Note: The steps shown are to be used ONLY when a third part company is being used to do the actual counting of the parts themselves. The entering of the count and completion of the Physical Inventory is still done within the dealership.
Note: This doc can be used whether the dealership is open or closed
NOTE: The accuracy of the physical count is the sole responsibility of the third party company and the dealership!
Part 1: Starting the Physical Inventory and sending the Inventory file
The dealership will need to begin the Physical Inventory process and just let it sit there in an active state.
Note: If applicable, click on the link below to review how to begin the physical Inventory process.
Send the inventory files to the third party company.
Note: How those files are sent is the responsibility between the dealership and the third party company.
Part 2: Using the Scanner Option within the Physical Inventory
In the upper right hand corner, click the three dots then choose Scanner
Note: Make sure the Part Number is in column A and the Quantity is in column B within the parts file from the third party.
Copy and paste 100 records at time into the scanner area as shown, then click Validate at the top as normal
This will provide a list of parts imported from the bar code scanner as well as a list of parts with errors during the match. You will need to review the list of invalid parts to select the correct entry to import into your inventory.
Note: Some of the common errors you may see after scanning parts are:
Part not found ( This applies if you are missing the category or catalog)
When scanning a bar code on a part you may not get the right supplier as the bar code on the part will try to give you info on who makes the part, not the supplier.
Multiple matches for part numbers
Possible solutions for these issues:
Verify you have the catalog for the part number, and the bar code was clear enough to be scanned properly.
If you know that you indeed do have the part in your stock that does not scan properly you can add the part.
Choosing the proper supplier
To correct this you will need to make note of the part number in error, click save, and manually add the part to the inventory count in the next step.
To add a part number to the inventory count list click on the three dots in the upper right hand corner and choose add part. This will add a row to the bottom of the parts list where you can add an additional part with the actual count.
Using the count sheets
The second option while counting is to use the printed out count sheets. this allows the dealer to send out employees to various parts of the dealership to count and then take the filled out sheets to the person updating the inventory at the single PC.
Click the three dots in the upper right hand corner and choose print
Fill out the sheet then the person updating the inventory can enter in the correct amounts
Once you have entered you Actual Counts for each part number on the list click on Continue. This will provide a list of the parts with a variance between what the computer shows on hand the actual quantity that was counted. Review all parts with a variance to ensure the actual count is correct.
To finalize the physical inventory process the user will need to click the Update button in the upper right hand corner. The user can see the Total Delta Cost amount beneath the update button. This is the difference in cost if the count has changed.
Note: Before clicking update, be sure that only one person does this step! If more than one person clicks update this will override any changes made from the previous person clicking update which will change your entire total for your inventory count.
A warning box will appear once the update button has been clicked. the user will need to place a checkmark in the box then click OK
Note: As stated in the beginning of this document you can also do your physical parts inventory during business hours. There is one additional step to complete your count while your store is open during business. Please see below:
When the “update” button has been clicked if any parts within the list have been sold while the inventory was being counted you must update those numbers before completing the Inventory.
For each part number the user needs to make changes to a check mark will need to be placed in the box on the left hand side. DX1 will show you the expected count and the actual count. If you change the actual count you will need to click the update button.
Note: If the user chooses to click the select all box to check all part numbers to either update or ignore only the parts on that current page will be marked. The user will need to go page by page to decide what part numbers will be updated or ignored.
The user may also click the Ignore Update button and the changes made to the count of those part numbers will not be updated in the physical inventory count.
Update is now complete click OK
