Video: Physical Counts
Warehouse Cloud: Physical Count by Item Overview
A. Warehouse Cloud: Physical Count by Item Overview
Quickly count entire warehouse, create Physical Count entry in Sage.
1. Scanco Portal Setting
Scanco Portal will be referenced many times in this guide. The portal is where you make changes to the settings regarding how the programming functions.
The web address for the portal is: Sales.Scanco.com
Your portal settings where setup during the installation and would have been \ will be refined during training.
Additional adjustments to the portal can be made by your System Administrator.
Scanco screens
The screens included in this document are Scanco’s Cloud version of Warehouse.
If you have Scanco Native version, the prompts are the same.
The icons or Buttons: in Scanco Native version are similar but different.
Video: Physical Counts
2. Main Applications – Physical Count Icon
For Companies that do not have Multibin, the Physical count icon will take you into the Physical count program.
For Companies that have Multibin, the Physical count icon will take you to the screen on the next page.
Buttons
Exit: to exit Scanco Warehouse.
Send: to send all data collected in all applications.
Setting: to adjust settings.
Logout: to change users or companies.
This document will explain the Scanco Count by Item.
Choosing the Count by Item icon will move into the screen on the next page.
Count by Item is enabled when the setting shown below is checked on the Physical Count tab in the Scanco Portal.
Button
Back: to move back to Scanco Warehouse slash screen.
4. Warehouse Prompt
Scan or Key in any valid warehouse code, or use the lookup button to select one from a list.
This prompt will pre-fill with your default warehouse that is set up in the Scanco portal.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Lookup: for seeing all available Warehouses accessible for use.
Enter: press after keying in data at Warehouse prompt.
Warehouse Lookup
This screen will display all warehouse that are enabled in the Scanco portal.
Buttons
OK: to move forward with the highlighted warehouse code.
Cancel: to move back to the warehouse code prompt.
5. Item Entry Prompt
Scan or key in any valid item at this prompt. Depending on setting in the Scanco portal you may or may not receive a message regarding items that are not frozen.
The "Scan Each" button is controlled by the option in the Scanco portal shown below.
- “No scan each” will remove the ‘Each’ button shown at the item prompt.
- “Allow Scan Each” will display the button and the user can turn it on\off.
- “Scan Each Always Enabled” will enable the button and the user cannot turn it off.
Buttons
Review: to enter review mode.
Back: to move back to Main Applications screen.
Each: available if ‘Scan Each’ is enabled in the Scanco Portal.
Keys: for the on-screen keyboard.
Send: to send all data collected in Count by Item.
Lookup: for seeing all available Item for use.
Enter: press after keying in data at Item prompt.
6. Freeze File Not Required
Checking freeze file not required will allow the entry of any item even if items are not frozen in Sage. This is a nice option for cycle counts when you want to let the user decide what will be counted. Items will be frozen when they are imported into Sage through the barcode import program.
Buttons
Review: to enter review mode.
Back: to move back to Main Applications screen.
Each: available if ‘Scan Each’ is enabled in the Scanco Portal.
Keys: for the on-screen keyboard.
Send: to send all data collected in Count by Item.
Lookup: for seeing all available Item for use.
Enter: press after keying in data at Item prompt.
7. Freeze File Required
Unchecking both options below will display the message shown on the right. To resolve, Items must be frozen in Sage before you can start scanning.
Checking Allow Add to freeze file will display the message shown on the right. This is a nice option for cycle counts when you want to let the user decide what will be counted. Items will be frozen when they are imported into Sage through the barcode import program.
Item Lookup without freezing first
The item lookup will show all items in the freeze file. If you do not freeze items in Sage, the list will grow as you collect and send items into Sage.
NOTE: The Item prompt + Item Lookup will filter possible items to be displayed if you enter a few characters of the item you wish to lookup, Example: entering 665 and pressing the Lookup button would display only 6655 on the list shown on the right.
Buttons
OK: to move forward with the highlighted Item code.
Cancel: to move back to the Item code prompt.
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Item Lookup when freezing first The item lookup will show all items in the freeze file. If you freeze items in Sage, the list will most likely be large. NOTE: The Item prompt + Item Lookup will filter possible items to be displayed if you enter a few characters of the item you wish to lookup, Example: entering 665 and pressing the Lookup button would display all items that contain ‘665’ as shown on the list below.
Will display: |
 |
+
Unit of Measure Prompt – optional
Scan or Key in any valid UOM, or use the lookup button to select one from a list.
Scanco portal options:
- No prompt: program will display the items Standard UOM.
- Use Default: This prompt will pre-fill with the item’s Standard UOM.
- Prompt with no default: the program will stop at the UOM prompt and be empty.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Lookup: for seeing all available UOM.
Enter: press after keying in data at Bin prompt.
Unit of Measure Lookup
The UOM lookup will show the items Standard, Purchase Order and Sales Order Units of Measure that are listed in Sage.
Buttons
OK: to move forward with the highlighted Item code.
Cancel: to move back to the Item code prompt.
9. Bin Prompt
If your company has Multi-bin, then the bin collection prompt is required.
For Standard Sage non-multi-bin companies, this field will be a display only field.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Lookup: for seeing all available Bin.
Enter: press after keying in data at Bin prompt.
Bin Lookup
If your company has Multi-bin, then the bin lookup is available.
For Standard Sage non-multi-bin companies, the bin field will be a display only field. No lookup included.
10. Quantity Prompt
Scan or key in positive numeric quantity are accepted at the quantity prompt.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Enter: press after keying in data at Quantity prompt.
11. Lot Prompt
Scan or key in lot numbers for lot-controlled valuation product.
NOTE: This prompt is not validated against Lot number in Inventory, discrepancy scans would be discovered in Sage’s Physical Count Variance Register.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Enter: press after keying in data at Lot prompt.
12. Lot Quantity Prompt
Scan or key in positive numeric quantity at the quantity prompt.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Enter: press after keying in data at Quantity prompt.
13. Serial Prompt
Scan or key in serial numbers for serialized valuation product. As serials numbers are collected the “Qty Scanned” field will accumulate +1 for each serials number collected.
Buttons
Back: to move back to Main Applications screen.
Keys: for the on-screen keyboard.
Send: to send all data collected in Count by Item.
Enter: press after keying in data at Item prompt.
Serial Prompt “Qty Scanned” Display
As shown on the right after the first serials number is collected, the “Qty Scanned” field has accumulated +1.
NOTE: This prompt is not validated against Serial number in Inventory, discrepancy scans would be discovered in Sage’s Physical Count Variance Register.
14. Send Data Collected
The ‘Send’ button at the item prompt should be pressed periodically to add items into Sage Physical Count Entry.
Suggested send times:
After counting 20 items.
After counting a row of bins.
Before going on break.
When completely finished counting.
Buttons
Yes: will send data collected to Sage to be imported.
No: to cancel send.
Send Completed –warning about Barcode Import
After confirming “Yes” to sending collected data you may receive a warning message that the Sage Unattended Barcode Transaction Import is not running. Check with your warehouse manager to see if this has accidentally been stopped or not started on purpose. Data collected will not be in Sage’s Physical Count Entry screen and not included in the Sage Physical Count Variance Register until it is imported.
Press ‘Ok’ to continue.
15. Send Completed Press ‘Ok’ on this confirmation message to continue.
The Sage Physical Count Variance Register will show inventory count discrepancies which can be addressed in several ways.
- If the item count is low, you can recount the item and add any missing quantity which will accumulate into the existing count.
- If the item count is low, you can reset the quantity counted in Sage’s Physical Count Entry screen and recount the item.
- If the item count is high, you can reset the quantity counted in Sage’s Physical Count Entry screen and recount the item.
- If the item count is low, you can adjust the quantity counted in Sage’s Physical Count Entry screen.
16. Sage Unattended Barcode Transaction Import:
must be running for real-time entries to be created in Sage Inventory Management module > Physical Count Entry > Physical Count Entry
17. Where the goes in Sage
*WS= Warehouse Standard