Sage 100

v4.4.19 Standard - user performs a full physical inventory at the end of each month. Ownership is concerned because PO receipt of goods cannot be updated for several days because the physical count inventory is in progress. Any ideas on how to keep quantities accurate and PO receipts current?

If they're going through the freeze process, there should be no reason they can't post receipts through.

I agree with @MaryJoKrueger, the system is designed to add/subtract transactions after the inventory has been counted/updated. They would want to be sure and not count the newly received inventory in the physical counts though.

Retrain the company personnel to use the system as it is meant to be used.

Second what @JeffSchwenk stated and would add that if it is taking days to complete a physical they should look at doing cycle counts so that it takes hours instead.

How are they doing their physical counts? Scanning and hand held devices uploading directly to Sage or the good old pen and paper and then rekey into Sage?

Thank for the advice... Common Example... A PO receipt of goods was entered on 11/25 for Qty 5. They freeze inventory 11/30. Modules closed on 12/4. Vendor invoice is received on 12/5 for Qty 50 (user made a mistake on the receipt of goods and entered it in pounds instead of gallons.). Issue: The physical count corrected the quantities. The purchases clearing is incorrect at 11/30 because it shows qty 5 un-vouchered at 11/30. How do you correct purchases clearing?

Process the invoice for 5 units, charge the difference to the inventory adjustment account so that you pay the full invoice. the debit to the inventory adjustment account will offset the physical inventory adjustment Fix the PO by posting a ROG for that item of zero quantity and backorder zero (assuming there is nothing left to receive. Then take employee to the woodshed to review the SOP for not making mistakes. Rinse repeat if necessary. If after the third time, mistakes continue and remedial action is not working, find someone who is less mistake prone...

Thanks Jeff... that'l work... apparently there is a lot of this every month... They are a petroleum products distributor and they have a lot of inventory substitutions... when they are out of something the warehouse guys are supposed to substitute another item... they are supposed to record the substitution but of course they only do it correctly about half the time... this leads to many variations and thus the full physical... I agree 1000% on the cycle counting... these folks are slow to change and it takes many iterations of recommendations before they are convinced.

Sounds like a Scanco solution might improve their life tremendously..

Doug, are they using purchase order UOM conversions? From you example, would this solve some of their issues?

Jeff - Yes they are using UOM conversions... The main issue is user errors and users failing to follow procedures. yes, handheld scanners may help if they use them. Certainly would make it easier.

If the procedures are documented and the users trained, take the opportunity to show the cost of user errors and then show the comparison of putting a scanning solution in place.