by Barbara Plagens for KCP Dynamics
The previous blog regarding this topic walked through the process of creating journal lines in the Physical Inventory Journal in Microsoft Dynamics NAV 2016. This week we review how to print Count Sheets, enter and post updates to Item Quantity on Hand, and review the Item Registers.
Print Count Sheets
Use the following steps to print count sheets to use to report inventory counts:
- From the Phys. Inventory Journal, click Home → Print → Print; the Phys. Inventory List request page displays.
- Complete the Options Fast Tab to print additional information on the report.
- Show Qty. (Calculated): select the checkbox to print the count calculated by NAV.
- Show Serial/Lot Number: select the checkbox to print the Serial or Lot Number.
- Update the Item Journal Batch FastTab to select a different journal or batch.
- Journal Template Name and Name: display based on the journal and batch from which the report is executed.
- Complete the Item Journal Line FastTab to limit the lines on the report.
- Department Code and Project Code: select dimensions.
- Location Code: enter or select a specific Location.
- Bin Code: enter or select a Bin or range of Bins.
- The Phys. Inventory List report (count sheets) print as shown below.
TIP: The Print button includes the option to print the report to Microsoft Excel where it can be reformatted to print as needed.
NOTE: When the Show Serial/Lot No. checkbox is selected, additional lines are included on the report as shown below.
Count sheets are used by warehouse personnel to manually record actual inventory counts in the Qty. (Phys. Inventory) column and then returned to, for example, a Warehouse Manager to use in updating the Phys. Inventory Journal in NAV.
Enter and Post Updates to Quantity on Hand
Use the following steps to update the Phys. Inventory Journal and post entries in NAV:
- Qty. (Phys. Inventory): enter the actual count when it is different than the amount in the field.
- When the entry is less than the NAV calculation, NAV updates Entry Type to Negative Adjmt., Quantity is updated with the difference between Qty. (Calculated) and Qty. (Phys. Inventory), and the Amount field is populated with the result of Quantity multiplied by Unit Amount.
- When the entry is greater than the NAV calculation, NAV updates Quantity with the difference between Qty. (Calculated) and Qty. (Phys. Inventory), and the Amount field is populated with the result of Quantity multiplied by Unit Amount.
- Applies-to Entry: when Entry Type is Negative Adjmt., enter or select an Item Ledger Entry to which to apply the Negative Adjustment.
- Reason Code: enter or select a Reason Code for an adjustment; examples of adjustments are shown below.
- Click Home → Posting → Post; a confirmation dialog displays.
- Click Yes; an information dialog displays.
- Click OK to close the dialog.
- Click OK to close the Physical Inventory Journal.
View Posted Activity
Use the following steps to view the registers and ledger entries:
- Click Departments → Warehouse → Archive → History → Registers → Item Registers; the Item Registers list page displays.
- Select the most recently posted register.
TIP: Click the heading in the No. field to resort the registers in descending order; the most recently posted register is at the top of the list. This is a great feature in newer versions of NAV! In older versions of NAV (or in newer versions) you can click any line in the register and then use the keystroke combination Ctrl+End to go to the last register in the list.
- Click Home → Process → Item Ledger; posted entries are created for those items where the Qty. (Phys. Inventory) was updated.
- Click Close to return to the Item Registers list page.
- Click Home → Process → Phys. Inventory Ledger; posted entries are created for every line in the Physical Inventory Journal. Only the lines where the Qty. (Phys. Inventory) was updated have an entry other than zero in the Quantity and Amount fields.
- Click Close to close the Phys. Inventory Ledger Entries page.
This concludes the walkthrough of how the Physical Inventory Journal is used in NAV. On your own, you might explore the setup and process for cycle counts in NAV.