Freezing inventory
Inventory is “frozen” by combining two methods:
1. Scanned items are based on the last scan date time of that item. On-hand inventory is counted up to this date time.
Note: A single item can appear more than once in a batch. The last scan date of that item is used as the freeze date.
Example:
A complete inventory scan of a shop yields ten items. Activity has occurred since this scan but before the batch is processed. Inventory is counted up to the scan time and an adjustment is made.
The following table shows one item that was counted on 7/4, received three units on 7/5 and the batch processed on 7/6:
| 7/1/2013 | 7/4/2013 | 7/5/2013 | 7/6/2013 |
| Pre Scan | Scan | Pre-process | Post-process |
comp OnHand | 3 | 3 | 6 | ?? |
Physical Count | 2 | 2 | 5 | 5 |
• The scan time of this item is 7/4 and two were counted.
• At the time of processing, OnHand shows only three instead of six.
• An adjustment of -1 is made to give a true OnHand of five
• An activity log for this item would look like this:
7/1 onHand 3
7/5 Receipt +3
7/6 Invt Adj -1
2. Non-scanned items use the cut-off date.
In the case where an item has on-hand quantities but is not in the batch (i.e., is accurately not scanned because it does not physically exist), the cut-off date selected by the user is used. In this way, non-scanned items are also “frozen.”
Example 1:
a. A complete inventory scan of a shop yields ten items.
b. Before this batch is processed, two new items were added.
c. The original ten items are counted only up to the scan date. But what about those two new items?
d. If a cut-off date is not specified, they are zeroed out when the batch is processed.
e. A cut-off date is used to prevent this.
f. It is set to the date the physical scanning occurs.
Example 2:
a. A complete inventory scan of a shop yields ten items.
b. Prior to scanning, un-received bike inventory was sold from this location and no longer exists at the time of scanning.
c. Since the time of scanning, nine bikes were received.
Pee Wee's Big Red Bike
| 7/1/2013 | 7/4/2013 | 7/5/2013 | 7/6/2013 |
| Pre-scan | Scan | Pre-process | Post-process |
comp OnHand | -3 | -3 | 6 | ?? |
Physical Count | 0 | 0 | 9 | 9 |
d. Because there were no bikes to be counted on 7/4, there is no record in the batch and, therefore, there is no scan time or “freeze” date.
e. If we were to process this batch without a cut-off date on 7/6, the inventory would be incorrectly reduced to zero.
f. If the cut-off date were set for 7/4, the inventory would be corrected from a -3 to a zero as of 7/4, and then OnHand would be correct at nine.
g. An activity log for this item would look like this:
7/1 Sale -3
7/5 Receipt +9
7/6 Invt Adj +3
Notes:
• This cut-off date does not apply to Cycle Counts or Transfers
• The cut-off date is set by default to the date the batch was created. This is for freezing inventory. Anything that happens after the cut-off date for all items that were not scanned is ignored.
Example:
+ 10 items in store.
+ Scan one item.
• After processing the BRB, the store shows only one item on-hand.
• If the cut-off date is not specified, it ignores all items that have not been scanned. (In this case, the other nine items.)