welcome! presenter: tandy trujillo. major topics to be covered complete physical inventory cycle...

Welcome!Physical

InventoryPresenter: Tandy Trujillo

Major Topics To Be Covered

• Complete Physical Inventory

• Cycle Counts / Partial Physical Inventory

• Linear Pro Sled w/ Standalone App

• Physical Inventory Process using Inventory App

Section HeaderPhysical Inventory

Complete Physical Inventory

Complete Physical

Inventory

Recommended Frequency

• Size of store, time needed to count the store, and resources required will determine how many PI’s per year.

• Minimum of 1x per year.

• Preferred 2x per year.

Section HeaderComplete Physical Inventory

Counting Options

• Celerant’s Physical Inventory Standalone App for iPod/iPhone – No Network Connection Required

• Celerant Command Mobile (CCM) with barcode scanners – Network Connection Required

• Handheld Barcode Scanners – Saved as .txt files.

• Manual Count / Entry using Count Sheets

• 3rd Party Inventory Services


Preparation is Key to Success

Preparation will ensure an efficient and accurate Physical Inventory.

• One Month Prior• Organize Store and Stock Room• Check shelf and item tags• Test Hardware

• Two Weeks Prior• Clean up transactions, i.e. Transfers, X Scans on Receipts, Open

Receipts, Purchase Orders, RA’s.• Confirm if merchandise on Layaways/Special Orders is to be

counted (Store Setting).• G/L accounts mapped.• Schedule Confirm Inventory



• One Week Prior to Inventory• Plan Cut off day for Transfers and Receiving.• Close any open Physical Inventories in Celerant.

• One Day Prior to Inventory• Confirm all transfers and purchase orders that will be counted have

been received.• Verify Confirm Inventory has been run by Support.• Confirm all X items have been replaced.• Identify and Mark Special Order/Layaway product as Inventory / Do

Not Inventory based on store setting.• Clearly Mark discrete scanning areas.



• Inventory Day• Freeze Floor – CRUCIAL STEP to ensure accuracy of counts.• Check for current backup.• Run Pre Inventory OH Reporting• Configure Scanners for correct Store ID


Cycle Counts / Partial Inventory

Cycle Counts / Partial

Inventory

Recommended Frequency

• Cycle Counts / Partial Inventories are recommended as a monthly procedure.

• Several Methods available to focus in on small subsection of your store.• Brand, Taxonomy (Dept/Type), Style(s)• Combinations of Brand/Taxonomy/Style(s)• OF’s.

• Cycle Counts• Designed to pick selected styles for associates to go to the floor

and count.• Printed count sheets for manual counts.

Section HeaderCycle Counts / Partial Inventory

Counting Options

• Partial Inventory • Celerant’s Physical Inventory Standalone App for iPod/iPhone – No

Network Connection Required• Celerant Command Mobile (CCM) with barcode scanners –

Network Connection Required• Handheld Barcode Scanners – Saved as .txt files.• Manual Count / Entry using Count Sheets

• Cycle Counts• Manual Count / Entry using Count Sheets


Cycle Count• Cycle Count

• Sample Count Sheet


Example Uses

• Counts by Department• Works well if store layout is by department and entire department

to be counted.

• Counts by Dept / Brand• Works well if store layout is by department, but only a specific

brand is to be counted in that department.

• Counts by Styles• Pick and choose higher cost or other targeted items to count

frequently, regardless of department/brand/OF.


Standalone App for iPod/iPhones

Linea-Pro w/ Standalone

Physical Inventory App

Devices and App Installation

• Linea-Pro Sled converts iPod and iPhone to Inventory Scanners.

• Compatible with:• iPod 4th Generation• iPhone 4/4S

• App Installation is done in house by Setup Team for new and existing hardware.

Section HeaderStandalone App for iPod/iPhones

Software and Device Configuration

• Software• iTunes• Other 3rd party such as Disk Aid (Freeware)

• Inventory App Installation is done in house by Setup Team for new and existing hardware.

• iPod / iPhone Auto-Lock Setting• On the device, Settings -> General, Set Auto-Lock to ‘Never’ to

prevent device from locking during scanning.


Inventory App Review

Settings Menu

• Import Data – Import Valid Barcodes

• Store Settings


Inventory App Review

Settings Menu

• Store Settings

• Store ID = Store # being counted

• Enforce Valid Barcodes• On = Only accepts valid barcodes.• Off = Will accept any barcode scanned.


Inventory App ReviewScan Mode

• Buttons/Functions

• Start Area – Required to begin scanning• Finish Area – Closes Area making it available for download.• Submit = If manually keyed barcode• Quantity = Allows the qty of scans to be edited as well as Validation qty to be entered.• Cancel Session = Cancels entire session.• Restart Area = Removes scans from current area and allows scanning to start over.


Inventory App ReviewExport Mode

• Exporting Counts

• Export - Export Button saves all areas scanned to Celerant.txt

• Retrieve File• iTunes – Drag and Drop from iTunes to local machine• Disk Aid – Drag and Drop from Disk Aid to local machine.


Physical Inventory using Inventory App

Physical Inventory using the Standalone

Physical Inventory App

Prep Scanners

Step 1: Download Barcodes to Scanners

Barcode Validation for Device

• Export Barcodes to local machine.

• File name = validcodes.txt (Must be saved as all lower case).

Section HeaderPhysical Inventory using Inventory App

Prep Scanners

Step 1: Download Barcodes to ScannersCopy validcodes.txt to App Files- iTunes - Copy file from machine to files in Inventory App.


Prep ScannersStep 1: Download Barcodes to ScannersCopy validcodes.txt to App Files- Disk Aid - Copy file from machine to files in Inventory App.


Prep ScannersStep 1: Download Barcodes to Scanners

Import to Device

- Once file has been added to the App file can now be imported into device.


Start Physical

Step 2: Start Physical Inventory in Celerant• Method = Complete Store• Store = Store being counted• Scan Option = Barcode or Serial #


Counting Store

Step 3: Counting Store

ScanningIt is strongly recommended that scanning areas be broken up into many small areas, and that each area is exported separately. This will help make recounts and/or count corrections easier to locate.

• Start Area• Scan Barcodes• Finish Area


Counting Store

Step 3: Counting Store

Download Counts - Export

- Export from App.


Counting StoreStep 3: Counting StoreDownload Counts – Copy to Local Machine• Connect device to machine and locate ‘celerant.txt’ in iTunes or 3rd party software like

Disk Aid.• Drag and Drop ‘celerant.txt’ file to local machine.


Counting StoreStep 3: Counting Store

Download Counts – Add Counts to Open Physical• Locate and Edit the Open Physical.• Download Counts to new Session using Download from Disk option.


Compare and Roll BackStep 4: Compare and Rollback


Compare and Roll Back

Step 4: Compare and Rollback

• Roll back date• Only used if any transactions have occurred since counts were

physically done.• Adjustments are created using Roll Back date unless defined to use

current date, via Enterprise Settings.

• Compare• Generates discrepancies in counts to OH at start of physical inventory.


Analyze ResultsStep 5: Analyze / Review Discrepancies and Counts


Analyze Results

Step 5: Analyze / Review Discrepancies and Counts

• Print Report or Export to .CSV

• Show Discrepancies will only include sku’s with discrepancies. • No Zero Qty’s to limit report to only counted items.

• Reports should be saved to .pdf and/or .csv just prior to resolving discrepancies for future reference. Costs on reports uses current Avg Cost.


Corrections / Edits to Counts

Step 6: Make Edits / Corrections / Recounts

- Items that were counted can have qty’s edited.

- Items that were missed would be counted with iPod/iPhones and downloaded as a New Session.

- Recount of an area can be done by deleting Session and rescanning and exporting the new counts.

- If any corrections are made, Compare must be done to regenerate discrepancies based on updated counts.


Finish Up

Step 7: Resolve Discrepancies and Post Reporting

• Once counts have been confirmed for accuracy, the last step is to Resolve Discrepancies.

• OH’s are adjusted via Transfer of Type “Physical Adjust”.

• Post Inventory Reporting• Report Designer • Analysis -> Inventory -> Summary• Analysis -> Ad hoc Inventory -> Inventory Then – Current


Physical Inventory

Physical InventoryQuestions

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welcome! presenter: tandy trujillo. major topics to be covered complete physical inventory cycle...

Documents

partial inventory slide

inventory plan

accurate physical inventory

cycle counts

count sheets cycle

pre inventory oh reporting

manual counts

manual count entry