Physical inventory counts verify the accuracy of on-hand quantities in Dynamics GP by comparing system records against actual warehouse counts. PanatrackerGP streamlines this process by enabling handheld counting that integrates directly with GP's Stock Count Entry.

Setup in Dynamics GP

Creating Count Schedules

Stock Count Schedule in Dynamics GP allows you to create multiple schedules and define specific sites for each count.

Multi-bin tracking — If you use multiple-bin tracking in Dynamics GP, you must include bins in the site definition. Complete a mass add using one of these options:

• ABC Code
• Item Class
• Generic Description
• Bin

Important: Only one item-site-bin combination can be included in a started count. When setting up multiple schedules, ensure you do not duplicate item-site-bin combinations.

Organizing Count Teams

If you have several count team members, define clear physical areas for each person to count. Use visual cues to track progress:

• Apply colored stickers to inventory when counting is complete
• For non-multi-bin setups: Enable a FlexField on the stock count to capture counts by section
• For multi-bin setups: Create separate count schedules based on bin ranges to simplify reconciliation

Starting a Count

When your count schedule is saved and you're ready to begin the physical count, start the count in Dynamics GP. This captures the current on-hand quantities that your physical count will verify against.

You can record counts using either method:

• Print count sheets from Dynamics GP
• Use the count schedule in PanatrackerGP to capture and submit counts directly to GP's Stock Count Entry

Best Practices

Pre-Count Preparation

Complete these steps before starting your physical count:

1. Stop all inventory activities — Halt receiving, transfers, adjustments, and picking during the count
2. Post all pending transactions — Process all inventory adjustments and site transfers in GP
3. Document unposted sales — If you have physically fulfilled and shipped sales that remain unposted, create a Smart List report and export it to Excel for variance reconciliation

During the Count

• Assign specific areas to each count team member
• Use visual markers to identify completed sections
• Ensure no inventory movement occurs during counting

Reconciliation and Processing

Reviewing Variances

After entering counts, review variances and reconcile with any new unposted transactions or your saved unposted transaction list.

Recommended approach: Use Smart List Builder to create a count Smart List that includes:

• Available and on-hand quantities from the original Stock Count Schedule
• Current quantities from Dynamics GP
• Calculated variance cost

Filter the Smart List to show only items with quantity or amount variances, then export to Excel for detailed analysis.

Adjusting Variances

During reconciliation, you have access to unposted transactions to account for discrepancies. Adjust variance quantities manually before processing the stock count in GP.

Processing the Count

After review and adjustments, process your Stock Count in Dynamics GP. Processing automatically creates variance transactions.

For large counts with many variances:

1. Process the stock count before adjusting variances
2. Set variance transactions to not automatically post
3. Complete your analysis in Excel
4. Make changes to the variance transaction before posting

This approach provides more flexibility when managing extensive variance lists.