Inventory Counts will allow On-hand Inventory to be counted and easily entered into MotionMD resetting Stock Record On-hand levels to correctly match actuals. This will allow accounts to better manage and understand Inventory levels, address shrink and see positive or negative variances in On- hand levels.
In order to access the Counts functionality a designated role is required that is assigned at the Administrator level. A Key Account Contact or manager should submit a Help Ticket within MotionMD requesting the role to be assigned to specific User(s) within their account.
Starting a New Inventory Count
From the Inventory Locations list page, click the Menu button under the Inventory Location
or from the Actions section within a specific Inventory Location click the Inventory Counts link
After clicking the Inventory Counts link an Inventory Counts list page will open, click the New Inventory Count button
On the Add Inventory Count page, SKUs can be manually typed into the search bar, a bar code scanner can be used to scan product SKU labels, a Manual Import or via the Mobile Companion App. Please refer to the Overview of Inventory Counts Utilizing the Mobile Companion App document on utilizing the Mobile Companion App for counts.
A notification of all active items with a stock record associated to the inventory location will appear indicating stock which has not been counted. Users can import the uncounted stock to ensure that all items with a stock record in MotionMD are a part of the Inventory Count for update.
Manually Adding SKU’s/Bar Code Scanning
Manually typing in SKUs has type-ahead functionality so the part number can be selected from the dropdown
After selecting the SKU/Barcode from dropdown or scanning the bar code, the most recent addition will show at the top of the list. The Quantity can be manually adjusted with up/down arrows within the box or updated by typing in quantity counted. If a scanner is being used, the Quantity field will automatically increment with each bar code scan and a beep can be heard alerting the user the code was scanned and accepted. If an SKU/Barcode is added or scanned inadvertently, clicking the X at the end of the row will remove it from the Count page.
If a SKU/Barcode is added or scanned that does not have a corresponding Stock Record for that Inventory Location, a beep will be heard, and New Pill will display under the Stock Record. The Par level can be manually adjusted with up/down arrows within the box or typing in quantity counted.
If a SKU/Barcode is added or scanned and it is not found in MotionMD, a beep will be heard, and Not Found pill will display under the Stock Record. Any SKU with the Not Found pill will need to be manually removed by pressing the X next to the quantity.
Import a Manual Count
Users are able to import spreadsheets with manual inventory counts completed to an inventory location in MotionMD. In preparation, the Excel file must contain specific details to process the upload successfully. The file should contain only have two columns of data. The first column should include header SKU (All Caps) and the second column with the header Count.
Validate once again the headers on the excel file are typed exactly as SKU (All Caps) and Count. Then select Choose File to upload the file.
Import Uncounted Items
After all SKUs are counted, any SKU that has an active stock record in MotionMD but was not counted can be viewed by selecting the Import button. A pop-up box will appear with a list of the SKU’s. Select SKU’s for count adjustments as needed and click Import Selected. To complete the count click the Save Counts button at the bottom of the page.
The Saved Count will show at the top of the Inventory Counts list page. This page shows the Count ID number, total number of Items Counted, Created on Date and User, Updated on Date and User, the Status and Age of the Count
Additional SKUs may be added to a Count if it is in Pending status. Counts in Pending status will expire after 72 hours. The Count can be edited and updated by clicking the View button
Click the Edit button
Enter or scan additional items and click Save button
Applying the Count
When a Count is complete and ready to be submitted, click into the Pending Count and click the Apply
button
The User is taken back to the Count list page and a Success message will appear at the top of the page and the applied Count’s status will update to Applied. At that time the On-hand levels for each SKU on the applied count will be updated
After the Count has been Applied, the list of SKUs can still be seen by clicking the View button, but no actions can be taken within the Count page.
Cancelled & Expired Counts
At any time, a Count in Pending status can be cancelled by clicking into the Count and clicking the Cancel Inventory Count button
After 72 hours a Pending Count will automatically Expire if it has not been Cancelled or Applied. The reason being, in most scenarios, inventory has been received or dispensed and the Count is not up to date
Both the Cancelled and Expired Counts will show on the Counts list page
The Count list page can be filtered to any Status
Inventory Shrink Report
To view the report showing applied Counts and Inventory Variance, click on the Reports menu dropdown and select Inventory Shrink Report
On the Inventory Shrink report page, select All or specific Inventory Locations and Date Range then download the report
The report provides details for each Count ID, listing out all Inventory items counted. In addition, it provides Previous On-hand quantities compared to the Count Quantity as well as the variance between before and after with a negative number indicating missing inventory. The Unit Price multiplied by the Variance will show Extended Price with a negative number indicating lost revenue. The last few columns show Dates, User and Status of the Count ID
**PRINTABLE PDF AVAILABLE**