AccuCOUNT Inventory Adjustment Guide

 

Table of Contents

Overview

Refreshing From Accounting / Load Items

Using the Scanner to Scan Inventory

Getting Scanner Files

Sorting and Verifying

Adjusting Accounting

The Entire Process

Delete Data Files

 

ACCUCOUNT INVENTORY ADJUSTMENT GUIDE:

 

This guide is written for version 2.93 of AccuCOUNT and the current versions of Peachtree and QuickBooks.  If you are running an earlier version of AccuCOUNT, Peachtree, or QuickBooks, you will notice differences in the user interface as well as the integration with the accounting software.

 

Overview: (top)

 

AccuCOUNT can be used to take a current on hand inventory count of items in your location.  This can be done in parts or the entire store.  For best accounting and inventory practices, a physical inventory should be taken when your location is not currently running sales.  Before you count:

 

  1. Make sure that your store and items are all together
  2. Draw out a map of the store to help you make sure that all items get counted.
  3. Be sure to include displays, under stock, back stock, and any other places that merchandise is located.
  4. If you’re in a warehouse environment then be sure to include any items that have not be “shipped” out of accounting, conversely don’t include any items that have not yet be received into accounting.
  5. Make sure that the Scanner has been charged.
  6. From the time you start the count until you are done, you should consider not having anyone make inventory movements inside accounting. You also MUST be in SINGLE user mode to complete the adjustment.

 

Refreshing From Accounting / Load Items: (top)

 

To refresh your item list to AccuCOUNT you will need to click the Refresh from accounting button.  This will create a request file and will call the AccuLINK adapter to connect to your accounting program and get an updated item list.  This is the correct choice to make when you are about to download from the Scanner into AccuCOUNT.

 

 Loading items that are currently stored in AccuCOUNT can save you time.  To do this click on Load items; this will pull items that are stored in memory since the last time AccuCOUNT was “refreshed from accounting.”  Load items is not as accurate as Refresh from accounting, and can lead to the possibility of incorrectly updating accounting if someone has made adjustments to the item on hand levels since the last refresh.

 

Using the Scanner to Scan Inventory: (top)

 

To prepare the Scanner to being scanning items for adjustment:

 

  1. Press number 1 on the Scanner for RUN Program.
  2. Press number 2 for ADJUST.
  3. Press the orange key to turn on the laser, and hold over the barcode that you need to scan.
  4. The scanner will beep, and the barcode information will be displayed in the scanner under Item.
  5. The item’s description should be displayed at the bottom at the screen.
  6. You may now perform your count, and type in how many you have on hand for that item.
  7. Count all items on hand in the section that you are scanning.
  8. If you scan the same item a second time, simply enter the extra amount of that item that you found, AccuCOUNT will adjust for the total that you scanned.
  9. Once you are done collecting data, press the “ESC” key twice to return the Scanner main menu.

 

Getting Scanner Files: (top)

 

  1. On the Scanner press number 2 Send data.
  2. Place the scanner in the cradle, it should read “Waiting…
  3. In AccuCOUNT, in the Adjusting window, make sure that your current on hand item list is showing, by refreshing from accounting.
  4. Press Get scanner files.
  5. Press Read Scanner.
  6. The scanner file will now download from the scanner into the computer. You will see the location of the file in the window.
  7. Single left click on the location of the file and click Done.
  8. The items that you scanned will now be updated in the Scanned column.

 

Sorting and Verifying: (top)

 

You can sort by clicking on any column header. To verify what items will be updated in accounting, simply click on the Adjust column.  All items that will be adjusted will show in this line, at the top, with a check in the box next to all items that will be adjusted.  At this point you will want to go through the list and verify that the items and adjustments are correct.  If an item is not correct and you would like to recount it, then uncheck the box next to it, this item will NOT be updated when you adjust accounting.

 

Adjusting Accounting: (top)

 

Now that you have double checked that all items are correct, simply click Adjust.  Any item with the check box checked will be adjusted in accounting to the number of items listed in the scanned line.

 

The Entire Process: (top)

 

  1. From AccuCOUNT, go to Tasks -> Adjustments (Figure 1-1).  The Adjustments window appears.

 

Figure 1-1

 

  1. Select Refresh from accounting (Figure 1-2) or Load items (Figure 1-3) to bring in the inventory list.  Remember that Refresh from accounting is a more accurate count of the current quantity on hand from accounting.

 

Figure 1-2

Figure 1-3

 

  1. If new items have been added to accounting, upload a new lookup file.  From the Scanner, select 3 Utilities -> 1 Transfer Files -> 3 Get Lookup.  Once it says “Connecting…” on the screen, from AccuCOUNT, go to Setup -> Create and Upload Scanner Lookup File (Figure 1-4).  The file will download into the Scanner.  Once it is done downloading, the Scanner will beep.

 

Figure 1-4

 

  1. Scan items and enter counts, as outlined in the step Using the Scanner to Scan Inventory.
  2. Once all items are scanned into the Scanner, place the Scanner back in the cradle.  Select 2 Send data from the Scanner.  Once it says “Connecting…” on the screen, from AccuCOUNT, select Get scanner files (Figure 1-5).  A box will pop up.

 

Figure 1-5

 

  1. Select read scanner (Figure 1-6).  The Scanner will beep and a file will show up in the box.

 

Figure 1-6

 

  1. Single left click on the file and select Done.  (Figure 1-7)

 

Figure 1-7

 

  1. Verify that all items will be adjusted correctly.
  2. Click Adjust to send all item adjustments into accounting.  (Figure 1-8)

 

Figure 1-8

 

  1. Check the adapter to double check that the item adjustments were imported successfully.  (Figure 1-9)

 

Figure 1-9

 

Delete Data Files: (top)

 

Now that the items have been received into accounting, it is time to remove the data file from the Scanner.  This is to remove the possibility of accidental duplication of inventory adjustments in the future.  To delete the data files:

 

1.      On the Scanner, press 3 Utilities.

2.      Select 3 Clear Records.

3.      Select Data file.

4.      Select 1 All.

5.      Select 1 Yes to confirm deletion.

6.      Once deleted, the Scanner will beep and “Data deleted!” will be displayed on the screen.