This program is used to take a physical inventory of the vehicles and/or non-vehicle inventoried equipment items which are currently at your location. There are four different programs that can be used to collect data for a Physical Inventory check. The following table summaries these four programs:

SYNONYM	PROGRAM NAME	DESCRIPTION	TO COMPLETE AN INVENTORY CHECK
PHYINV	Physical Inventory	Data is collected manually, and then later by the use of this program, entered into CARS+	The program Physical Inventory Update must be run against the records entered here.
PHYUPD2	Remote Physical Inventory Update	Data is collected via a handheld device that is NOT connected to your CARS+ system. This data is later downloaded into CARS+ by the use of this program.	The program Physical Inventory Update must be run against the records entered here.
PHYINV1	One Step Physical Inventory	Data is collected via a handheld device or tablet that IS connected to your CARS+ system.	No other program needs to be run
TRNSPINV	Vehicle Transponder Physical Inventory	This program relies on transponders which are installed in vehicles to report all units that are at the location being checked. Refer to the chapter: Overview - Vehicle Transponder Interface.	The program Physical Inventory Update must be run against the records entered here.

When using this program:

A physical inventory can be taken for:

All vehicles and all non-vehicle inventoried equipment at a location.

Just vehicles but not non-vehicle inventoried equipment at a location.

Just non-vehicle inventoried equipment but not vehicles at a location.

Or just a single Class of vehicle or non-vehicle inventoried equipment at a location.

The process of taking a physical inventory is as follows:

1. The unit numbers of all units currently at a location are entered into this screen. This includes vehicles 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, the program Physical Inventory Update is then run to discover and correct any inventory problems.

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

OPTION: __ PHYSICAL INVENTORY Location TUS Date 04-12-16 Time 1041 # Stat Vehicle Vehicle Vehicle Vehicle Vehicle Vehicle 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 1SAVE 2PG UP 3ERASE 4PG DWN 5 6 7HELP 8

Enter data as follows:

Data is entered into this screen in a manner that is different from most CARS+ screens. This screen is designed to maximize the efficiency of entering a physical inventory check. The following notes cover the use of this program.

1. The first line of data on the screen contains the user's current location and the computer's current date and time. Verify that this data is correct for the physical Inventory run about to entered. All vehicles entered into this screen will be assumed to be at this location and given this date and time.
   
   WARNINGS

• 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.

• Once a Physical Inventory is saved, the Physical Inventory Update program MUST be run before any further physical inventories are saved in this program.

• Physical Inventories MUST be entered in ascending date/time order. The Physical Inventory Update will only process the most recent inventory found in the Physical Inventory file for a given location. Any unprocessed inventories earlier than the date and time shown in the Physical Inventory Update will not be able to be processed.

2. After validating the location, date and time, press RETURN to drop the cursor down to the Vehicle Status Field on Line 1. Enter the first Status Code of the vehicles and/or equipment to be entered. DO NOT press RETURN after entering the Status Code. The cursor will automatically advance to the next column. Note, Status Code "O", On-Rent, and "S", Sold, cannot be entered on this screen. All other Status Codes must be inventoried.

3. This program is sensitive to the "Access Vehicle by License #" setting in Edit Main Control Record. When this field is set to "N" or blank, vehicle numbers will need to be entered. If this field is set to "Y", license numbers will need to be entered. The column header appearing above row #1 will display either "Vehicle" or "License" depending on this setting. The screen examples shown in this chapter illustrate a system set to use the vehicle number. The following rules apply to entering data into each row:

• In this next column after the status, enter the unit or license number of the first unit in this status.
  

  If there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be loaded. If more than one vehicle is on file with the unit number (multiple owners), the Vehicle File Search program will automatically be called and all vehicles with a matching unit number will be displayed for selection.

• If using vehicle numbers, check digits are optional. Press RETURN to advance to the next field.

• If using license numbers, when the 11th character is entered, the cursor will automatically advance to the next field. When entering less than 11 characters, press RETURN to advance to the next field.

4. After entering six units (all columns), the cursor will automatically advance to the first unit column on the next line and the Status Code from the completed line will automatically appear on this new line. Continue this process for all units in the original status entered on Line 1.

5. After entering the last unit in this status, it will be necessary to advance the cursor to the Status column of the next blank line. There are two methods for doing this:

• Press RETURN in an empty Vehicle Number/License field.

• Press TAB (instead of RETURN) after entering data into the last (6th) column. This avoids opening a new line with the previous status code with no vehicle data entered.

6. Enter the Status Code of the next units to be inventoried. Continue this process for all Status Codes of units at the location.

7. If more than 19 lines are required, press the F4 function key from the Option Field to Page Down to the next 19 lines (lines 20 through 38). Up to 200 lines of units can be entered for any one location (up to 1800 units physically at a single location).

   A completed screen will look something like this:

   OPTION: __ PHYSICAL INVENTORY Location MSYC01 Date 04-12-16 Time 1000 # Stat Vehicle Vehicle Vehicle Vehicle Vehicle Vehicle 1 A 6978317 6315671 6315674 6489234 6935781 5847832 2 A 6736783 6793129 6589910 5893789 3 I 6903563 6499262 6027654 6437898 6893456 6974231 4 G 5854767 6012378 5

   
   

8. After entering all units, press RETURN to advance the cursor to a new blank line. Then press Escape to return to the Option Field, then press F1 to save the inventory records.

   WARNING: Pressing ESCAPE anywhere on a line that has vehicles entered will cause the entire line to be erased. Units entered on a line are not preserved until the cursor has been advanced to the next line.

9. To check the results of the Physical Inventory, exit this program and run the Physical Inventory Update Report.

10. Physical Inventory records can be pulled back up on this screen by entering the Location Date and Time which was used when the data was originally entered. Then additional units can be entered or errors corrected. To correct an error, first place the cursor in the field where the vehicle was originally entered and use SPACE to erase the number. If the vehicle was entered by mistake (vehicle actually was not inventoried), this is all that needs to be done. If the vehicle was entered at the wrong status, then re-enter the vehicle on a new line under the correct status.