Archibus SaaS / Maintenance / Part Inventory
Maintenance / Corrective Maintenance / Inventory Manager
Maintenance / Preventive Maintenance / Background Data - Maintenance

Comparing the Electronic and Physical Parts Inventory (Physical Inventory Variance report)

Note:  If you are using the Maintenance Console which includes the feature to store parts in multiple locations, the Storage Location Code is included in this report. This enables you to update parts in specific storage locations..

In addition to tracking their parts with an electronic inventory, some sites like to periodically survey their facility and physically count the parts on hand. They can then compare the physical inventory to the electronic inventory.

To compare electronic and physical inventory:

1. Develop your electronic inventory as documented in Define Parts for Multiple Storage Locations.
2. Periodically survey your facility and count the number of parts in the inventory. In the Equipment Parts table:

• Enter the value that you counted in the Physical Count Quantity field.
• Complete the Date of Last Count field.

3. Run the Physical Inventory Variance report.

• The report lists all parts for which the physical and electronic values differ. If you are using the feature to store parts in multiple locations, the report includes the Storage Location Code. You can use the smart search filter at the top of the report to filter by storage location.
• The Physical Inventory Variance value indicates the difference between the Physical Count Quantity and the total number of parts documented by the electronic inventory (Quantity Available + Quantity Reserved).
• Typically, you will want to update your Quantity Available to match the quantity you found in the physical inventory. To do so, choose the Adjust Select Quantity Available from Physical Count button.
• If you have a Quantity on Reserve, the calculation considers this when updating the Quantity Available field. For example, if you had 20 on reserve, 20 available, and a physical count of 50, the system would update Quantity Available to 30.
• After you run the calculation, the system removes the part in question from the Physical Inventory Variance report as this part no longer has a non-zero value for Physical Inventory Variance.

Note: In-process work requests may have reserved parts which craftspersons are currently using to perform the work. These parts will cause discrepancies between the electronic and physical inventories because they will not be deducted from the electronic inventory until the work requests have been closed. Prior to performing a physical inventory, you should verify the parts that craftspersons currently possess for their current work.

Note: You can also access the Physical Inventory Variance report by choosing it from the Corrective Maintenance / Operational Reports process and the Preventive Maintenance / Operational Reports process.