Physical Counts

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

Taking a physical count is a multi-step process. It includes generating a list of items, counting the items, and making adjustments when there are discrepancies between the number of items counted and the number of items in TireMaster.

A counting deck is a list of items from your TireMaster system. When you take inventory, you can print one large counting deck or you might find it easier to generate separate lists for groups of items, such as those from a specific manufacturer or product line.

Whether you include quantities on your counting deck depends on who will use it. For control clerks, you might want to include on-hand quantities so they can compare the physical count to the system count. For counters, ASA recommends excluding on-hand quantities.

Note: The following instructions describe printing a counting deck from the Quantity Adjustment Wizard. For instructions on printing it from the Report List, see Inventory Counting Deck or Inventory Counting Deck w/ QTY.

To print a counting deck

1. Select Inventory > Qty Adjustment Wizard. The Qty Adjustment Wizard opens.
2. Make sure the Select Items tab is selected.
3. Click Select Items and look up the items you want to count. TireMaster displays the number of items retrieved by the search in the Number of Items Selected field. For more information, see Inventory Searches.
Note: Look up only the items that you can count before the store opens for business. Otherwise, the count will be off for any items that are sold or put on work orders.
Tip: Write down the range and sort order used for the counting deck. If you need to adjust inventory quantities, you'll be able to list items on the screen in the same order as the printed report.
4. Click Inventory Counting Deck. TireMaster prompts you to print on-hand quantities.
5. Depending on whether you want to include on-hand quantities, click Yes or No. The Report Window opens.
6. Print the counting deck and close the Report Window.
7. To print a counting deck for an additional group of items, repeat steps 3 through 6.
8. To exit the Qty Adjustment Wizard screen, click Cancel.
9. When the confirmation message appears, click Yes to cancel the wizard.

The second part of taking inventory is the physical count, the step in which you count items to see how many you actually have. An item’s actual count includes the following:

The number of items received into inventory (both priced or not priced)

The number of items on work orders and in the shop

The number of the items on work orders but not in the shop (for example, items that have been loaded on a service truck)

Note: If an item is still in the shop, but it has already been paid for, do not include it in the physical count.

To count the items

1. Starting with the first item on the counting deck, count the number of units, and write down the actual quantity.
Note: The actual count includes items on work order (both mounted and not mounted) and items not on work order. These items can be either in the shop or at another location. If an item is still in the shop but has already been paid for, do not include it in the physical count.
Tip: If you included quantities on the counting deck, remember that the number in the On W/O column is included in the Quantity column.
2. Repeat step 1 for each remaining item.
3. Go through the counting deck and circle any items whose system quantity does not match your count. You need to make a quantity adjustment for these items before you resume business.

If the number of items from the physical count don’t match the system generated count in TireMaster, adjust the quantities with the Inventory Quantity Adjustment Wizard. When an adjustment is performed, the updated on-hand quantity is difference between the physical count and the quantity on work order.

Note: ASA recommends printing an Inventory Checkup Report before making quantity adjustments. If the report identifies discrepancies between the system-generated inventory quantities and the sales, receiving, and adjustment activity for items, contact TireMaster Support.
Warning: The Inventory Quantity Adjustment Wizard is only to be used during the process of taking inventory or on other occasions when an item’s quantities need to be changed. Do not use it to enter start-up quantities, return items to vendors, correct purchase orders, or set up consignment items. Doing so permanently invalidates the system-calculated cost for each item.

To adjust inventory quantities

1. Select Inventory > Qty Adjustment Wizard. The Qty Adjustment Wizard opens.
Note: Inventory quantities must be adjusted after taking the physical count, but before you receive items and sell items. Otherwise the adjustment will not correct the item’s on-hand quantity.
2. Make sure the Select Items tab is selected.
3. Click Select Items and look up the items or a group of items that were counted. For more information, see Inventory Searches.
Tip: Look up the items with the range and sort order that were used for printing the counting deck. Using the same search parameters helps to ensure that product codes and descriptions will be listed on the screen in the same order as the counting deck.
4. Click Next to move to the Update Quantities tab.
5. If an item’s system-generated count differs from the actual count, type its actual count and press Enter. The item’s row turns blue.
Note: Do not type the difference between the system-generated count and the actual count. If an item’s actual count needs to be adjusted to zero, type a 0.
6. If you need to undo an adjustment, select the item and click Cancel Line. The blue highlighting disappears.
7. Compare the numbers entered on the screen to the counting deck to ensure you’ve entered the correct quantities for the items that needed to be adjusted.
8. Adjust quantities for another group of items if needed.
a. Click Back to return to the Select Items tab.
b. Repeat steps 3 through 7.
9. Once you’ve entered all of the necessary adjustments, click Finish. The Report Window opens.
10. Print and review the Physical Count Edit report.
11. Close the Report Window. A confirmation message appears.
12. Do one of the following:

To complete the adjustment, click Yes. Clicking Yes will update the system-generated on-hand quantities and adjust the item’s value in the general ledger.

Note: Once an adjustment is completed, you can view adjustment details in the subledger for the Inventory Quantity Adjustment vendor.

To complete the adjustment, click Yes. Clicking Yes will update the system’s on-hand quantities.

If you don’t want to adjust the quantities, click No.