Cycle Counts

Cycle counting is the periodic counting of individual items throughout the course of the year to ensure the accuracy of inventory quantities and values. Accurate system on-hand quantities are essential for managing supply and demand, maintaining high service levels, and planning production. You can also use the cycle count module to perform an annual physical count of your complete inventory.

The inventory system supports serialized cycle counting, utilizing the following modules in Xoro throughout the process:

1. Generate Cycle Count

2. Cycle Count Data Entry

3. Cycle Count Centre

Cycle Count Process Workflow:

1. Generate Cycle Count – Create a new cycle count.

2. Print Count Sheet – Generate and print the count sheet for physical verification.

3. Perform the Physical Count – Count items manually.

4. Enter Counts in the System – Record the counted quantities in the system.

5. Review Variances – Review the variance (the difference between the system count and the physical count).

6. Accept Variances & Adjust Inventory – Approve discrepancies and update inventory records accordingly.

Generate Cycle Count

The first step is to navigate to the Generate Cycle Count Module to generate a report of the item quantity available in the system.

To generate the cycle count, go to Menu > Admin > Warehouse > Cycle Counts > Generate Cycle Counts

The cycle count can be generated based on the following:

• Location: Choosing to generate the cycle count by location displays all items within that specific location, providing a comprehensive inventory count for those items.

• Item: Generating the count by item reveals the total quantity of that item across all system locations, providing an inventory count across all locations where the item is stocked.

• Item & Location: Generating the cycle count by item & location displays the count of item by location.

• Cycle Count Queue: The cycle count queue retrieves the queued items marked with missing quantities in during the cycle count process. This allows users to generate a new cycle count task for the missing items and resolve any discrepancies in the inventory.

Please note that "Cycle Count Queue" will only be available if WMS is enabled on your instance.

To begin the cycle count process, select the store and choose how you want to generate the cycle count. You can use the Advance Search feature to narrow the search.

Generate Cycle Count Fields

Filter	Field	Description
Location	Aisle	This field shows the aisle number of the item in the warehouse.
Location	Area	This field depicts the area of the warehouse where the item is stored.
Location	Barcode	This field specifies the barcode of the item.
Location	Bay	This field depicts the bay of the warehouse where the item is stored.
Location	Class	This field displays the class associated with the item.
Location	Last Counted Datetime	This field displays the most recent date and time when the cycle count was conducted.
Location	Location Display	This field displays the name of the location at which inventory is stored.
Location	Location Type	This field specifies the type of location in which item is stored.
Location	Level	This field displays the level at which item is stored in the warehouse.
Location	Position	This field displays the position at which item is stored in the warehouse.
Location	Store	This is the store at which item is stored.
Location	Zone	This field displays the location zone at which the item is stored.
Item	Alternative Number 1	This is the alternative number 1 for the item.
Item	Alternative Number 2	This is the alternative number 2 for the item.
Item	Alternative Number 3	This is the alternative number 3 for the item.
Item	Description	This field captures the description of the item.
Item	Basepart Number	This field specifies the base part associated with the item.
Item	Brand	This field shows the brand associated with the item.
Item	Item#	This is the unique identifier of the item.
Item	Last Counted Datetime	This field displays the most recent date and time when the cycle count was conducted.
Item	Unit Cost	This field displays the unit cost of the item.
Item	Unit Price	This field displays the unit price of the item.
Item & Location	On Hand Qty	This field shows the 'On Hand' inventory of the item.
Item & Location	Pick Seq	This field shows the picking sequence defined for the item.
Item & Location	Quality	This field shows the quality of the item.
Cycle Count Queue	LPN#	This field shows the LPN number associated with location where the item is stored.
Cycle Count Queue	3PL Account	This field displays the 3PL account associated with the item.
Cycle Count Queue	Missing Item Qty	This field specifies the units of the items marked as missing.

To generate the count for all fetched records, choose "For All Rows" from the "Generate Cycle Counts" dropdown. If you want to generate the count for specific records, select those records and then choose "For Selected Rows" from the same dropdown menu.

The system will automatically generate a unique Cycle Count Batch number in the format of GR-CC000001, where "GR" denotes the store code and 1 denotes a sequential series. Once this number is generated, it becomes a permanent identifier and cannot be altered.

Note:- No Item should be in the Picking stage while creating the cycle count.

Generate Cycle Count Options

• Delete on Right-Click: Quickly delete individual entries in the Cycle Count Queue by simply right-clicking on the desired entry and selecting the Delete option.

  
• Batch Delete: The option to batch delete cycle count entries allows users to delete multiple entries in the Cycle Count Queue simultaneously.

  

Print Count Sheet

Once the cycle count report has been generated, you can export it from the Cycle Count Entry module to Excel and print it.

To print the count sheet, go to Menu > Admin > Warehouse > Cycle Counts > Cycle Count Entry

In the "Cycle Count Header" section, enter the previously generated cycle count batch number and hit Enter. The inventory count report will then appear in the details section below.

You can export the report from here.

Cycle Count Data Entry

The next step involves conducting the physical inventory count and comparing it with the inventory data in the system. Use the printed sheet as a reference for this task. Once the cycle count sheets have been physically tallied, input the counts into the system using the Count ID as an identifier. If required, you can also perform the data entry using the Item and Location as an identifier by switching to the Enter By Item/Location mode (checkbox).

To proceed, go to the Cycle Count Data Entry module. Input the Cycle Count Header Number and press Enter. Details, including the count IDs, will appear in the section below. Input the count ID and the actual inventory count at the specific location, then press Enter.

Cycle Count Data Entry Header Fields

Section	Field	Description
Entry By Count ID	Cycle Count Header Number	This field shows the header number for the cycle count generated during the cycle count creation process.
Entry By Count ID	Count Id	This field displays the unique identifier or number assigned to a specific cycle count. It helps in tracking and managing the inventory counting activities within the system.
Entry By Count ID	Qty Count	Enter the actual quantity of the item during the physical count.
Entry By Item/Location	Cycle Count Header Number	This field shows the header number for the cycle count generated during the cycle count creation process.
Entry By Item/Location	Location	Enter the location of the item.
Entry By Item/Location	LPN	Enter the item's LPN.
Entry By Item/Location	Item	Enter the unique identifier of the item.
Entry By Item/Location	Qty Count	Enter the actual quantity of the item during the physical count.

It will mark the item line as counted and also show you the variance. Qty variance is the difference between the system count and the physical count.

Let's say the inventory count in the system is "5" and the physical inventory count is "7". That means there is a difference of 2 units and the variance in this case will be "2". This will be a positive number as the actual physical count is greater than the system count. If the count is lower, the variance will be a negative number.

Cycle Count Data Entry Details Fields

Field	Description
Actual	This field shows the actual inventory count of the item.
Adjustments	This field shows the quantity adjustment needs to match the system and actual item quantity.
Batch No	This field captures the batch number associated with the item.
CC Number	This field displays the cycle count header number generated at the first step of this process.
Count ID	This field displays the unique identifier or number assigned to a specific cycle count.
Counted?	This field will be checked if the actual inventory count for the item line has been entered.
Created By	This field captures the ID of the user who initiated the cycle count.
Create Datetime	This field shows the date and time when the cycle count was generated.
Description	This field displays the description of the item.
Expected	This field displays the expected inventory count of the item. This is the quantity of the item available in the system as generated by the cycle count.
Item Category	This field shows the category associated with the item.
Item Group	This field shows the group associated with the item.
Item Number	This is the unique identifier of the item.
Location	This field displays the location of the item.
Lot No	This field displays the lot number associated with the item.
LPN#	This field shows the LPN (License Plate Number) associated with the item. This is a unique identifier assigned to a grouping of items or a container within a warehouse and allows for efficient tracking, management, and movement of items as a collective unit.
Manufacture Date	This field displays the date on which the item was manufactured (if applicable).
Modified By	This field shows the user who modified the item.
Modify Datetime	This field shows the time and date the item was modified.
Pick Seq	This field captures the pick sequence for the item.
Qty Variance	This field displays the variance between the actual count and the system count (Actual - Expected) before the actual count is entered. Typically, it tends to be negative at this stage since the actual count is typically "0" during this phase.
Qty Variance (Counted)	This field shows the difference between the system count and the physical count (Actual - Expected) after the actual count is entered and the item line is counted.
Status	This field indicates the status of the item line, specifying whether it is currently "Open" or "Accepted."
Store	This field displays the store for which the item inventory is counted.
Unit Value	This field captures the standard unit cost of the item.
UOM	This field specifies the unit of measure for the item (liter, unit, kilogram, etc.).
Value Variance	This field indicates the difference between the expected value (based on the system's records) and the actual value (derived from the physical count) of the item before the actual count is entered. This variance reflects discrepancies in the estimated worth of inventory compared to its actual calculated worth.
Value Variance (Counted)	This field indicates the difference between the expected value (based on the system's records) and the actual value (derived from the physical count) of the item after the actual count is entered.

Keep doing the above steps, until all the counts are entered. You can see the status of counts and variances (value and quantity) on the header of the count entry table.

Double-check the items with high variance to make sure they are valid. You can do this by sorting the count entry table by variance column (high to low) and exporting the items as required.

Once you are done with all the Items click on the “Accept” button.

In the confirmation popup, enter the reason code, adjustment date, and memo (if required) and click "OK".

This will create the Inventory Adjustments automatically in the system and update the inventory counts.

Cycle Count Centre

In this Centre, you can see all the Inventory cycle count generated with their current status.