|
One of the most time-consuming, yet critical chores a company must face is the physical inventory. Both the accuracy and timeliness of the "final" counts are crucial factors in determining the effectiveness of the system that monitors inventory. With today's competitive pressures, a company can not afford to have a physical count that bears no resemblance to its automated record-keeping system. Users of MAPICS Inventory face these same pressures when processing a periodic cycle count or their annual physical inventory. An added problem is that MAPICS requires a "final" count before producing usable results. In most instances, it's too little, too late. To help remedy this problem, American Viking Enterprises of Florida, Inc., provides their "Pre-MAPICS Physical Inventory Tag & Reporting System" (AVEM57) for all MAPICS DB/XA AS/400 users. The new MAPICS DB Year 2000 and all MAPICS XA versions support both uncontrolled and controlled features/functions, and provides the DDS for queries. Multiple Environment Support allows each environment to do their own separate inventory, their own way and in their own time frame. This AVE MAPICS enhancement system provides users with the necessary resources to print and properly account for tags, and identify variances within the MAPICS master files before count data is passed over to update MAPICS. Physical inventory counts are entered directly into an AVE Physical Inventory File. The reports and inquiries access the AVE file, and provide identification of variances. Maintenance of the count data also takes place within this file. Once the user is satisfied with the current counts, the data is transferred to MAPICS where it updates the Item Master, Item Balance, and Stock Location Quantity files. In some cases errors and variances are identified before MAPICS is aware a physical inventory is on the way. This early identification allows the user to not only locate the variances, but correct them within the MAPICS files before the count data is updated. While items are in the process of being counted or recounted, users may simultaneously enter counts and produce physical inventory reports through the AVE Pre-MAPICS Physical Inventory Tag System. Thus, users with large inventories need not wait until all counts are completed before being able to run missing tag or variance reports. (Figure 1) illustrates the enhancement's main menu. Tags may be created by the computer in any number of user specified groups
and in a wide variety of sequences. This provides for easy distribution
throughout the warehouse. As illustrated in (Figure
2) , tags may be sequenced and/or selected by:
Tags may be generated from the MAPICS Item Master file with pre-assigned tag and item numbers, or generated with tag numbers only for use as Miscellaneous Tags. This diversity of tag generation options gives the user the capability of counting items in multiple locations and warehouses. WIP can be handled as either a non-MAPICS item through the miscellaneous tag feature, or as a valid MAPICS item. By treating WIP as a "valid" MAPICS item, AVE's Pre-MAPICS Physical Inventory Tag System will not only allow for the accurate counting of WIP but also value the inventory not yet completed. For MAPICS DB/XA users, AVEM57 has been designed to accommodate controlled and uncontrolled warehouses. For controlled warehouses, tags will be generated for each Location/Batch Lot/Fifo Date Record in the stock location quantity file. For an uncontrolled warehouse, tags will be generated for each item/warehouse. Where inventory is kept in more than one location within a warehouse, additional miscellaneous tags may be created. To further speed the inventory process, data entry is reduced to a minimum of tag number and count. Additional AVE data, such as count date and counted by whom, and MAPICS data, such as location and vendor, may be included, but are optional. If long and complex item numbers are used, consider the time and keying errors saved when entering an entire physical count without keying a single item number. To identify any missing tags previously distributed, missing tag reports may be run in multiple combinations of groups and sequences based upon the tag number, warehouse, warehouse location, item number, department, vendor or planner. Because reports may be produced while tag counts are still being entered, it is not necessary to wait until the entire physical count is keyed before investigating any missing tags. In order to help quickly direct resources toward the most critical items with variances, the AVE Pre-MAPICS Physical Inventory Tag System provides variance reports by quantity or value. The reports may be produced in multiple combinations of groups and sequences with maximum positive and negative variance limits. As a group of tags are keyed, variance reports may be produced immediately so that within dollar and quantity variance limits, high variances within a segment of the inventory may be recounted. The AVE Value Variance Report uses several MAPICS costs, including:
Since data may be processed before MAPICS is notified that a physical count is taking place, adjustments may be made prior to physical count update processing in MAPICS. The AVE variance reports help to identify items with invalid costs or incorrect on hand balances. These items then may be adjusted through MAPICS, prior to the actual physical processing to MAPICS by AVEM57. (Figure 3) illustrates a Value Variance Report produced in item number sequence. This report facilitates identification of high value and zero value (possibly zero unit cost) items before they are passed to MAPICS. The Value Variance Report includes, from left to right, warehouse number, item number, item description, unit of measure, last counted quantity, MAPICS item balance quantity, variance quantity, unit cost and the resulting variance amount shown as positive or negative; tag number is also displayed and fields are available to allow for recounts or the quantity variance report. Report totals illustrate both quantity and value variances for all tags/items included in the user-specified report parameters. (Figure 4) illustrates a tag generated through the AVE Pre-MAPICS Physical Inventory Tag & Reporting System. Each tag allows for an original count and up to two recounts. The tags also illustrate item master, item balance and stock location information as well. The missing tag reports and variance reports also have space provided for recount information, and data may be entered from either tags or reports. The product automatically retains up to three counts of any tag number, using the last count as the "official" count. AVE also provides a user area to key any information with a Tag that would be useful later to the users. Corrections to tags and recounts are quickly entered by tag number, allowing direct access to count information (Figure 5). This direct access eliminates the current MAPICS requirement to page forward through a batch of physical inventory transactions to locate the item to be changed. The inquiries incorporated into the Pre-MAPICS Physical Inventory Tag System display previous counts and quantity/amount variances. On-line inquiries, both by tag number and item number conveniently allow users to immediately determine the status of a tag or item number (which could reflect numerous tags) without waiting for lengthy reports. The Item Number Inquiry displays all of the tags for that item. Although the Pre-MAPICS Physical Inventory Tag System was written to interface with MAPICS, it may also be used to enter and value non-MAPICS inventory. Miscellaneous tags may be created for counting multiple locations of a single item or may be used for non-MAPICS inventory items. The product also provides costing for non-MAPICS inventory items, (non-MAPICS item costs may be entered during tag count entry). Items stored in more than one location will be added together during the Quantity and Dollar Variance Report. System Summary American Viking's Pre-MAPICS Physical Inventory Tag System (AVEM57) provides the MAPICS user with a powerful tool designed to decrease the amount of time normally required to complete a physical inventory. The product provides users with the capability to generate tags, count items, and identify and correct variances before MAPICS is updated. This allows users to keep the amount of time MAPICS must be "dedicated" for inventory to a minimum, while increasing count accuracy and achieving the timely completion of the overall physical inventory project. The enhancement does not modify MAPICS and provides AVE menu options and selection criteria for all steps throughout the physical inventory process. As in all AVE enhancements users are provided with complete documentation, automatic install procedures, and technical hotline support. The Pre-MAPICS Physical Inventory Tag & Reporting System has proven itself a cost effective solution in addressing the demands of today's inventory departments by increasing inventory accuracy and decreasing the time required to complete a physical inventory count.
Designed by AVE Internet Services, All rights reserved, 2002 |
