Performing an Inventory Count in Comsense

How to: Perform an inventory count in the Product Count window.

Environment: Comsense Enterprise

In this article: 

Before Starting an Inventory Count

Before starting an inventory count, it is important you thoroughly review:

Understanding the Product Count Window

The Product Count window is a tool that you can use to create, track, and complete:

  • Inventory adjustments
  • Cycle counts
  • Seasonal or year-end inventory

When completed, inventory counts above update the quantity of product available in the system and the general ledger.

Completing & Pausing Inventory Transactions

Always complete all pending transactions and pause any future transactions involving inventory. If inventory transactions are in process, the count may be wrong and need a recount. Having a Complete or Open status for all inventory transactions saves you time and money.

Before completing a product count:

  • All previous product counts must have the Completed status
  • All stock requisitions and work orders must have the Open or Completed status
  • We recommend you transfer all stock items in the pool back to the stock (physically and electronically)

Communicating an Inventory Count

Comsense does not automatically suspend inventory transactions after you create a product count in the system. You must tell all users that they cannot release or complete:

  • Stock transfers
  • Stock requisitions
  • Work orders
  • Shipments
  • Receivings

Or process pool to stock transactions.

Understanding Product Count Statuses

The table below details the meaning of each status and the impact on the system.

Status Comsense Warehouse
Open The product count exists in the system and no action has been taken. The physical count has not started.
Released The original quantities are locked in, the Product Count report can be printed, and the Qty Counted column can be updated. The physical counting is in process.
Completed The product count quantities are now in the system and the general ledger has accounted for any cost variance. The physical counting is completed
Table 1: Product Count Statuses

Accessing Product Count

Enterprise > Inventory/Purchasing > Product Count

Click image to enlarge
Enterprise Navigation menu; shows the location of Inventory/Purchasing and Product Count.
Image 1: Enterprise Left-Hand Navigation Menu

Creating a New Product Count

The Product Count report displays the product line items by warehouse area i.e. the products from each warehouse area are under the warehouse area heading on their own page. If warehouse area is the only category you require, you can simply Click Add All products in Step 4.

If you require more granular categories, you want to create multiple product counts. In each count, select the products by the applicable attribute for the category i.e. select all the products from one supplier.

You can create product counts in the system a few days before the physical count. If you create the product count early, leave the status at Open. The open status allows the system to update the Qty Released column with up-to-date quantities on the day of the physical count.

In the Product Count window:

  1. Click New
    • The Warehouse Find window will open
  2. Select the warehouse of the product count
Click image to enlarge
Warehouse Find window; shows a warehouse selected and the location of the Open button.
Image 2: Warehouse Find Window
  1. Click Open 
    • The Warehouse Product Selection window will open

In the Unselected Products pane:

  1. Filter & Select the products by the applicable category attributes
    • CTRL + Click or shift + Click the buttons next to the product codes to select multiple products at once
Click image to enlarge
Warehouse Product Selection window; shows the select line item button and the location of the Add button.
Image 3: Warehouse Product Selection Window
  1. Click Add
    • The selected products will move to the Selected Products pane
  2. Click OK

In the Product Count window:

  1. Enter a note detailing the reason for the count
    • The note displays on the Product Count report
Click image to enlarge
Product Count window; shows the location of the Note field with an example note.
Image 4: Note Field
  1. Click Save

The product count now has the selected product and the status at Open. 

Exporting the Product Count Report

Always export the document on the day of the inventory count to ensure up-to-date numbers.

In the Product Count window:

  1. Open the product count
  2. Update the status to Released
Click image to enlarge
Product Count window; shows the location of the Status field and the status set to released.
Image 5: Released Status

In the top toolbar:

  1. Click Save
  2. Click Print
    • The Generate Report window will open

In the top toolbar:

  1. Click your preferred export method
    • i.e. Email, Print, Save As PDF, etc.
Click image to enlarge
Product Count Report with empty fields for the physical count.
Image 6: Product Count Report
  1. Distribute the report to the product counter

Entering the Physical Product Count

*Note: The Qty Counted column will be pre-populated with the numbers from the Qty Released column.

In the Product Count window:

  1. Open the product count

In the Products pane:

  1. Update the Qty Counted fields using the numbers on the Product Count report
    • The Qty Variance field will update for each product
Click image to enlarge
Product Count window; shows updated Qty Counted and Qty Variance fields.
Image 7: Updated Qty Counted & Qty Variance Fields
  1. Fill-in the:
    1. Counted By fields
    2. Date Counted fields
  2. Enter any product notes
  3. Click Save

The product count now includes the physical count information.

Reviewing the Product Count Variance

Completing a product count in Comsense creates a general ledger entry that cannot be undone. Always review the product count variance for any issues before updating the product count status to Complete. If there are significant or unusual variances, you may want to recount the product or investigate the variance before completing the product count transaction.

*Note: Quantity decrease uses the FIFO costing method and quantity increase uses the replacement cost (net cost) from the Product Master window's cost tab.

Click image to enlarge
Product Master window; shows the location of Net cost in the Cost tab.
Image 8: Product Master Replacement Cost

In the Product Count window:

  1. Click Print
    • The Generate Report window will open

In the Parameters pane:

  1. Check the Print Variance checkbox
Click image to enlarge
Generate Report window; shows the location of the Print Variance checkbox.
Image 9: Print Variance Checkbox

In the top toolbar:

  1. Click your preferred export method
  2. Review the Count/Variance column
Click image to enlarge
Product Count report; shows the physical count and price variance.
Image 10: Product Count Report with Cost Variance

You now know the cost variance and can determine if you can complete the product count.

Completing the Product Count

Once you are certain the quantity counted is correct and any cost variances have been approved, you can complete the product count.

In the product count window:

  1. Update the status to Completed
  2. Click Save

The new product count information is in the system, the journal entry for any cost variances in the general ledger, and work can return to normal.

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