Cycle Count

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General

Cycle counting is the process of periodically counting items to ensure inventory levels are accurate.

List Detail View

The list view of the cycle count module will show previously created cycle counts.

Filters
Cycle counts can be sorted on Number, Type, Method, Status, Start Date, End Date, Assigned User by toggling the filter heading. You can also begin typing a query in the text field to filter for sites that match specific criteria or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search.
Quick Action
  • Delete Cycle Count - This action cannot be undone from list view.

Clicking on a specific record takes you to directly to the selected cycle count and opens up the option to click between sub-tabs of the module navigation bar. To return to the list view, click the left pointing arrow at the top left of the module.

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Cycle Count Detail View

The cycle count details will be the main sub-tab. Here, you may view the method, type, user, site, pertinent dates and parts associated with the cycle count. To edit this information, click Edit Details. The badge at the top right of the module navigation bar will indicate the cycle count status.

Method
  • The method of the cycle count determines the level of visibility the assigned user should have while performing the cycle count.
    1. Full Visibility - This method will display the quantities of each part that the assigned user should expect to count, as well as the locations in which those parts should reside.
    2. Partial Visibility - This count method will only display the locations in which they should expect to find parts, if the cycle count is created by location. Note: if the cycle count is created by part, the assigned user will be able to see both locations and parts.
    3. No Visibility - This count method will not display either the locations or quantities of expected parts, if the cycle count is created by location. Note: if the cycle count is created by part, the assigned user will be able to see both locations and parts.
Type
  • The type of cycle count provides certain indicators about the origin of the cycle count.
    1. Standard - When a cycle count is manually created and starts on the same day, it is a Standard type.
    2. Scheduled - Users may schedule cycle counts to begin at a future date.
    3. System Generated - LOCATE will automatically generate a cycle count when a user attempts to pick inventory from a location at which there is no "pickable" inventory recorded in LOCATE.
Assigned User
  • Users may be assigned to specific cycle counts.
Site
  • The site at which the cycle count is to be performed will appear here.
Scheduled Start and End Dates
  • A cycle count may be scheduled to begin and end at specified times.
Locations
  • The locations which are to be cycle counted will be listed on the left-hand side.
  • Locations and parts may be added via the Add drop-down menu.
Parts
  • The parts section at the bottom of the screen is where users will add parts and submit individual part quantities (or counts) by location.
  • This list may be sorted by status and part.
  • If the cycle count has full visibility, the user will see a quantity expected displayed.

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Module Navigation Bar

Review

The review tab displays parts that have been counted and resulted in a discrepancy between expected quantity and counted quantity. The Variance Explanation button allows you to make a note regarding the quantity discrepancy for each part. To resolve these discrepancies, a number of actions are available:

Actions
  • Cycle Count for All Locations - This action will check that all locations at which the part resides have been counted. If there are any locations missing from this cycle count, a new cycle count will be created.
  • Adjust Inventory - Opens a pop-up window to complete adjustments for the specific part. For more information on how to adjust inventory, continue here.
  • Create Use Order - Opens a pop-up window to complete the information necessary to create a use order for the part. The user will be redirected to the new unissued use order record.
  • Refresh Qty Expected - After an adjustment has been made to the inventory, selecting this action will reload the quantity expected to accommodate the recent adjustment.
  • View Inventory - Opens a pop-up window with the inventory quantities by location for that part.
  • Ignore Variance and Finish - Acknowledges that the count is off and will close the line without making any adjustments.

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Reports

Any reports associated to the Cycle Count module will appear in this sub-tab.

  • For more information on associating reports, continue here.

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Actions

  • Audit - View the history of modifications made to the cycle count record, including the user who made the modification and when.
  • Delete Cycle Count - Removes the cycle count record from LOCATE. This action cannot be undone from list view.

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Create Cycle Count

Note that a cycle count may only be created for items which are able to hold inventory. This excludes the following part types: Labor, Non-Inventory, Overhead, Services and Shipping.

  1. Navigate to the cycle count module and click New Cycle Count.
  2. Fields:
    • Site - Select the site at which the cycle count is to be performed.
    • Scheduled Start Date and Scheduled End Date - Select the dates on which the cycle count should start, and when it should be completed.
    • Assigned User - Enter the user who is tasked with counting the parts or locations.
    • Method - Choose the level of visibility the user should have while counting.
    • Build From - Choose the metric by which you would like to select items: Locations or Parts.
  3. Check the boxes next to each of the items you would like the user to count.
    • Note that this is not required. You may add Locations or Parts directly on the Details sub-tab after Saving the cycle count record.
  4. Click Save.

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Perform Cycle Count

Once the cycle count has been created, the assigned user will need to enter and submit the quantities counted.

By Location

  1. Navigate to the cycle count detail page.
  2. Select the appropriate location from the Locations list on the left-hand side.
  3. Full or Partial Visibility:
    • Scroll down to the parts section for a list of parts at that location which need to be counted.
    • For each part listed, enter the quantity counted and click:
      • Update: this action will save the quantity entered and may be edited prior to submission. We recommend using this when submitting multiple items to save the quantities entered. OR,
      • Submit: this action is final and will send the item to review.
    • If a part is found in the location and is not listed, used the "Add Part" wizard at the bottom of the screen to select the part and quantity, and click Add Part.
    • For Full Visibility, you may enter a Variance Explanation with the button next to the quantity. This is used to note any reasons for the discrepancy between the Expected Quantity and the Quantity Counted.
  4. No Visibility:
    • Scroll down to the Add Part section at the bottom of the screen.
    • Enter the part and quantity found.
    • Click Add Part.
      • The part will be added to the list and the quantity entered is automatically Updated (Saved).
  5. Once all parts have been accounted for, either click Submit for each line, or click Submit Location Count to submit all items at once.

If there were any variances in the quantities expected and quantities counted, the status of the cycle count will change to Review, and the parts with discrepancies will be listed on the Review sub-tab.

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By Part

Note that when building a cycle count by part, all of the Methods will list the parts to count, however only the Full Visibility method will display an Expected Quantity.

  1. Navigate to the cycle count detail page.
  2. Select the appropriate location from the Locations list on the left-hand side.
    • Scroll down to the parts section for a list of parts at that location which need to be counted.
    • For each part listed, enter the quantity counted and click:
      • Update: this action will save the quantity entered and may be edited prior to submission. We recommend using this when submitting multiple items to save the quantities entered. OR,
      • Submit: this action is final and will send the item to review.
    • If the part is found in a location which is not listed, use the Add drop-down menu in the Locations section to add the location.
  3. Once all parts have been accounted for, either click Submit for each line, or click Submit Location Count to submit all items at once.

If there were any variances in the quantities expected and quantities counted, the status of the cycle count will change to Review, and the parts with discrepancies will be listed on the Review sub-tab.

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Review Cycle Count

If there were discrepancies between the quantities expected and quantities counted for parts on a cycle count, they will be listed on the Review sub-tab for examination and resolution.

  1. Navigate to the cycle count record and click onto the Review sub-tab.
  2. If the user who performed the count added a variance explanation, it will appear here. Alternatively, you may add one at this time with the button in the Explanation column.
  3. Open the Actions menu and choose how you would like to handle the discrepancy.
    • For information about each action, click here.

Once all items have been resolved, the cycle count status will change to complete.

Delete Cycle Count

Cycle count records may be deleted from the list view under the Quick Action Menu, OR:

  1. Navigate to the cycle count you would like to delete.
  2. Click Actions, and select Delete Cycle Count.
  3. When prompted, click Yes.

A cycle count may be deleted in any status.

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