Load Physical Inventory - Inventory Loader

To load an inventory file, click on the Load Physical Inventory button on the Options tab.

This opens the Inventory Loader. The left-hand portion of the screen contains a list of stores which have been started on the loading process. If you are just beginning the load for a store, it will not appear in the list, so click the Add button at the bottom of the screen to add the store.

Select the appropriate Store from the drop-down menu, then enter the Start Date/Time and the End Date/Time. It is very important that start and end times are entered as accurately as possible, as these are used to determine the believed (“Book”) inventory to compare with the scanned (“Physical”) inventory.

Once done, select the store listing and browse for the inventory file (click the ellipsis […] in the Inventory File field).

This will open a file picker. When you have located the correct file, click Open in the file picker to add it to the Inventory File field.

 Then, select a Display Variance amount. This will determine the amount of scanning variances to be displayed. The variances are determined by the differences between what the inventory was believed to have been (according to FieldStack), and what was physically scanned during the inventory. It is useful to set the Display Variance at 0 to help determine if any sections weren’t scanned. Click the Process button to view any variances (it will indicate how many rows are present in the file within the button text).

The variances displayed are sorted by configuration and then by the size of the variance. You may click and drag the Excel icon from FieldStack onto the results grid if you wish to view the variances in an Excel file.

If you wish to change the variances displayed, enter a new value in the Display Variance field and click the Reload Variances button at the bottom right of the screen. Changing the variances displayed will not affect the variance adjustment that will be posted – adjustments will always include all variances.

If you incorrectly entered the time or date of the inventory, click the Change Times button in the bottom right corner next to the Reload Variances button. Make the appropriate changes and click Save when changes are completed.

If you make any changes to the original inventory file itself, save the file, then search for it again in the Inventory File field and click the Process button again. A message will appear saying that you have already a loaded a file, and you can choose either to “overwrite” or “append” it. Choose to overwrite it; this will load the updated file. If an additional file needs to be added to the original, choose “append” – this is useful in cases where, for example, a section was missed during the initial inventory scanning and a future scan file of the missing section needs to be added into the original file.

When you are ready to commit the inventory adjustments, enter a Post Date in the field near the top of the screen to the left of the Make Adjustments button. Always select a date in the past; it is recommended to post them to the last day in an accounting cycle.

Once a Post Date has been added, click the Make Adjustments button next to it. This step will commit the inventory file and make inventory adjustments. You will be asked to confirm changes – verify that all the information is correct, then click Yes.  FieldStack will take a few moments to process and post the changes.

When the changes have been successfully made, you will be notified with one further dialogue box.