… that after you perform an inventory cycle count, you can then use DFIU to update the Quantity Available for a list of parts?
Background
The cycle count will identify those parts where the physical quantity on the shelf is not the same as the quantity in PW. You could also use the MAIN PART ENTRY screen or the QUANTITY ADJUST screen to update Quantity Available values, especially for a small number of parts. However, if you need to update a large number of parts, then using a DFIU input data file might be useful.
DFIU Data Columns
There are two different fields that can be used to update Quantity Available values in PW:
- The Qty Available (Replace) field which must be a positive number of 9 digits or less.
- The Qty Available (Add) field which can be any positive or negative number of 9 digits or less.
- Due to the importance of a part’s Quantity Available, when a DFIU file column is mapped to either of these two fields, a warning message displays.
- Use the Qty Available (Add) field to increment the Quantity Available value in PW. For example, if PW currently contains a value of 1, and you want to increase the value to 3, then the DFIU file input column should be a value of 2.
- Use the Qty Available (Add) field to decrement the value in PW. For example, if PW currently contains a value of 3, and you want to decrease the value to 1, then the DFIU file input column should be a value of -2.
- Use the Qty Available (Replace) field to change the value in PW. For example, if PW currently contains a value of 1, and you want to increase the value to 3, then the DFIU file input column should be a value of 3.
- When Quantity Available field is changed in PW, a record is always written to the Part Ledger Report; regardless of which screen or utility makes the change.
DFIU Inventory Counting Rules
- You might use the Qty Available (Add) field instead of the Qty Available (Replace) field if the inventory count mismatch updates are made to Quantity Available values several days after the part’s Quantity Available value was provided to the “counters”.
- However, if the update is performed immediately after the count, and before any sales, purchases or Quantity Adjustments occur that might impact the part’s Quantity Available, then either Qty Available (Add) or Qty Available (Replace) can be used and will have the same “net” result.
- For example, if the part’s Quantity Available value was 3 when the “counting” began on Friday evening, and the physical inventory counted on Sunday was 1, the part’s Quantity Available needs to be decremented by 2. An approach used could be to set the Qty Available (Replace) value to 1 when the update is performed on Monday evening. However, the preferred approach is to use a Qty Available (Add) of -2.
This second approach would better handle the situation where the same part was sold on Monday, which would reduce the part’s Quantity Available to 2 and the physical count of the part to 0. If Qty Available (Add) of -2 is used on Monday evening, the part’s Quantity Available will be updated to 0, which is correct and matches the physical count of 0. If Qty Available (Replace) of 1 was used instead on Monday evening, the part’s Quantity Available would now be incorrectly set to 1 (while the physical count is 0).
- If DFIU is used to update the part’s Quantity Available as a result of a physical count, a QOH Reason Code value and a QOH Count Date value can also be provided. The QOH Reason Code can only be values of “IC” for inventory count or “AC” for annual count. These values are not currently displayed on the Part Ledger Report but will be in PW R57.1 (the next Official release). Instead, the Details column on the Part Ledger Report only displays the text “DFIU”. In PW R57.1 it will display the text “DFIU-IC” or “DFIU-AC”.
In addition, in R56.1.5 the QOH Count Date field from DFIU is updated into the PW database but the date value cannot be viewed. In PW R57.1, this value will be viewable in a field called LAST COUNT DATE on the PART HISTORY screen.