Cycle Count - Process

Before you start the process of counting inventory, make sure you've followed the instructions for  Cycle Count Plan - Setup.

Once you've set up the Cycle Count Plans and assigned them to Inventory Levels (see below) you can begin counting inventory.

Note: The Cycle Count specific columns in the screen shot below can be added to your screens via the Administration > View Editor

Inventory Levels - Cycle Count Plan assigned

1. Create a new Cycle Count

Navigate to Warehouse Management > Cycle Count and click the + symbol to create a new record. Enter the header info:

  • Date: The date when the count is being performed. This is the date that all inventory adjustments will be made as-of.
  • Warehouse: The warehouse where the count is being performed.
    • When you select the Warehouse, the detail area will be populated with Products that have been assigned a Cycle Count Plan in the selected warehouse and that are due to be counted, based on the assigned Plan, are included.
    • The "+" and trash can icons can be used to add/delete Products for this Count.
  • Memo: Optionally enter a memo for the count. This memo will also be transferred to the Inventory Maintenance adjustments when the count is marked Ready to Post.
Cycle Count detail

2. Sort the list and lock the sequence

2.1. Sort the line items by any column

The detail area here works like most of the detail areas in AcctVantage. Click any of the column headings to sort by that column. By default the list is sorted first by Location then by Part Number. In the screenshot below I've sorted on the Plan column.

Cycle Count detail - sorted by cycle count plan

2.2. Lock the sort sequence

Once you have the list sorted in your preferred order, you can click the Lock Sequence box to lock those line items in the current sequence. Make note of the leftmost column of sequence numbers.

Cycle Count detail - lock sequence

2.3. Sort on any other column

Now, when I sort on a different column, such as Part Number, the sequence numbers do not get reset -- instead they are shuffled along with the line items.

The benefit here is for reporting and data entry purposes. When you lock the sequence in your desired order, you can print a count sheet that will be sorted in the same order no matter how you sort the columns during data entry.

To expand on that with this current example:

  1. In Step 2.1, the list was sorted by the Plan column. When a count sheet is printed, the line items will be in the same order.
  2. In Step 2.2, the sequence was locked.
  3. In Step 2.3, the list was resorted by Part Number to facilitate entering the count by Part Number.
Cycle Count detail - lock sequence sorted by part number

3. Count the inventory

Install the Count Sheet custom form to print a list of inventory that is to be counted. Print the count sheet after saving the list in the desired order (see above).

Click HERE to access the Count Sheet custom form installer.

Now it's time to count the inventory. Once the count is finished proceed with the next step: Enter the inventory count.

3.1. Enter the inventory count

During data entry, you'll need to enter two pieces of info: Count and Counted by. These values should be entered according to your Count Sheet (see above).

  • Count: This is the actual number of units of each Part Number that was counted in the count Warehouse.
    • All counts are always done in the base unit of measure.
    • Counts are NOT location-specific. The Default Location column is displayed for convenience.
    • Counts ARE warehouse-specific.
    • The count value should be the actual number of units that are on-the-shelf.
    • When the count is marked Ready to Post, the system will calculate the adjustment to be made as of the current date.
  • Counted By: Enter the name of the person who counted the item.
    • To simplify and speed up data entry, the most recently entered Counted By name will carry over to the next line. You only need to enter each name once if the list is sorted in the same way that count sheets were distributed.
Cycle Count detail - counted

3.2. Mark the count as Closed

As long as the count is Open (above) you can change the values entered. When you are ready to "lock" the count, mark the count as Closed and click OK to save. The columns Count and Counted By will be greyed-out.

With the count marked as Closed, you will not be able to edit the count. However, you still can move the count back to Open status if you need to modify anything.

Cycle Count detail - counted, closed
Cycle Count list view - closed

3.3. Mark the count as Ready to Post

When you are sure there are no more adjustments to make, you can select Ready to Post and then save the Cycle Count.

Please be aware that once you save the count in Ready to Post status:

  • Inventory Maintenance transactions will be created.
  • On-hand inventory will be adjusted per the count.
  • Neither the count nor the inventory transactions are voidable.
Cycle Count detail - counted, ready to post
Cycle Count list view - ready to post

Inventory Maintenance transactions

  • When the count is saved in Ready to Post status, the Inventory Maintenance transactions will be created.
  • The inventory transactions are not voidable.
  • Real Time On-hand inventory values will immediately reflect the counted inventory.
    • Inventory that was added to stock as a result of the count will become available.
    • Inventory that was drawn from stock as a result of the count will no longer be available.
Inventory Maintenance transactions - not posted

3.4. Review the results of the Cycle Count

At any time after the count is saved in Ready to Post status, you will be able to print a Cycle Count Result report that will list the details of the inventory count.

Click HERE to access the Cycle Count - Result custom form installer.

3.5. Post the Cycle Count

In the Cycle Count window, select the count and then use the Action Menu > Post selected records. The Cycle Count and Inventory Maintenance transactions will be posted.

Cycle Count list view - posted
Inventory Maintenance transactions - posted