This program is an alternative to the Physical Inventory and Physical Inventory Update programs. It is used to take a physical inventory of vehicles and inventoried equipment and process the results.

See the notes at the end of this chapter for more details about this program.

To access the One-Step Physical Inventory program type PHYSINV1 (RET) at any menu "OPTION:" field or the appropriate line number on the Physical Inventory menu. The screen will then display:

OPTION: __ ONE-STEP PHYSICAL INVENTORY M 1 Location TUS 2 Date 12-06-10 3 Time 1041 License Curr. Date Time Stat Loc. Odom Lot # Park Upd 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1UPDATE 2NEXT 3ERASE 4PREV 5BACKUP 6 7HELP 8

Enter data as follows:

1. LOCATION	The user's default location is automatically entered in this field. However, the location can be changed by entering a valid Location Code of up to 6 alphanumeric characters. This location designates the location where the units were when then the inventory was taken. EXAMPLE: Press (RET)
2. DATE	The current system date is automatically entered in this field. If the inventory was not taken on the current date, enter the date when it was taken. EXAMPLE: Press (RET) User tip: Because of the way this program handles the inventory date and time, be sure to back date the date and time to the actual moment that the vehicles on the lot were checked. Failure to set the date and time correctly may result in valid contracts being flagged as questionable and On-Rent vehicles being re-flagged as Available.
3.TIME	The current system time is automatically entered in this field. Change this field to the time that the physical inventory was taken. EXAMPLE: Type 0630 (RET)
	The next series of fields provide a row of data for each unit entered. Once the license plate number is entered in the first column the current date, time, status, and location columns are populated with the current data from the Vehicle Inventory record.
LICENSE	Enter the vehicle's license plate number and press (RET). The vehicle's current date, time, status, and location will display in the next columns. If the current date and time are later than the date and time of the inventory, the date and time are displayed in bold and will blink. The cursor initially stays on this field. If the data is acceptable and needs no change, press the down arrow from this field to go to the next row. (The down arrow works only from this field.) To change any of the data that is automatically loaded, press (RET) to move the cursor to the next column.
CURRENT DATE/ TIME	These fields display the current date and time from the Vehicle Inventory record (the date of the last movement or transaction of the vehicle.) These fields are for information purposes and cannot be accessed.
STAT (STATUS)	The vehicle's current status is shown in this column. If the status shown is incorrect, it can be changed subject to the general rules for changing a vehicle's status. (It cannot be placed in "O" or "S" status, cannot be removed from "S" status, etc.) If an attempt is made to use a status inappropriately, the following message will display: STATUS IS RESERVED AND CANNOT BE USED HERE EXAMPLE: Type M (RET)
LOC (LOCATION)	If the location needs to be changed, enter up to 6 alphanumeric characters representing the location code. Otherwise, press (RET) to accept the current location. EXAMPLE: Press (RET)
ODOM (ODOMETER)	If the odometer reading needs to be updated, enter the correct odometer reading. Otherwise, press (RET) to accept the current reading. EXAMPLE: Press (RET)
LOT#	To update the lot number location of the vehicle, enter the lot number. Or press (RET) to skip this field. EXAMPLE: Press (RET)
PARK (PARKING STALL #)	To update the parking stall number for the vehicle, enter the stall number. Or press (RET) to skip this field. EXAMPLE: Press (RET)
UPD (UPDATE)	This field defaults to "Y" if the date and time of the inventory is later than the current date and time from the Vehicle Inventory record. It defaults to "N" if the date and time of the inventory is earlier than the current date and time from the Vehicle Inventory record. To update the vehicle record with the new data, enter "Y" in this field. After pressing (RET) the cursor will scroll down to the first column in the next row.

Use the F2 key to scroll forward and the F4 key to scroll backwards to re-display data that has been entered.

Pressing F1 from the "OPTION" field to save the inventory records results in the following actions:

Physical inventory file: Each time a physical inventory is entered, the records are stored in the physical inventory file using the date, time, location, and status. These are referred to as type '1' records.

All open RAs are examined and a physical inventory record is written for each vehicle on an open RA (providing that the vehicle was not entered in the inventory in another status) using the date and time from the inventory (fields 2 and 3), the renting location, and the status "O". These are referred to as type '2' records.

All open Non-Revs are examined and a physical inventory record is written for each vehicle on an open Non-Rev (providing that the vehicle was not entered in the inventory) using the date and time from the inventory (fields 2 and 3), the out location, and the status of the Non-Rev vehicle. These are referred to as type '2' records.

Updating the location: If the location entered in the Location column did not match the current location in the vehicle inventory record (that is, the default location in the Location column was changed) and the physical inventory flagged the vehicle for 'Update' (last column on the right), the following occurs:

• A Service Code 'X1' record is created in the Vehicle History file to record the change of location.
• The vehicle's current location in the Vehicle Inventory record is changed to the new location.
• The vehicle's current date and time are changed to the date and time in Fields 2 and 3.

Updating other data: Data other than the location that is flagged for update (odometer, status, parking stall, etc.) will update the Vehicle Inventory record. However, the current date and time fields in the Inventory record are only updated when the current location or the status are updated.

If the status is updated and the vehicle's status was previously "O" (on rent), the open RA will be flagged as "questionable" and will appear on the Questionable RA Report with a code 'p'.

If the status is updated and the vehicle's status was anything other than "O" or "S", the Non-Rev Movement file is examined. If the vehicle is on an open Non-Rev Movement that opened prior to the date/time of the inventory and its status was changed, and it is the only vehicle on the Non-Rev, the Non-Rev is closed using the following data:

• The Non-Rev status is set to "C"
• In date/time is set to the date/time of the inventory (Fields 2 and 3)
• In location is set to the location of the inventory (location column)
• Odometer is set to the odometer from the inventory.
• Status is set to the status of the inventory.
• Closing employee is set to the employee logged in entering the inventory.
• Fuel tank level is set to the same level it was when the Non-Rev opened.

Lost Vehicles Report - because type2 records are created for vehicles on open RAs and Non-Rev Movements, the Lost Vehicles Report can be run at a later time. It does not need to be run immediately after processing the inventory.
User tip: The Vehicle History Report can be run so that physical inventory type '1' records can be included in the report.