Please clarify what report are you printing after posting to get the On-Hand quantity.  What is that "MAS 500 On Hand" report?  The only On-Hand quantity in the physical count process is the "Frozen Quantity" which you need to enable at "Process Physical Inventory" by putting a check on "Show Frozen Qty's" at the beginning of the batch.  Other than this, the On-hand quantity can only be seen at Stock Status in IM/Insight/Report/Stock Status.

For you to have a good discussion on this, please do the either of the following:

• Open a ticket with Sage 500 Support
• Go to Sage University for online training on Physical Inventory process.

Thank you and have a great day.

It seems to be the Inventory Management Physical Count Register report.

We have warehouse managers that are trained in the physical inventory process--they are the ones reporting this problem.

Opening a ticket with support is often not a viable option because we are allowed only a handful of cases to use over the course of a year, despite paying almost $50k/year for support for our small enterprise. We really have to ration support cases for more serious issues, so this site is where I go for help whenever possible...

I am so sorry about that, but community hub is not a venue for troubleshooting nor training.   If you want to save your cases, the following are the self-serve resources of Sage for research.

1.  Knowledgebase or "Right Answer"   - accessible thru customer portal

2. Sage University for complete understanding of Inventory Process.  Sage University access from what I know is free.   Check the link of Sage U in the customer portal.

Hi theoglick ,

Thanks for sharing the details. Given the circumstances, I understand how important it is to find a solution outside of limited support cases.

While the Community Hub is primarily for peer support, I’d recommend the following steps to help you resolve this issue:

1. Knowledgebase Access: Check the Sage Knowledgebase at this link. You may find detailed troubleshooting steps for issues related to the Physical Count Register and "On Hand" quantities. It’s a great self-serve option that may include past solutions relevant to your situation.

2. Sage University: If your team has access, Sage University provides comprehensive training for Sage 500 (formerly MAS500) resources on inventory processes. You can use it to gain deeper insights and potentially find a workaround that suits your team’s needs.

Additionally, if anyone in the community has encountered a similar issue and found a solution, please feel free to share your experiences here to help @theoglick and others facing this challenge.

Warm regards,
Erzsi

Your personnel may not be performing counts often enough, but there seems to be a misunderstanding of how the physical count process works and what should appear on the reports and registers.

The reports associated with the physical will never indicate the on-hand quantity, they will show the frozen quantity. This is by design because the count process isn't intended to bring a halt to all inventory operations and is flexible enough to coordinate counts in a number of ways. This means the register will indicate discrepancies in the frozen quantity of the warehouse/location/lot/item and the count of that item.

The count process will adjust the quantities, as well as the associated net value of those adjustments once the batch is posted. I specify "net value" because the count could indicate the item location has changed within the warehouse and in that scenario there is no value adjustment as long as the item(s) were frozen in the different locations.

The general count process is: select the count items, freeze quantities, process counts, post. The rest of the reports help you identify items frozen but not counted with Missing Count Cards, transactions against items after they were frozen in the Reconciliation Report and variances that exceed the percentage defined for the item in Maintain Inventory using the Discrepancy Report. Once the count has been reconciled, you post the batch to record the changes to inventory quantity and valuation, as well as the rollup to GL.

The on-hand quantity for an item is irrelevant in this process because your items could be in multiple warehouse locations and you could have used multiple restriction criteria for your count (see Select Count Items). Those restrictions could place your items in a zone, aisle, bin, pallet, etc. that excludes some locations in which the item may reside.

As for the register, it again will indicate the variances that will affect inventory and GL upon posting of the batch.

Once the batch is posted, any changes to inventory quantities will be indicated in the various reports, interfaces and BI views like Stock Status (real-time inventory), Inventory Valuation (inventory-centric history) and Inventory Transaction (transaction-centric history). The Inventory Transaction interfaces will allow you to view the transactional detail of the quantity and valuation changes committed by the physical after it has been posted. You can select the transaction type along with the date or transaction number to restrict the results.

This is very informative and helpful, Contefication. Thank you for the time and effort you put into this thoughtful reply.