Physical Count Generator/Worksheet

Owned by
Sara Yilmaz
Last updated: Apr 18, 2022Version comment
5 min read

This procedure outlines the procedures to use the Physical Count Generator and create a Physical Count Worksheet in AiM.

FASS Agent Step-by-step guide

  1. Log into AiM
    1. From the Aim Work Desk screen select Inventory, then Physical Count Generator new entry link
    2. Key Concepts - Physical counts are generated based on bins (from and to), cycle counts, or a combination of the two.
  2. Description Box Entry
    1. Enter the date
    2. Enter the purpose of the count
  3. Update the remaining fields in the header (required fields are highlighted red) 
    1. Warehouse =  Stores
    2. Update appropriate filters (Filters are not required but will refine the list to be counted as more are added) 
    3. Select Save after filters are updated
  4. Bin Filter Block - The Bin Filter Block limits the output of the physical count generator to a subset (partial list) of the entire warehouse inventory.  
    1. Option 1: the start bin field and end bin field criteria will filter the generator to only the range of bins in the warehouse that are specified in these two fields using an alphanumeric sort. 
    2. Option 2: the cycle code field criteria will filter the generator to the specified cycle code only. (Refer to Part B)
    3. Option 3: both start bin/end bin criteria, and cycle code criteria can be specified which will combine options #1 and #2 above.
  5. Cycle Count Block  - The Cycle Count Block identifies cycle count attributes associated with the part/bin combination. The bin order field creates an ascending sort on the part/bin that can be used instead of the bin code itself. The cycle code field is auto populated from the Inventory Part Profile Screen (if a cycle code was previously setup in that screen). The start date and frequency fields are used by the Physical Count Generator Screen functionality in AiM.  
  6. Classification Filter Block  - The Classification Filter Block limits (filters) the output of the physical count generator, to a subset (partial list) of the entire warehouse inventory. The classification filter specifies, according to the inventory hierarchy, the class, commodity, and/or item parts to be included in the physical count. If only class is specified, then all commodities and items under that class will be included in generated physical sets. If the class, commodity, and item are specified, then all items under that class/commodity will be included in generated physical sets.  
  7. Date Field Block  - A date field is also provided to identify the date used for analysis of what needs to be counted. If no date is populated, all parts/bins will be eligible to be counted for that warehouse. This is best used when doing a wall-to-wall inventory. The date field should be populated for just counting bins that are due for a physical count based on data entered on the bin. 
  8. Count Set Size Block - The Count Set Size Block defines how many bins will be counted per physical set. This helps control the physical count process, by limiting the number of parts to count, to a more manageable size (particularly in very large warehouses). The only user entered field in the Count Set Size Block is the bins per set field. The physical count generator will then divide the total number of bins to count by the bins per set to auto calculate the number of sets generated. For example, assume a typical warehouse technician can count 20 bins per shift, a convenient physical set then would have 20 bins. The physical count generator results in 100 bins that need to be counted. Therefore the sets generated calculation will be five sets (100bins/20bins per shift = 5). 
  9. Select Save after filters are updated  
  10. Select Generate to create a Physical Set 
  11. Select Set number link to go to Physical Count Work Sheet 
  12. Select edit and change the status from GENERATED TO COUNTING, select Save 
  13. Select print to access the Physical Count Worksheet 
  14. Status Block Information
    1. The actual count of parts in a bin is recorded when the worksheet status is set to counting. The count is blind in that the worksheet does not include the quantity on hand according to the database, but relies on the person counting inventory to enter the current quantity. Only when the worksheet is advanced to the finalized status are the adjustment values made visible to the approver. After the set is updated to approved, the necessary inventory adjustments are made and the set is completed.  
    2. During the physical count process, items may be released or returned creating the need to perform a recount of a bin. The counter release editor will be prompted to mark a bin for recount, but the warehouse manager may also choose specific bins for a recount regardless of a counter release/return. These bins marked for recount will be set aside as a subset to be counted again in a new version of the same physical count worksheet with an incremented count sequence. 
  15. Select Edit, update Count Date with the date the items were counted and Item Count fields with the physical count of each item (if you are entering the counts the same day they were taken you do not need to enter Count Date, AiM will default to todays date)
  16. Select Save
  17. Select edit and update the status of the Physical Count Worksheet from Counting to Finalized
    1. After the count is finalized the values entered are locked down

  18. Select Edit again and change the Status from Finalized to Approved

  19. After the Status has been changed to Approved, the inventory adjustment is automatically processed to the inventory item(s) 
  20. Recounts - Once a user has Finalized their counts, there is a box on each line the user can click to prompt a recount generator list if the physical count taken does not match the amount in AiM. Once you’ve Approved and Completed the original generator list, a secondary recount list is generated. You go through the steps in this guide again to complete the secondary recount, including Finalized and Approving and Completing the list.


Physical counts are generated based on bins (from and to), cycle counts, or a combination of the two.