---
title: Physical Count
description: This article will provide an overview of the Physical Count screen in EMDECS. 
---

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# Physical Count

This article will provide an overview of the **Physical Count** screen in EMDECS. 

#### Video Walkthrough

<iframe height="360" src="https://screenpal.com/player/c0QtIxV5jbp?width=640&amp;height=360&amp;ff=1&amp;title=0" style="margin: 10px auto; display: block; clear: both;" width="640" allowfullscreen></iframe>

### Create a New Physical Count

1\. Open the **Parts** menu and select **Physical Count**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnf5f508637877b1cc0941de842283025f535822a39a5fbacb7e89eac4bf7fce41d4072f89b978a2478dc83fee717421c2?inline=true)

 

2\. The **Physical Count** screen lists any open counts that have not yet been posted. To continue with an existing physical count, click on the count number.

If you have multiple inventory warehouses, ensure that the correct **Warehouse** is selected from the drop-down list. Each physical count is tied to a specific inventory warehouse.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn34cee831da7343b925dbafd478a30b8cc87f23b46ea9606413be763d9cbffa62db29b3e6b82c87658445e9429d8a62a4?inline=true)

 

3. To create a new physical count, click on **+Add New Count** in the top right corner of the screen

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnf4cea611d61e7954e10018972b1e074b8c9cbb1ca1eb4478576b33973eea44fc6c584385897bb11ff43eea19ef9b5861?inline=true)

4. Select the inventory **Warehouse** where the count is being performed, then click **OK**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn13236a7ffc66c3f39d3c257b02b3d9f9eae5611967fc5de7d4c27ac57d893c39187e89c64a15a50403735248798998f2?inline=true)

 

5\. A unique physical count number will be generated and displayed at the top left-hand corner. In the top pane, a **Part Location**, **Part Number**, and **Quantity** can be entered to be added to the count. This is one way you can manually add the parts and their on-hand values to the count. 

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn7368e1176462bbbe617a4eb96b80e28fdd2c663bc50687b076ad62fe8f1719067cf4d5f3796de706baaf84b14fcd7f7c?inline=true)

 

6\. A second way to add parts to the physical count is by using a barcode scanner. Click on the **Barcode Icon**.  In scan method mode, EMDECS will recognize locations and part numbers entered using your barcode scanner.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnf0827ff2bc64b335465d06bde975cef465ba15073ca03e766fced5641009b3c26ddeaa402a437ec95e2326823735995b?inline=true)

7\. To set a location for the parts being counted, click on **Set Count Location**, then enter the **Store Room**, **Row**, **Shelf**, and/or **Bin** numbers and click the **Set Count Location** button to save the location.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn8713c3e097e9bf73506721e92591a35588d675b5b2ffce96cf3c180f8fac90e814fedd1e125d7e389fdf8e0fed787ab1?inline=true)

 

8\. Once the count location is set, start typing in the **Part Number** being counted. EMDECS will search automatically and display results in a drop-down list. Click on the **Part Number**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnce9cf25cc5b7ba841ef73a80435f63f87abbe46e6f408f97d40497a08ae2eb5b6dde7f0ed06030335d1140967aefb956?inline=true)

 

9. Enter the **Quantity** of parts counted and click **Count**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnace40134dc106dace6d7ef2389ca0269ff774449b0b4a7c8c74bfff207c7ac097ce3977275216d9f77e9a9656a69a4d8?inline=true)

10\. Now you can see the counted part is added to the physical count part list below.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsna96da7c40b55c8c10d5969ee4df8c56c37412e993d906ced628408ce031c413b9aab002cc17c16d236da5dbf19b78b73?inline=true)

 

11. To change the part **Count Location**, click on the red **X** icon.  Then you can select a new location to continue with your count.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn725d4c50cc4d3b1b0e56134538394d16aeea83da40639c4974cc4f082e7d8ada9eb1798f6296d6d8a55bd8f529ab92af?inline=true)

 

#### Generate List of Parts to Count

1\. Alternatively, instead of entering **Part Locations** and **Part Numbers** as you move around your warehouse counting them, you can generate a list of parts to be counted, count and record the quantities on paper, then return to the computer later to complete your data entry. Click on **Generate List of Parts**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn384f6719e0e4d11a02dd0960c7292989260f3f52f46aa01bdc2175948f68eaa8d6bf8db7792673b1db3ae70faa694fc7?inline=true)

 

2\. The list of parts can be generated based on the **Part Location**, **Count Cycle**, **Product Group**, **Inventory Class and Line**, or the **Preferred Vendor**, and can be sorted by up to three different options. Users may also choose options on the right-hand side to include parts based on the **Active status**, **Stock status**, and **Transaction History**.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnca7ee0cf48699a81936fe6fe64e9aade3dfee49943b6369989bb552fc10902b5293e3ecad6c470bef8bad1df1e2d499c?inline=true)

3\. For example, options can be selected to sort alphabetically by part number and product group, then click **Generate** to create the list to count.

 

**Note: You can generate the list multiple times to add more parts while choosing different filter options** 

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn1b070a86bcfac21af8d089abe44f0926486d2be542250cf8a3203d4f4fe52fd68ccdfbbc276c1f0c4aedb32ce4dbe259?inline=true)

 

In the example below, the generated list of parts has been added with the default count set to 0:

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn1b070a86bcfac21af8d089abe44f0926d47a7e4985d77ff94b8f90a57f9c69eaac9f52e7012e0b4edf155c2eb27585fc?inline=true)

 

5. Once you're finished generating your list of parts, you can click on **Print Count Sheet**. 

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn9d7577037fe2b9881f4c8adc1b2f0ccfbe1d6679faf9425664c607daf2910a3390de852a4023772f90981f8c8b0e4fc4?inline=true)

 

6\. You have the option to **Show Prior OnHands** or to **Hide Prior OnHands**. Once you've chosen, click **Print**. 

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn4e58f30c1b3627e54072f777ecfb1646c2e006446e78f359eb91cc8e93d49af39e49d07ede4a4ae7b927ae37428707e9?inline=true)

 

This will open a PDF of the count sheet which you can print on paper. As you go through your inventory, you can write down all the values on the paper and then go to EMDECS later on to fill in the values.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn6e5616283374bc14f3db104de0a19b4ebd5a615dcc2579a77f4c94a7d50c7b8e9bb85b92fd4eaa5092aded9917f8b4a0?inline=true)

#### UPC Barcode

 

1\. To associate a part with a third party vendor **UPC barcode**, click on **Add UPC Barcode.**

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn725d4c50cc4d3b1b0e56134538394d1604f67eec3cbe0f41de41e313d9ef68bd96a763b12db887a638f44b411c4446e0?inline=true)

 

2\. Scan the barcode with a barcode scanner, enter a **Quantity** of parts in the package, and click **OK** to save.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsna61806770bdf3648e6224e5196cc368a85e6559af55515a50da6f81e598d428e8bc4fd0ed7197ab11e2a53de960fac68?inline=true)

 

### Post Physical Count

1\. After all part counts have been entered, click on **Post**. If you need to step away and come back later, you can click **Save/Exit** and pick up where you left off later.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn9d7577037fe2b9881f4c8adc1b2f0ccf88dd6734606a2e16342f95f8af88dd3a9f8f0f264ab39e5775513b554a6ec26f?inline=true)

 

2\. To finalize and **Post** the physical count, select an **Effective Date** and time and click **Post** to finalize the count. Here you have the option decide what happens to blanks in the count sheet, you can:

      **Ignore Blank Counts**: This will leave the count to the on hand that was present before

      **Zero Out Blank Counts:** This sets the blank counts as 0

 

**Note: Before selecting Zero Out Blank Counts be sure that you want to 0 out the counts, once closed the PC cannot be opened or reversed.**

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnca7ee0cf48699a81936fe6fe64e9aade86223ec575116d7c257bc0d9c07da7b9391803f84c2d3e038233b53261a6f7cc?inline=true)

 

Once Post is clicked the on-hand values will update based on the effective date.

 

### **History Tab**

1\. From the **History** tab, users can review previous physical counts. Click on any **Count #** to drill down.

 

 

![](https://help.fleetsquared.com/galleryDocuments/edbsn710b13c39d89e46ce2013a167a8da3a500b9d5f56cfb77e055f391256ea653198b827a03363c19724b9f5ebc71b19f3a?inline=true)

 

2\. The pop-up will display the details of the posted count. If you click on the **Print** button, this will open a PDF to see the posted count report.

 

![](https://help.fleetsquared.com/galleryDocuments/edbsnbdcf9e8e6ec3798bc8a3fe137a4b62e9e111dccb19f68a6d211ecd676190e9c409568ff6a1bec15d74a10620e1a4af01?inline=true)

 

 

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