must be correct for the number of decimals places, and for serial-tracked items it must be 1 or 0.

If any validation check fails, the import will not continue—nothing will be imported from the spreadsheet. The spreadsheet must be fixed. A report will print displaying the error code(s) for each error found in the import file (see the Error Codes section).

If all data in the spreadsheet passes the validations, the import will begin.

If multiple workbooks were created, the import process can be repeated several times. Each time a spreadsheet is imported it will add the count from the new sheet to the existing count. Repeat this process until all count sheets have been imported.

For each row in the spreadsheet a “virtual tag” will be generated. The Item Number and Count from the spreadsheet row will be entered on the Tag. See the rest of the CompleteCount manual for information about working with Stock Tags.

You can view the imported count information with Stock Tag Reports (Reports >> Inventory >> Stock Tags Reports). Select the All Tags report.

If mistakes are discovered after importing a spreadsheet (such as the count was not correct, or a workbook was imported twice) the imported count can be Deleted and re-imported. Click the DELETE button on the Excel Link window to delete the imported information.

The Imported Files scrolling window shows the names of the files that have already been imported. If you attempt to import a file name that already exists, you will receive the following message:

A file with the name has been imported. Do you want to continue?

You may continue past this message. But be aware that the system will not prevent you from importing the same spreadsheet multiple times.

When the import is complete, go to the section on Submitting Tags.

Error Codes

The possible error codes are:

• Bin1: The Bin exceeds 15 characters, or is not upper case
• Item1: The Item Number exceeds 30 characters, or is not upper case
• Site1: The site exceeds 10 characters, or is not upper case
• SerLot1: The serial/lot number exceeds 20 characters, or is not upper case
• UofM1: The U of M exceeds 8 characters
• Site2: Site is empty or is not valid
• Bin2: Bin is empty (and Multi-Bins is enabled), or Bin is not valid for the site
• Item2: Item Number is empty, or is not valid
• SerLot2: Serial/Lot Number is required, and is empty
• SerQty2: Serialized Item has Quantity not equal to 1 (zeros are excluded and assumed to mean not counted/not found)
• CountedQty2: Quantity is not valid for the Item’s Quantity Decimals setting
• UofM2: U of M is not valid for the Item’s U of M Schedule

Deleting the Import

Until a count is submitted (see Submitting Tags), it can be deleted. This will not harm the Stock Count is any way. The workbooks can then be fixed and reimported.

Click the DELETE button on the Excel Link window to delete the imported count information. This will delete ALL Tags for the Count. Recall that the Import process creates a virtual tag for each row in the import spreadsheet. If you have already imported several other spreadsheets, and import a final spreadsheet that contains an error, and you delete the import at this point, you will need to re-import ALL of the prior spreadsheets.

Tag Entry

HelpID: 524122027, 524122020, 524122019, 524122002

Navigation: Transactions >> Inventory >> Entry Stock Tags

Stock Count ID – Select or enter the Stock Count ID. Tags can be entered on multiple computers at the same time. However, if the Stock Count is being edited in the Tag Submission Wizard or the Stock Count Schedule window you will not be able to select the Stock Count ID.

Tag Number – use the scrolling buttons to select a tag, manually enter the Tag Number, or select a Tag from the lookup. The system will automatically fill in the leading zeros. If the Tag Number is “0000075”, you can enter just “75”. To find a tag by Item Number, click the Lookup button, then change the sort order on the Lookup window to Item Number.

Tag User-Defined Fields – click the expansion button to the right of Tag Number to open the Tag User Defined Entry window.

Tag Status – when the first count quantity is entered the system will set the Tag Status to Counted. This field is editable, and can be changed at any time. When Submitting the Stock Tags, the system will require that all Tags have a status other than New, and only Counted or Recounted tags will be included in the Submission. All other tags are ignored during Submission.

Item Number – Assigned tags will already have an Item and Site assigned, which cannot be changed. For Blank Tags, select the Item Number counted on the Tag. After selecting the item number and entering count information, the Item Number field locks to prevent accidental change. If the incorrect item number was selected, click the “delete” button (red X) to the right of the Item Number field. Changing the Item Number will result in deleting any count information that was already entered for that tag.

Default Site – Assigned tags have the Default site assigned. For Blank Tags, enter a default site. This site will auto-populate in the scrolling window to speed data entry.

Default Bin – in a multi-bin environment, with Assigned tags, this may already be set depending on the Sorting Options selected during printing. If multi-bins is not enabled, this field is available, but is for reference use only.

Scrolling Window – If the Default Site (and Bin, if appropriate) are populated, click directly into the Count Quantity field (the other fields will populate by default). For Serial/Lot controlled items, click the Count Qty expansion button (blue arrow) to open the Serial/Lot Entry window.

Enter the Serial or Lot Number, and quantity counted. For Serial Numbers the quantity always defaults to 1.

Enter/Edit Lot Attributes by clicking the Serial/Lot Number expansion button (blue arrow).

If the Lot Number is new (does not exist in GP), the Stock Tag Lot Attribute Entry window will open. The information entered here will be used to create a new Lot Attribute record in GP when the Tags are Submitted.

If the Lot Number already exists in GP, the Lot Attribute Entry window will open.

Addressing Over-Allocations

An over-allocation occurs when the quantity allocated exceeds the actual, physical quantity on hand. This may occur because your Dynamics GP setup allows shortage overrides, so that prior to starting the count the allocated quantity already exceeds the quantity available, or, as a result of the physical count being lower than the quantity of inventory reported in GP the adjusted quantity would be lower than the quantity of inventory allocated.

Dynamics GP does not allow posting a Stock Count if the variance quantity would result in an over allocation. Since CompleteCount interfaces with the GP Inventory Stock Count functionality, CompleteCount must also adhere to this control.

 

When using the Stock Count Entry window (without CompleteCount), GP will adjust the variance quantity, regardless of the counted quantity, so that posting the Stock Count does not create an over-allocation. For example, you could start with GP reporting that you have 220 units of CAP100 On Hand, with 200 units of CAP100 are allocated. If the physical count is 150 (a variance quantity of -70), GP will change the variance quantity to -20. In other words, it makes sure that posting the count will result in 200 units On Hand so that it matches the quantity allocated.

A Stock Count cannot be posted below the allocated quantities because there is no way for the software to figure-out how to handle the over-allocations. For serial/lot-controlled items SPECIFIC transactions need to be unallocated to free-up allocations on the serial or lot numbers were not counted (they physically do not exist). Since allocations could come from Sales, Manufacturing, Inventory Transactions, or many other 3^rd Party Products, the Stock Count has no way to unallocate the inventory.

For non-serial/lot tracked items, the over-allocation could mean that a Ship Date given to a customer on a Sales Order is inaccurate because there is not any inventory to actually fulfill the order. Perhaps a Back-Order should have been created rather than an Invoice. The Stock Count also cannot automatically figure-out how to handle these items.

To retain the integrity of the Stock Count module, CompleteCount also will not allow submission of a count where the counted quantity is less than the Quantity Allocated. This will result in Tag Submission Warnings, which will identify the part(s) with over-allocations.

The transactions allocating the inventory must be unallocated and a decision made about how to handle the shortage for that document. Simply allowing the Stock Count to change the variance so that posting the Stock Count leaves enough inventory to cover the allocations is not any better than not counting the items at all—the count is still wrong.

There are a couple of options for addressing over-allocations:

1. Find the transactions allocating the inventory (i.e. Sales Transactions or Manufacturing Picklists), and unallocate enough inventory to allow the count to post.
2. Find the items on the Stock Count Entry window and remove them from the Stock Count (see Deleting Stock Count Items). Then VOID the tags containing those items. See Tag Reporting for information on identifying the tags that need to be voided.

NOTE: See CompleteCount Setup for special circumstances under which CompleteCount will allow overriding allocations.

Serial Numbers

Counting Serial Numbers raises several unique issues particular to serialized inventory. Since there can only ever be just one of a given Serial Number in GP:

• A Serial Number cannot be on a Stock Count and a Sales Return at the same time. Since both transactions would add the serial number to GP, one of the two must be incorrect.
• A Serial Number cannot be in two warehouses at the same time. If GP shows the serial number residing in SOUTH, but it is counted in NORTH, it must be in NORTH.
• A Serial Number cannot be in two bins at the same time. If GP shows the serial number residing in SOUTH in Bin G, but it is counted in Bin X, it must be in Bin X.
• If a Serial Number is recorded on two different Stock Count Tags, one of the Tags must be incorrect.

CompleteCount takes steps to automatically resolve some of these issues. In all cases where a Serial Number is found someplace other than where GP thinks it should be, CompleteCount will automatically transfer the serial number to the correct location.

With non-serialized inventory, GP can simply increase the quantity of an Item in one Site (or Bin), and decrease the quantity of the Item in a different Site (or Bin). With Serial Numbers this is not possible because doing so would either (1) temporarily result in a Serial Number being in two locations at the same time, or (2) completely remove the Serial Number from the system and then re-add it in a different location which would change the FIFO layer of the Serial Number.

The following pages provide examples of when CompleteCount can automatically perform Inventory Transfers to resolve Serial Number issues, and when Error Conditions exist which must be manually resolved.

Serial Number Transfer Scenarios

Scenario	Result
Item: 100XLG SN: A123 Tag records A123 in NORTH GP Location: SOUTH	An Inventory Transfer is created and posted to move A123 from SOUTH to NORTH.
Item: 100XLG SN: A123 Tag records A123 in NORTH Bin: A GP Location: SOUTH Bin: G	An Inventory Transfer is created and posted to move A123 from SOUTH-G to NORTH-A.
Count: NORTH Item: 100XLG SN: A123 Tag records A123 in NORTH Count: SOUTH Item: 100XLG SN: A123 captured in SOUTH A123 was not counted in SOUTH (it is not on a Tag for the SOUTH count).	An Inventory Transfer is created and posted to move A123 from SOUTH to NORTH. Count SOUTH is adjusted. The Captured Quantity is reduced by 1, and A123 is removed from the Captured Serials list.
Count: NORTH Item: 100XLG SN: A123 Tag records A123 in NORTH Bin: A Count: SOUTH Item: 100XLG SN: A123 captured in SOUTH Bin:G A123 was not counted in SOUTH (it is not on a Tag for the SOUTH count).	An Inventory Transfer is created and posted to move A123 from SOUTH-G to NORTH-A. Count SOUTH is adjusted. The Captured Quantity is reduced by 1, and A123 is removed from the Captured Serials list.
Count: NORTH Item: 100XLG SN: A123 Tag records A123 in NORTH Bin: A The Count captured A123 in NORTH Bin: M	An Inventory Transfer is created and posted to move A123 from Bin-M to Bin-A in NORTH.

Serial Number Error Conditions

Condition	Resolution
Count finds a new SN. It does not exist in the SN Master, but the SN is on an unposted transaction (such as a SOP Return, or a positive Inventory Adjustment).	You will need to either remove the SN from the Tag, or find the other transaction and remove the SN. Report: Serials: New on Open Transactions It is not possible for CompleteCount to find which transaction is adding the SN because 3rd Party Products integrate into the GP routine which detects if unposted transactions are adding a SN, and that GP routine only returns yes/no.
Count finds a SN which was not captured on the Count because GP has it in a Site (Site-Bin) which was not on the Count. The SN is allocated in the GP Site (Site-Bin).	Find the allocating transaction and unallocated the inventory. Report: Serials: Transfer Needed but Allocated
SN on another started Count, and is on a Tag.	One of the Counts will need to be manually fixed to resolve the problem. The SN cannot be on Tags for two different counts. Report: Serials: Duplicated on Tags
SN occurs on two different Tags in the same Count.	The SN needs to be removed from one of the Tags. Report: Serials: Duplicated on Tags

For all Error Conditions, the Stock Tag Submission Wizard will identify the errors and an Error Report can be printed with the error information.

In the Resolution section above, the Report mentioned in each section can be run before using the Submission Wizard to identify problems.

Tolerance

HelpID:524122039

CompleteCount supports the use of Tolerance. Tolerance is a control on the amount of variance allowed in the count of an Item. When Tolerance is used, the Stock Tag Submission wizard will not allow the count to be submitted if an item has an out-of-tolerance count.

Tolerance is NOT enabled by default. See the Setup Section for instructions on enabling Tolerance.

After enabling Tolerance, a Tolerance Control Method must be established for each Item within each Site. CompleteCount uses the Tolerance specified at the Item-Site Level.

To quickly set Tolerance on a large number of Items, you can roll it down from the Item Class Extension window, or the Site Extension window.

Tolerance Settings can also be set or updated using the Mass Add/Update window. See the Mass Add/Update section of this document for more information.

The available Tolerance options are:

1. Excluded: the Item’s count is not checked, so it will always be submitted
2. None: the count must exactly match captured quantity
3. Quantity Percent: the count must be within +/- the specified percentage of the captured quantity.
4. Quantity Amount: the count must be within +/- the specified amount of the captured quantity.
5. Cost Percent: the count must be within +/- the specified percentage of dollar value of the captured quantity value.
6. Cost Amount: the count must be within +/- the specified dollar amount of the captured quantity value.

When the count is finalized using the Stock Tag Submission wizard a check will be run to see if any items are outside of their allowed tolerance. If so, this will generate an error and the submission process will be aborted and not allowed to continue until the tolerance errors have been corrected.

Tolerance errors can be corrected by overriding the tolerance error (accepting that the count is correct), or putting the items onto a new Stock Count so that a re-count of those items can be performed. Both options are discussed below.

Reporting

Navigation: Reports >> Inventory >> Stock Tag Reports

Before attempting to submit a count, check the Tolerance report for any out of tolerance items.

Out of tolerance items can be accepted (override the tolerance error and submit the count as-is), or the items can be placed onto a new Stock Count for a recount.

Tolerance Management

Navigation: Transaction >> Inventory >> Tolerance Management

A Stock Count cannot be submitted if one or more items have a count that is outside of tolerance. To address the tolerance errors you must either Override the tolerance, forcing CompleteCount to accept the count as-is, or more the items to a new Stock Count for recounting.

Select the Stock Count(s) with the tolerance errors, then click REFRESH.

To override the tolerance error, select an Item Number (select a row with the Item Number, not a row displaying the Tag information), then click OVERRIDE. A yellow warning sign will appear next to Override Rows.

When an item’s count is overridden, the User ID is captured, along with the date and time the override was performed. This is stored in the Count Overrides table (W5241109) and also in the Count Overrides History table (W5241309).

Alternatively, an out of tolerance item can be removed from the current Stock Count, and placed on a new Stock Count for a recount.

Enter the recount Stock Count ID in the Stock Count ID field. Select an Item to move to the new count, then click MOVE.

CAUTION! Moving an item to a new Stock Count cannot be reversed.

Moving an Item to a new Count will:

1. Remove the count information from all Tags in the selected Counts
2. Void the Tags
3. Add the Item to the Recount Stock Count ID

Tag Reporting

HelpID: 524122012

Reports >> Inventory >> Stock Tag Reports

Stock Tag Reporting provides several different analysis reports of the Stock Count. If a report can be printed, the printer icon will be enabled, or if it can be exported to Excel, the Excel button will be enabled.

If the report displays the Tag Number, you can zoom to the Tag Inquiry window by double-clicking on a row in the window.

Click the X to mark/unmark all Stock Counts.

 

Reports:

• “Tag” reports display information about individual tags.
  • All
  • Blank: Use this report to find Tags which were not used. These can then be accounted for by manually setting the Tag Status to Not Used. Unused, Blank Tags will also be automatically set to Not Used during Tag Submission.
  • By Error: Display Tags by Error code:
    • None: these tags do not have errors
    • Not Counted: these tags still have Tag Status = New.
    • Item – Site/Bin Not Valid: the Item-Site or Item-Site-Bin combination recorded on the Tag is not set up in GP.
    • Item – Site/Bin Not on Count: the Item-site or Item-Site-Bin combination captured when the Stock Count was started has not been recorded on any tags. This could be there is no inventory of the item. All Item-Sites, or Item-Site-Bins shown on this report will be set to zero when the Tags are submitted.
    • Ser/Lot Qty Error: these tags have a total count for the item that does not match the recorded serial or lot quantities
  • By Status: The Tag Status field is enabled for this report. Make a selection from Tag Status, such as Counted, then click Refresh to view a report of all Counted tags.
  • By Status & Error: Use a combination of Status and Error codes to locate tags.
  • New Item-Site: Excel Import can bring in count information that has new Item-Site combinations.
  • New Item-Site-Bin: Excel Import can bring in count information that has new Item-Site-Bin combinations.
  • New Site: Excel Import can bring in new Sites.
  • New Site-Bin: Excel Import can bring in new Bins in a Site.
  • Reprinted: Tags which have been reprinted. This could indicate a tag was lost, or that there could be duplicates.
• “Items” reports groups tags together by Item Number
  • Captured not Counted: The Item-Sites or Item-Site-Bins are included on the Stock Count, but have not been recorded on Tags. This may mean there is no inventory for these items, or they were missed in the count. When the Tags are submitted, the count for all of these items will be set to zero.
  • Over Allocated: This report looks at allocations in the Item-Quantity Master table (IV00102), or if Multi-Bins is enabled, the Item-Site-Bin Quantity Master (IV00112), comparing the quantity counted to the quantity allocated. If the quantity counted is less than the quantity allocated you will need to locate which transactions are allocating the inventory, and unallocated the quantity indicated by the report. For example, Sales Order could be allocating 45 units of 128 SDRAM, however the count only found 40 units of 128 SDRAM. In this case the report will show that the item is over allocated by 5 units, so 5 units will need to be unallocated from Sales Orders. If an Item-Site on the Stock Count was NOT counted on the Stock Tags, it is treated as a count of zero, so ANY allocations against such an item will be reported. NOTE: allocations can come from many sources (Sales Order Processing, Manufacturing, Inventory Transfer/Transactions, etc.).
• “Lots” reports analyze only tags which include Lot Numbered items.
  • Counted Qty Below Allocated Qty: this report looks for Lots where the quantity counted is less than the quantity of the lot allocated in the Lot Master table (IV00300). Transactions allocating these lots will need to be unallocated before the tags can be submitted.
  • Allocated not Counted: this report looks at Lots captured on a Count, which are allocated in the Lot Master table (IV00300), but which were not counted on any Tags. Submitting the Tags would require zeroing the quantity of the Lots, so the entire quantity must be unallocated from the affected transactions.
• “Serials” reports analyze only tags which include Serial Numbered items.
  • Allocated in Other Site/Bin: if a serial number is counted in a different site/bin than GP has it, CompleteCount can automatically transfer the serial to the “correct” site/bin. However, if the serial number is allocated, the transfer cannot occur. The serial number must be unallocated.
  • Allocated not Counted: this report looks at Serial Numbers which are allocated, and where the Item-Site (or Item-Site-Bin) was included on the Stock Count, but the captured serial number was not counted on any Tags. Since the quantity of these serial numbers needs to be set to zero when the Tags are submitted, the serial numbers must be unallocated from the affected transactions.
  • Duplicated on Open Trxn: this reports shows serial numbers which (1) were not captured (but they do not exist in GP), (2) were counted, and (3) exist on an unposted transaction (such as a Sales Return). If another unposted transaction, such as a Sales Return, is adding inventory to the system, it cannot also be added by the Stock Count. The serial number should be removed from the Tag where it was recorded.
  • Duplicated on Other Count: Shows tags that have a duplicate Item-Serial Number on other Counts included on the report. The duplicates can be resolved by figuring-out which one is correct, and removing it from the other Count.
  • Duplicated within Count: Shows tags which have the same Item-Serial Number pairs within the same Count. These items could have been recounted accidentally, or serial numbers may have been recorded incorrectly. Duplicates need to be resolved before submitting the tags.
• Tolerance: Shows Items, and the associated Tags, which are out of the Tolerance allowed for the Item-Site. Double-click on a Tag row in the display to open the Tag. See the Tolerance section for more detail.
• Variance: Shows the estimated change in inventory value if the Stock Count(s) were posted at the time the report is run. If the report is run while a stock count is in process, and any uncounted, assigned Tags will be treated as a “zero count” of the item. The dollar value is approximate for current cost items because it is based on the item’s current cost from Item Maintenance. It is not possible, until the count is posted, to calculate the exact cost because it is not known which FIFO Layers will be affected by the adjustment. If there is high variation in purchase price, the current cost may not accurately reflect actual cost of inventory added to/remove from the system by the Cycle Count.

Submitting Tags

HelpID: 524122013

Navigation: Transactions >> Inventory >> Submit Stock Tags

The Stock Tag Submission Wizard will prepare the Stock Tags so that they can be added and entered as the Counted Quantity on the Stock Count.

Multiple Counts can be submitted at the same time. Select the count(s) you want to submit by marking the checkbox.

Users cannot have the Stock Count open in any other window. The system checks for activity in the following windows:

• Dynamics GP: Stock Count Schedule
• Dynamics GP: Stock Count Entry
• CompleteCount: Tag Entry
• CompleteCount: Stock Tag Submission Wizard

If a Stock Count is being edited elsewhere in the system will receive a warning and be prevented from marking the count.

Mark one or more Stock Counts and click Next. When you mark a Count for submission, CompleteCount will check that a count has been entered. If there are no counted items, or the count for all items is zero, you will receive this warning:

You can click NO, and the Count will not be marked for Submission. If the Count is correct in setting the On Hand inventory for all Items on the count to zero, click YES.

The next screen shows the preparation tasks that will be performed. Each Preparation Task is discussed in detail in the Preparation Tasks section.

Click Next when ready to begin. This step does not Submit the count(s). You can run Stock Counts through the Preparation Tasks at any point to see if there are errors, and then Cancel when they are complete.

If any task generates errors, there will be a red X next to the Task. The count(s) cannot be submitted if any errors occur.

Double-click on an error line to view the details. Click the PRINT button to print all errors.

The complete error message is displayed in the far-right column (scroll the window to the right to see the error message).

Tags can be opened by double-clicking the error line.

Click the Back button to return to the Task Preparation window.

If you encounter any errors, print the error report and close the Submission Wizard. You will need to resolve any errors and restart the Submission process.

A quick way to resolve many errors is to set the Tag Status to Void or Excluded, then restart the Submission Wizard, however any “uncounted” Items on the Stock Count will then be zeroed during the Tag Submission process.

NOTE: If you are using Tolerance and you encounter a tolerance error, see the Tolerance Section for instructions on how to address the issue. You will NOT be able to submit the Count until the tolerance issues are addressed.

If there are no errors, click Next.

Click the Submit button. This process will total the count for each Item-Site combination counted on the tags. The total quantity will be entered as the Counted Quantity in the Stock Count module, and the variance quantity will be calculated.

See Submission Process for more detail.

When the process is complete, click Done.

Preparation Tasks

• Void Unused Blank Tags: Sets the Tag Status to Voided on unused, Blank Tags.
• Set uncounted, Assigned Tags to zero: An assumption is made that if an Assigned Tag does not have a count entered (i.e. the Tag Status is still New), that there is no inventory for that Item-Site or Item-Site-Bin. All such tags have a count entered of zero on the Tag, and the Tag status is set to Counted.
• Create new Item-Site combinations in Inventory: For all Tags with a Status of Counted or Recounted, if the Item-Site on the Tag does not exist in GP, a new Item-Site record will be created. It also creates a new Site Master record, if needed.
• Create new Item-Site-Bin combinations in Inventory: For all Tags with a Status of Counted or Recounted, if the Item-Site-Bin combination does not exist in GP, a new Item-Site-Bin record will be created. It also creates a new Site-Bin Master record, if needed.
• Add new Item-Site combination to Stock Count: Adds new records to the Stock Count if an Item-Site or Item-Site-Bin combination was recorded on a Tag that was not originally on the Stock Count.
• Validate Item Numbers, Sites & Bins: Checks that Items, Sites and Site-Bin records exist.
• Calculate Tag Totals: Recalculates the total count recorded on each Tag to ensure to Tag Header quantity matches the Tag Details.
• Check Serial Number Errors: Checks for the following-
  • Serial Numbers duplicated on another Stock Count
  • Serial Numbers counted in one Site/Bin but allocated in a Site/Bin that was not on the count
  • Serial Numbers that were counted, but that were not captured, because they are on an unposted transaction adding them to the system (i.e. they were put into inventory before the transaction was posted).
  • Serial Numbers duplicated within a Count (i.e. the same Serial Number was recorded on multiple Tags).
• Recalculate Tag Error State: Rechecks that the steps above created missing records, and validates serial/lot quantities.
  • Item-Site recorded on Tag exists in GP
  • Item-Site recorded on Tag exists on the Count
  • Item-Site-Bin recorded on Tag exists in GP
  • Item-Site-Bin recorded on Tag exists on the Count
  • Quantity of Serial/Lot recorded matches total Item Quantity recorded
• Reconcile Allocations
  • Item level allocations: this step is skipped if Allow Variance Overrides is enabled, otherwise it checks if the total quantity counted for an item is less than the quantity allocated.
  • Lot allocations: checks for Counted Lot Quantity less than Captured Lot Quantity. Lot allocations cannot be overridden because it could require unallocating inventory from a transaction.
  • Serial allocations: serial numbers Captured but not Counted need to have the quantity reduced to zero, they should not be allocated.
• Check Tolerance: if Tolerance is enabled, checks for any Item where the total count is outside the allowed variance for that Item-Site.

Submission Process

If all Preparation Tasks are OK, the final step is submitting the count back into the Dynamics GP Stock Count. For each Counted or Recounted tag:

• The quantity is added to the Stock Count line. The line is marked as Verified.
• Captured Serial/Lot numbers are verified. If they were captured when the Count was started, they are marked as Verified and the Counted Quantity is set.
• New Serial/Lot numbers are added. If a new Lot Number is added, the Lot Attributes recorded in Tag Entry are used to set the Lot Attributes in GP.
• Captured, un-counted Items have their count set to zero, and are marked as Verified.
• Captured, un-counted Serial/Lots have their count set to zero, and are marked as Verified.

Tag Inquiry

HelpID: 524122021, 524122014

Navigation: Inquiry >> Inventory >> Stock Tag Inquiry

Tag Inquiry in a View Only version of the Tag Entry window.

Report Writer Integration

Information from the following windows can be added to Report Writer reports:

• Item Extension
• Item Class Extension
• Site Extension
• Item Site Extension

The integration uses the Report Writer function called rw_TableHeaderString. This function requires five input fields:

Dictionary ID = 5241

Values for String 1

Item Number	Use Item Number when retrieving Item Extension
Item Class	Use Item Class when retrieving Item Class Extension
Item Number	Use Item Number when retrieving Item Site Extension
Location Code	Use Location Code when retrieving Site Extension

Values for String 2

Blank	Leave blank when retrieving Item Extension
Blank	Leave blank when retrieving Item Class Extension
Location Code	Use Location Code when retrieving Item Site Extension
Blank	Leave blank when retrieving Site Extension

Values for Table ID

1	Item Extension
2	Item Class Extension
3	Item Site Extension
4	Site Extension

Values for Field ID

1	Included checkbox setting (True or False)
2	Tolerance drop down list setting
3	Tolerance value setting (returns value formatted as quantity, currency or percent depending on Tolerance dropdown setting)
4	Value Code

The following example will add Value Code to the Detailed Item List report.

1. Open the Detailed Item List report in Report Writer
2. Select Calculated Fields in the Toolbox window, click NEW
3. Name the field sValueCode, set Result Type = String, and Expression Type = Calculated

1. Click the FUNCTIONS tab, select User-Defined, Core = System, and location Function = rw_TableHeaderString

1. Click ADD.
2. Enter Dictionary ID. Click the CONSTANTS tab, Type = Integer, enter Constant = 5241

1. Click ADD.
2. Enter String 1. Click the FIELDS tab, Resources = Item Master, Field = Item Number

1. Click ADD
2. Enter String 2. Click the CONSTANTS tab, Type = String, leave Constant blank. Click ADD.
3. Enter Table ID. Still on the CONSTANTS tab, Type = Integer, Constant = 1. Click ADD.
4. Enter Field ID. Still on the CONSTANTS tab, Type = Integer, Constant = 4. Click Add.

Add the calculated field (sValueCode) to the report.

Working with Handhelds

A handheld scanner can be used to conduct a physical inventory. The handheld records the Item, Site, Bin and Quantity of each item scanned. With some handhelds they must be reconnected to a PC to download the data off the handheld, which is usually in the form of a CSV file. Before importing using Excel link, the CSV must be saved as an XLS or XLSX (Excel) file.

There are three requirements for the import file:

1. The import file must be an Excel file.
2. The import file must have the same columns as the file produced by Excel Link. Use the Excel Link window to create an export file to use as a template for formatting the output from the handhelds.