Creating an Inventory Count
To access the inventory count, login to Sage Evolution. From there:
- Open the Inventory module
- Click on the “Inventory Count” (you can find it in the Transactions part of the module)
A window will popup showing all the active or processed inventory counts. From this window you can also create a new inventory count, which we will do now. See image below.
Count options
Click on the “Add” button to create a new inventory count. A new window will pop up. See image below.
In this window (on the “Count” tab) you will find the following options:
Number: Auto-generated. A number for your count.
Description: A description for your count. Pick a good name that helps you remember what this count is all about.
Reference: A reference for the count.
Status: Set automatically. Upon creation of the count, the status is set to “In Progress”.
Force capture before complete: When checked, all the items in the count need to be counted before it can be completed.
Delete inventory count after completion: When checked, the count will be completed after it is being processed. This means it will not be stored in the main overview page of inventory counts.
Default print options: Once you create an inventory count, you can print an inventory count report. This report leaves space to fill in the actual quantities. The report then becomes the input document for these quantities.
Group by: You can group the items by warehouse or supplier, or you can decide not to group items.
Sort: You can sort the items in one of the following sequences:
- Item Code
- Item Description
- Group Code
- Bin Location
- Pack Code
- Barcode
- Warehouse
Include system quantity on hand: You can decide whether to show the theoretical quantity on hand on the inventory count report. Most of the time, you should not do so, as it might encourage some staff members to just copy that value. By leaving off this value, you ensure that your staff members actually count the inventory.
Schedule options: This feature allows you to automate inventory counts.
Spot count: Select whether you want to activate a spot count on a specific date. This option is used to request a sudden inventory count.
Scheduled: Select whether you want to schedule an inventory count in advance.
Inventory Count options:
Quantity on Hand Less Reserved Quantities (Order Entry): Check this check box to exclude reserved item quantities when creating an Inventory Count.
Quantity on Hand Less Work In Progress (Job Costing): Check this checkbox to exclude work in progress item quantities related to Job Cards when creating your Inventory Count.
Quantity on Hand Less Work In Progress (Manufacturing): Check this checkbox to exclude work in progress item quantities related to Manufacturing when creating your Inventory Count.
Quantity on Hand Plus Quantity to Deliver (Invoiced): Check this checkbox to include quantities that are invoiced and ready for delivery when creating your Inventory Count.
Inventory options
On the inventory tab we have the following options, see image below.
On this tab you will find the following items:
Inventory types: You can choose to exclude certain inventory types, or you can just include them all.
From / To: You can range on inventory items (standard inventory items, units of measure and/or dimension items. You can enter the inventory code, choose the item from the drop-down, customize the drop-down, and maintain inventory items if you have the requisite access level.
Ignore Inactive Items: If you stop using inventory items, you can mark them as inactive. Check this check box to leave inactive items off the count, and uncheck the check box to include inactive items. If you keep quantities of unused or obsolete items, you may want to include them.
Ignore Items with Zero on Hand: Check this check box to exclude items whose theoretical quantity on hand is zero. Uncheck the check box to include zero quantity items. If you have many thousands of items that you do not always carry, this will make processing faster. On the other hand, when you count items, some of them may have zero theoretical quantities and non-zero physical quantities, and this option would exclude them from the inventory count.
Groups / Packs / Bin Locations / Lot Status / Warehouses: You can filter on any or all values of any of these fields.
When you are done configuring the settings of the count, you can click on the “OK” button to create the inventory count.
Entering data on an Inventory Count
From the main overview page of the inventory count, select the inventory count you want to use. You can now use the buttons in the top bar to edit or use the inventory count.
- You click on the “Edit” button to go back to the count options. You can still edit anything you like at this point.
- Secondly, you can “Delete” or “Copy” the inventory count.
- If you want to start the input of data, click on “Input”. Another screen will popup, see image below. You will have the following options here:
Order by: Select how you want the items to be displayed.
Start at: Select the item you want to start counting from.
Only show uncounted items: Select this if you only want to show the uncounted items.
Item count options: Here you choose whether to set, add or subtract an amount from the currently active item.
After hitting apply, the count will go to the next item. You can close at any time at this stage.
When you have finished all the items, the apply button will turn grey. Press the “Close” button to go back to the count overview page. Here you still have the option to “Edit quantities”. Pressing this button will open the inventory count again, giving you the option to re-enter the counted quantities in the “Count Qty” column. Hit “Save & Close” when ready. See image below.
Now check if the counted items are all valid by clicking on “Validate” or the green validation button: 
When everything is properly counted you will see the following message.
Now you can set the items to “Captured” by clicking on the button. A message like the one below will pop up, click “Yes” here.
The final step now is to finish the inventory count by clicking on the “Complete” button. The following warning message will be displayed. Choose a post date by clicking on one of the three options to post the inventory count. Note that this will actually update the system quantities!
