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Building Operations / On Demand Work / Inventory Manager
Building Operations / Preventive Maintenance / Business Process Owner - Maintenance

Comparing the Electronic and Physical Parts Inventory

In addition to tracking their parts with an electronic inventory, some sites like to periodically survey their facility and physically count the parts on hand. They can then compare the physical inventory to the electronic inventory.

To compare electronic and physical inventory:

1. Develop your electronic inventory as documented in Maintaining an Equipment Parts Inventory.
2. Periodically survey your facility and count the number of parts in the inventory. In the Equipment Parts table:

• Enter the value that you counted in the Physical Count Quantity field.
• Complete the Date of Last Count field.

3. Run the Physical Inventory Variance report.

• The report lists all parts for which the physical and electronic values differ.
• The Physical Inventory Variance value indicates the difference between the Physical Count Quantity and the total number of parts documented by the electronic inventory (Quantity Available + Quantity Reserved).
• Typically, you will want to update your Quantity Available to match the quantity you found in the physical inventory. To do so, choose the Adjust Select Quantity Available from Physical Count button.
• If you have a Quantity on Reserve, the calculation considers this when updating the Quantity Available field. For example, if you had 20 on reserve, 20 available, and a physical count of 50, the system would update Quantity Available to 30.
• After you run the calculation, the system removes the part in question from the Physical Inventory Variance report as this part no longer has a non-zero value for Physical Inventory Variance.

Note: In-process work requests may have reserved parts which craftspersons are currently using to perform the work. These parts will cause discrepancies between the electronic and physical inventories because they will not be deducted from the electronic inventory until the work requests have been completed and you have run the Update Work Order Calculations action. Prior to performing a physical inventory, you should verify the parts that craftspersons currently possess for their current work.

Note: On the Process Navigator, you can also access the Physical Inventory Variance report by choosing it from the Operational Reports process of the On Demand application and the Preventive Maintenance application.