Reviewing physical inventory counts

Concept

• Reviewing a Physical Inventory Count is about producing an audit-friendly outcome:
  • Clear start/end timestamps.
  • A reproducible exported report.
  • A repeatable approach to exceptions (so decisions are consistent across shifts).
• In Themis-Trace, review work happens from Edit Physical Inventory:
  • End closes a count and blocks further updates.
  • Export generates the Physical Inventory Report.
  • Delete is only available under specific conditions and can still be blocked server-side.

Find the Physical Inventory Count you need to review via the Web App

1. Open Inventory → Physical Inventory.
2. Use the grid to locate the count record:
   • Filter by Facility, Customer, Product Type, and date columns as needed.
   • If you need more complex filtering, use Query Builder.
3. Select the row to open Edit Physical Inventory.

Export the Physical Inventory Count as a report

1. In Edit Physical Inventory, select Export.
2. Use the exported report as the reference output for review.
3. Expect the report to include (at minimum):
   • Physical Inventory ID
   • Facility
   • Customer
   • Product Type
   • Snapshot Date
   • Item ID
   • Snapshot Location
   • Physical Inventory Location
   • Status
   • User ID
4. The report includes multiple tabs based on Physical Inventory statuses.

Interpret the report statuses

The report uses system-assigned status categories. Use these as your starting point for review:

• Missing (default)
• Unchanged
• Moved
• Received
• Shipped
• Unexpected
• Unknown

Treat each status as a classification you need to investigate or accept with evidence; not as something to “fix by memory”.

End a Physical Inventory Count

1. In Edit Physical Inventory, confirm you are ending the correct count:
   • Facility / Customer / Product Type
   • Start Date
2. Select End Physical.
   • End Physical is only enabled when the count is not already ended.
3. After ending:
   • The count is blocked from further updates.

Review exceptions with consistent decision rules

Use these rules to review exceptions without introducing downstream errors.

• Status indicates a location mismatch (e.g., moved vs expected location)
  • Confirm the physical tag and the current physical location.
  • Decide whether this is:
    • an operational move that was not recorded during the count window, or
    • a scan/entry issue.
  • If you cannot confirm confidently, escalate rather than guessing.
• Status indicates the system expected an item but it was not found (Missing)
  • Re-sweep the location.
  • Check common misplacements (adjacent bay/row/level, staging, quality hold).
  • If the item is still not found, treat it as a controlled discrepancy and follow your site’s escalation process.
• Status indicates an unknown or unexpected identity
  • Verify the scanned/entered Item ID is valid and readable.
  • If the ID is unclear or unresolvable, stop and escalate rather than inventing an ID.

Delete a Physical Inventory Count

• Delete is enabled only when the count is not ended and there are scanned/recorded physical locations associated with the count.
• Deletion is still subject to server-side constraints:
  • It can fail if other entities reference the record.
  • Backend constraints may block deletion when physical locations are reported against the count.