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Welcome!. Physical Inventory. Presenter: Tandy Trujillo. Physical Inventory. Section Header. 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.

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  1. Welcome! Physical Inventory • Presenter: Tandy Trujillo

  2. Physical Inventory Section Header 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

  3. Complete Physical Inventory Complete Physical Inventory

  4. Complete Physical Inventory Section Header 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.

  5. Complete Physical Inventory Section Header 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

  6. Complete Physical Inventory Section Header 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

  7. Complete Physical Inventory Section Header Preparation is Key to Success • 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.

  8. Complete Physical Inventory Section Header Preparation is Key to Success • 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

  9. Cycle Counts / Partial Inventory Cycle Counts / Partial Inventory

  10. Cycle Counts / Partial Inventory Section Header 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.

  11. Cycle Counts / Partial Inventory Section Header 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

  12. Cycle Counts / Partial Inventory Section Header Cycle Count • Cycle Count • Sample Count Sheet

  13. Cycle Counts / Partial Inventory Section Header 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.

  14. Standalone App for iPod/iPhones Linea-Pro w/ Standalone Physical Inventory App

  15. Standalone App for iPod/iPhones Section Header 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.

  16. Standalone App for iPod/iPhones Section Header 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.

  17. Standalone App for iPod/iPhones Section Header Inventory App Review • Settings Menu • Import Data – Import Valid Barcodes • Store Settings

  18. Standalone App for iPod/iPhones Section Header 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.

  19. Standalone App for iPod/iPhones Section Header Inventory App Review • Scan 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.

  20. Standalone App for iPod/iPhones Section Header Inventory App Review • Export 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.

  21. Physical Inventory using Inventory App Physical Inventory using the Standalone Physical Inventory App

  22. Physical Inventory using Inventory App Section Header 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).

  23. Physical Inventory using Inventory App Section Header Prep Scanners • Step 1: Download Barcodes to Scanners • Copy validcodes.txt to App Files • iTunes - Copy file from machine to files in Inventory App.

  24. Physical Inventory using Inventory App Section Header Prep Scanners • Step 1: Download Barcodes to Scanners • Copy validcodes.txt to App Files • Disk Aid - Copy file from machine to files in Inventory App.

  25. Physical Inventory using Inventory App Section Header Prep Scanners • Step 1: Download Barcodes to Scanners • Import to Device • Once file has been added to the App file can now • be imported into device.

  26. Physical Inventory using Inventory App Section Header Start Physical • Step 2: Start Physical Inventory in Celerant • Method = Complete Store • Store = Store being counted • Scan Option = Barcode or Serial #

  27. Physical Inventory using Inventory App Section Header Counting Store • Step 3: Counting Store • Scanning • It 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

  28. Physical Inventory using Inventory App Section Header Counting Store • Step 3: Counting Store • Download Counts - Export • - Export from App.

  29. Physical Inventory using Inventory App Section Header Counting Store • Step 3: Counting Store • Download 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.

  30. Physical Inventory using Inventory App Section Header Counting Store • Step 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.

  31. Physical Inventory using Inventory App Section Header Compare and Roll Back • Step 4: Compare and Rollback

  32. Physical Inventory using Inventory App Section Header 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.

  33. Physical Inventory using Inventory App Section Header Analyze Results • Step 5: Analyze / Review Discrepancies and Counts

  34. Physical Inventory using Inventory App Section Header 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.

  35. Physical Inventory using Inventory App Section Header 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.

  36. Physical Inventory using Inventory App Section Header 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

  37. Physical Inventory Physical Inventory Questions

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