Y/E physical inventory

[mongos30]

This would be the first time I use Macola for physical inventory. I would like to know if anybody can give me some points in how is the best way to prepare the system for physical inventory. I know I have create a TAG FILE but the tags that we will be using doesn't have the same numbers that the TAG FILE from Macola gives. We will be using our own Tags (Tickets)because accounting wants one tag per box. So if I have 5 boxes of the same item then I need to have 5 tags. So, can somebody help me out in how it would be the best and easy way to do this?
Thanks you so much.

 

[dgillz]

You will need to create extra tags for the additional 4 boxes. You can key any item and qty into this tag. Its pretty straightforward, you should try this in a test environment first.

The key thing in regards to Macola physical inventory is are you going to use frozen qty on hand and do you understand how this works in Macola?

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

 

[mongos30]

I understand that frozen qty doesn't do anything in the system other then in the Item/Location screen. I will be doing the extra tags. Now, the tags that I will be using for counting doesn't have the same numerical format as Macola Tags. And this is where I'm getting confused because how can I combine tags that I'm counting with and tags that Macola is providing. Would the solution is to create an excel spreedsheet?

 

[dgillz]

So you have pre-printed tags. Will the item numbers be pre-printed on the tags as well? Or will these all be blank tags?

Freezing the inventory does a lot when used in conjunction with a physical inventory. Lets assume that you freeze inventory on 12/31/2005. Lets also assume that you have data entry folks that are 3-4 days behind in entering PO receipts, invoicing customers, etc.

When these transactions are keyed in, and given the proper date, since the date of the trx is before the freeze date, both the qty on hand and frozen qty on hand are affected. Similarly, when the first trx of 2006 is processed, this will affect the qty on hand, but not the frozen qty on hand, since the date is after the freeze date.

So if you use frozen qty in calculations, you could in theory wait a month or more without posting your physical count, and there is no need to hold up new processing in 2006 -- you can post when you are ready.

Similarly, there is no need to hurry up and processes everything from 2005 in order start your physical inventory. The fact that there is a week, or even months of data entry to be done is irrelevant.

When everything is entered, and you are ready to post, Macola will use the frozen qty on hand to do the adjustment, and in the meantime there is no need to make any change to your normal operations.

If you do not use frozen qtys in calculations, this means you must go through the logistical nightmare of making sure every single transaction is posted for 2005, then count the inventory, then key in all the counts, then post the inventory, then and only then, can you start processing transactions for 2006.

Sorry to be a little long winded, but this is what froze qty on hand does for you is used properly. Please let me know on the tag issue.

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

 

[kstickler]

Mongos30:

We have a similar issue, but it only affects us when we use the blank (extra) tags. We export the tag file, after creating it, and pull it into Excel, then as the extra tags are entered, we select from the "blank" tags and create a cross reference in the Excel file. This comes in handy for auditors later on.

 

[mongos30]

The tags that accounting wants to use are blank tags. I will freeze the inventory and I think that I will do what dgillz suggested. But again, the tags that I will be using to counts are not the same number with what Macola Tags provide. I was thinking to create an excel spreedsheet and enter the use tags there then reconciled per item # and entered the counting # into the MACOLA tags. But this mean that I will be doing double data entry. Or if I could export the excel spreedsheet (my tags) into an ACCESS and then Macola? but I'm not sure.

 

[dgillz]

Wht not just change the tag numbers in Macola to match the physical tags?

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

 

[mongos30]

Because the physical tags don't have item # printed. Thank you for all your help. But any how, I thought that you couldn't change the tag # in Macola.

 

[dgillz]

Yes you can. In IM Setup, next tag #. Are your physical tags pre-numbered?

Software Sales, Training, Implementation and Support for Macola, eSynergy, and Crystal Reports

http://www.gainfocus.biz

 

[mongos30]

Yes, they are pre-numbered.

 

[MacolaHelp]

However, macola assigns the tag to the item, whereas they are probably grabbing a bunch of preprinted prenumbered blank tags, walking around counting, then entering results. macola has some limitations in processing counts entered if you don't let the program assign the numbers to its own "internal" tag numbers. Everyone I have who buys bulk multipart blank tags uses an external cross reference like excel or access to link the macola tag number (spooled to file) to the data entry task of putting the items into a file, then linking back to the macola tag file for posting, etc. Depending on the version you are on, you could create an odbc link to the tag file, sort your own file, spreadsheet, database by item, provide multiple columns to sum & update the total in the tag file from your tool. Don't try this with multibins, lots or serials, tho. That would require something more sophisticated to get back to the other files. Since inventory count processing is still batch, you have some options for error trapping, etc. now with the use of external tools to write data to transaction files before posting.

 

[ultrav]

I thought you could create the physical count without the item numbers (there is a check box "Create Physical Count Without Item Numbers") - I thought it did exactly what you are looking for. I have never used it so I may be mistaken.


Celeste

 

[Fishhead714]

Just a note, we used Macola ES batch 340 for our physical at the beginning of the month. Unfortunatly there were some bug fixes in the 360 update that we hadn't installed yet. We ended up with about 260k in postings to the GL that should have never taken place. I would suggest going to 360 if you are using ES to avoid the problems we had.

Bill

 

[MacolaHelp]

It doesn't add multiple counts of the same item together if you don't attach the item number to the tag. It doesn't provide the exception reports, either, unless this has been corrected since early versions of 7.6. After we discovered this at several of my sites, we have gone to printing our own tags on multipart paper, cross referencing preprinted tags, or other methods allowing macola to assign the tag to the items & printing sufficient extra tags to enter counts if items are found in several places.