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Entering an Inventory Count

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The Enter an Inventory Count option allows you to enter your physical inventory count in the computer.

Use the following steps to enter an inventory count:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Inventory Menu (7).
  3. Select Take Inventory Menu (4).
  4. Select Enter an Inventory Count (2) to receive the following screen.

Note: If you do not have time to enter the entire inventory count, you can escape out of the process, and then restart where you left off. The system saves all counts entered on previous pages, but not on the current page. We suggest that you fill out a page, and then press [Enter] to go to the next page before you press [Esc] [Esc].
  1. Fill in the following fields:

Enter the Count Period

To enter counts for a month, type WM; for a quarter, type WMQ. Leave blank to select all count periods.

Enter the Category

Select a category or leave blank for all categories.

Sort by Category

Only select Y if you are printing the Inventory Count Worksheet in the summary format. Selecting Y will match the category sort in the Enter an Inventory Count screen with the Inventory Count Worksheet so that the columns line up the same.

  1. Press [Enter] to receive a screen similar to the following screen. You are prompted to type the count from your Inventory Count Worksheets. The items displayed on this screen are listed in count sequence order, just like the Inventory Count Worksheets.
  1. Enter your count from the worksheet for each inventory item on the screen.

If you need to add numbers, press [Ctrl+C] to use LubeSoft’s built in calculator. This moves your cursor to the bottom of the screen. Type the numbers you want to add separated by a plus sign (+). Press [Enter] to place the total in the Enter Count field. After you use the calculator once, the command will not appear on the bottom of the screen, even though it is still active and you can use it.

The screen does not display what is actually on hand in the computer to prevent “short-cutting.” If the count you entered matches the on-hand quantity in the computer, the cursor moves to the next item. If the entered count and the computer’s quantity on hand do not match, the computer beeps and the cursor stays on the number that was entered. Check for an entry error. If there is not an entry error, and the number entered is the one you want, press [Enter] again and continue entering counts.

  1. Press [Enter] after the last item counted to automatically submit an Inventory Variance Report for all items that have been counted within the last six days.
  2. Review the Inventory Variance Report. The right side column shows the difference between the computer’s count and the count you entered in step 7.
  3. For those items with a variance, check to see that you typed the count from the Inventory Count Worksheets correctly. Then, if the counts do not agree, redo the physical count of the items in question. There may have been a counting mistake.
  4. If the physical count disagrees with the computer, you need to adjust your counts. See the article Adjusting Inventory on Hand.