Use this program to:

• Report the results of a Physical Inventory Run. The update can be run for vehicles only, inventoried equipment other than vehicles, both or a single Class.
• Correct the current Status of vehicles and/or inventoried equipment which are found to be in error.

Physical Inventory Update MUST be run after data has been entered into the system via the Physical Inventory program (PHYINV) on the Fleet Menu.

User tip: The data from the most recent Physical Inventory (date and location) is shown on page 1 of the Vehicle Inventory record.

User tip: There is a read-only version of this program. It allows the user to obtain the report, but does not allow the user to do the update.

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

OPTION: __ PHYSICAL INVENTORY UPDATE 1 Location TUS Date Time 2 Do update N 3 Check against 1 1=vehicles,2=assets,3=both,4=one class 1BEGIN 2 3ERASE 4DELETE 5 6 7HELP 8

Enter data as follows:

1. LOCATION	Enter the Location Code of the location whose most recent inventory run is to be reported. Enter: Up to 6 alphanumeric characters to select the inventory for a single location. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). ALL to update ALL locations. EXAMPLE: Type TUS (RET)
DATE	If a single location is entered, the date of the most recent inventory for this location is displayed..
TIME	If a single location is entered, the time of the most recent inventory for this location is displayed. NOTE: When a Location Group or ALL is entered, the date and time of the inventory is not displayed.
2. DO UPDATE	Enter: Y = Yes, if you wish the system to assume that the data entered in the Physical Inventory run is correct and all vehicles and/or inventoried equipment whose current status does not match that of the inventory data should have their current status corrected. See the note below concerning the limitations placed on this process. N = No, do not change the current status of any unit found to be in error. EXAMPLE: Type Y (RET) User tip: There is a read-only version of this program. It allows the user to obtain the report, but does not allow the user to do the update. If the program is accessed in the read-only version, this field cannot be set to "Y".
3. CHECK AGAINST	This field is used to determine if the Physical Inventory data should be checked against vehicles, non-vehicle inventoried equipment (such as handheld GPS units), both or a single Class. Enter: 1 = Check records against vehicles only (the default value).* 2 = Check records against non-vehicle inventoried equipment only.* 3 = Check all records. 4 = Check a single class.* EXAMPLE: Type 3 (RET) * See the warning below under PARTIAL INVENTORY CHECK
4. CLASS	This field appears only when choice 4 is made in the previous field. Enter the class code for the single class.

PRESS "F1" AT "OPTION:" TO PRINT THE REPORT.

If run for multiple locations, all unprocessed inventory records for the locations are processed one at a time. The resulting report will print a section for each location.

READING THE REPORT

The Physical Inventory Update Report consists of the following four sections:

1. Missing Vehicles and/or other inventoried equipment
   
   This section lists all non-sold and not on rent vehicles and/or inventoried equipment with a current location which matches the reporting location but which do not have a corresponding record in the latest physical inventory run.
2. Uncorrected Discrepancies
   
   This section lists all vehicles and/or inventoried equipment whose current location or status does not match that of the records in the latest physical inventory run and this error was not corrected. Errors may not be corrected if updating was requested but the unit's current status is not flagged as able to be changed by this program.
   
   
3. Corrected Discrepancies
   
   This section lists vehicles and/or inventoried equipment whose current status does not match that of the status entered in the Physical Inventory run and the error can be corrected by this program. If "Do update" was requested, these vehicles and/or inventoried equipment will have their current status changed to that of the status entered via Physical Inventory. If this option was not requested, correctable errors will still appear in this section.
   
   If the discrepancy was the unit's current location, the location will be corrected and an "X1" Vehicle History record will be written to log the change. .
   
   Note, if the erroneous status had been "O", On-Rent, the program will also flag the appropriate RA as "Questionable".
4. Ignored vehicles and/or inventoried equipment
   
   This section lists all vehicles and/or inventoried equipment which have had a more recent movement since the time the physical inventory record was entered.

PARTIAL INVENTORY CHECK

As a review, a physical inventory check is done as follows:

1. The unit numbers of all units currently at a location are entered in Physical Inventory. This includes units whose current location matches that of the inventorying location but which may not be physically at the location (example: units at an off-site garage, etc.) with the following exceptions:
   
   
   • On-Rent vehicles (Status "O") - these units are automatically accounted for.
   • Sold vehicles (Status "S") - these units are skipped
   • Optionally vehicles on open Non-rev tickets - a field in Edit Miscellaneous Control Flags allows units on non-revs to be treated the same as those on open RAs, that is, they are automatically accounted for.
2. After all units have been entered, Physical Inventory Update is then run to discover and correct any inventory problems.

USER TIP: In some cases an inventory check is done for just one Class such as the single Class of handheld GPS devices. If they are the only records entered in a Physical Inventory, when running Physical Inventory Update remember to set Field 4 to the value "4" (Check a single Class). If the default value of '1' is used in Field 4, all vehicles at the location will be reported as lost and missing (Field 4 default says check all vehicles, yet only GPS devices were entered in the inventory).

EXCEPTION: There is a setting in the Vehicle Status record that controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will be unable to place a vehicle in that status. When this restriction is in place, the vehicle's status will NOT be changed by this program.