Cycle Count Process

This guide walks you through the complete cycle count process from viewing bins to updating inventory. Follow these steps to verify inventory accuracy and maintain correct warehouse records.

Quick Start

The app shows bins with zero or low quantities by default. Tap a bin to see details, verify the count, and tap “Done” to mark it as counted. Select multiple bins and tap “UPDATE SERVER” to save all counts at once.

Overview of the Process

The cycle count process follows these main steps:

1. View bins - See bins with zero or low quantities
2. Filter bins - Use filters to find specific bins by quantity or account
3. Search bins - Find specific bins by name
4. Select bins - Choose bins to count (single or multiple)
5. View bin details - See complete information about each bin
6. Verify count - Check actual quantity matches system records
7. Mark as done - Confirm bin is counted correctly
8. Update server - Save count results to the server

Step-by-Step Process: Mark Bin as Done

1. Open Cycle Count

   From the main menu, tap the Cycle Count icon. The app loads and shows bins with zero or low quantities by default.

2. Review Bin List

   The app displays a list of bins showing:

   • Bin name
   • Current quantity
   • Account name

   Scroll through the list to see all bins that need counting.

3. Filter Bins (Optional) Use filters to focus on specific bins:

   • Tap filter icon or “Less/equal to 0” link
   • Enter a quantity (or leave blank for all bins)
   • Check “Include checked” to show bins you’ve already counted
   • Check “Show only qty > 0” to show bins above that quantity
   • Tap OK to apply the filter

4. Filter by Account (Optional)

   Use the account spinner in the toolbar:

   • Select an account from the dropdown
   • The list shows only bins for that account
   • Change accounts anytime to filter differently

5. Search for Specific Bins (Optional)

   Find bins quickly by name:

   • Enter bin name in the Enter Bin search field
   • The app searches as you type
   • Matching bins appear in the list

   Tip: You can also scan bin barcode using the barcode icon.

6. Select Bin to Count

   Single bin:

   • Tap a bin in the list to open its detail view

   Multiple bins (batch):

   • Tap checkboxes next to bins to select them
   • The “UPDATE SERVER” button shows how many bins are selected
   • Select all bins you want to count together

7. View Bin Details

   When you tap a bin, a detail screen opens showing:

   • Bin: bin name and volume
   • Product details: SKU, description, Product ID
   • Current quantity: System quantity (may show UOM if applicable)
   • Location: Physical location in warehouse
   • LPN: License Plate Number (if applicable)
   • UOM: Unit of Measure and unit factor (if applicable)
   • Serial status: If product uses serial tracking

   Review all details to ensure you’re counting the correct bin.

8. Mark Bin as Done

   If the quantity is correct:

   • Tap “Done” button in the bin detail view
   • The app marks the bin as counted
   • Bin is removed from the list (unless “Include checked” filter is enabled)

Step-by-Step Process: Recount Bin

1. Open Cycle Count

   From the main menu, tap the Cycle Count icon. The app loads and shows bins with zero or low quantities by default.

2. Find Bin with Quantity Discrepancy

   Use filters, search, or scroll to find the bin where actual quantity doesn’t match system records:

   • Filter by quantity or account
   • Search for specific bin name
   • Scroll through the bin list

3. Open Bin Detail View

   Tap the bin with the discrepancy to open its detail view.

4. Enter New Quantity

   In the recount dialog:

   • Enter the actual quantity you counted
   • If product uses UOM, enter quantity in UOM units (app converts automatically)
   • Verify the quantity is correct

5. Enter Comment

   Explain why the recount is needed:

   • Type a clear comment describing the discrepancy
   • Include relevant details (e.g., “Found extra items”, “Missing 5 units”)

6. Confirm Bin Name

   Scan or type the bin name to confirm:

   • Bin name must match exactly
   • Type bin name manually

7. Select Reason and Type

   Choose from dropdown menus:

   • Reason: Select the reason for recount from the dropdown
   • Type: Select the count type from the dropdown
   • Both fields are required

8. Update Recount

   Tap Update button to save the recount:

   • App updates inventory with new quantity
   • Recount is saved to server
   • Bin detail view closes
   • List refreshes with updated information

Step-by-Step Process: Delete Empty Bin

1. Open Cycle Count

   From the main menu, tap the Cycle Count icon. The app loads and shows bins with zero or low quantities by default.

2. Find Empty Bin

   Use filters, search, or scroll to find bins that show quantity but are actually empty:

   • Filter by quantity (e.g., “Less/equal to 0”)
   • Search for specific bin name
   • Scroll through the bin list

3. Open Bin Detail View

   Tap the empty bin to open its detail view.

4. Delete Bin

   Tap “Delete” button in the bin detail view.

5. Confirm Deletion

   A confirmation dialog appears:

   • Confirm you want to delete this bin
   • Tap YES to confirm deletion
   • Or tap Cancel to keep the bin

6. Bin Removed

   After confirmation:

   • Bin is removed from inventory
   • Bin disappears from the list
   • Deletion is saved to server

Detailed Feature Explanations

Filtering Bins

Quantity Filters:

The filter dialog lets you set quantity ranges:

• Less/equal to [number]: Shows bins with quantities at or below the number
• Blank (all bins): Shows all bins regardless of quantity

Filter Options:

• Include checked: Check this to show bins you’ve already counted
• Show only qty > 0: Check this to show bins above quantity

How Filters Work:

1. Tap filter icon or “Less/equal to 0” link
2. Enter quantity (or leave blank)
3. Check “Show only qty > 0” to show bins above quantity
4. Check “Include checked” if you want to see counted bins
5. Tap OK to apply filter
6. List updates to show matching bins

Marking Bins as Done

When to Mark as Done:

• Actual quantity matches system quantity
• Bin is counted and verified
• No discrepancies found
• Ready to update inventory

Done Process:

1. Verify actual quantity matches system
2. Tap “Done” button in detail view
3. App sends update to server
4. Bin is marked as counted
5. Bin removed from list (unless filter includes checked)

Done Status:

• Bins marked as done are removed from active list
• Can see done bins if “Include checked” filter is enabled
• Done status syncs with server
• Prevents double-counting

Deleting Bins

When to Delete:

• Bin shows quantity but is actually empty
• Bin should be removed from inventory
• Only available if current quantity is 0

Delete Restrictions:

• Only available if quantity is 0
• Requires confirmation
• Cannot be undone easily
• Use carefully

Recount Process

Recount Requirements:

• Product cannot be serialized (serial status ≠ “R”)
• Must provide reason and type for recount

Recount Steps:

1. Open bin detail view
2. Tap “Recount” button
3. Enter new quantity in the recount dialog
4. Enter comment explaining the recount
5. Enter bin name to confirm (must match)
6. Tap Update to save recount
7. App updates inventory with new quantity

Recount Dialog Fields:

• New quantity: Enter the actual quantity you counted
• Comment: Explain why recount is needed
• Bin confirmation: Scan or type bin name to verify
• Reason: Select from dropdown
• Type: Select from dropdown

UOM in Recount:

• If product uses UOM, enter quantity in UOM units
• App converts to system quantity automatically
• Unit factor is applied: system qty = UOM qty × unit factor

Recount Restrictions:

• Cannot recount serialized products
• Requires recount permissions
• Reason and Type are mandatory
• Bin name must be confirmed

Batch Updates

Selecting Multiple Bins:

• Tap checkboxes next to bins to select them
• Select as many bins as needed
• “UPDATE SERVER” button shows count of selected bins
• Button text: “UPDATE SERVER (X)” where X is count

Batch Update Process:

1. Select multiple bins using checkboxes
2. Review all selected bins
3. Tap “UPDATE SERVER” button
4. All selected bins are updated at once
5. Bins are marked as done on server
6. List refreshes after update

Common Workflows

Standard Cycle Count

1. Open Cycle Count → View bins with zero quantities
2. Tap bin → Review details → Verify actual quantity
3. If correct → Tap “Done” → Bin marked as counted
4. Continue with next bin → Repeat process
5. Complete all bins → Finish

Batch Cycle Count

1. Open Cycle Count → View bins list
2. Select multiple bins → Tap checkboxes
3. Review selected bins → Verify quantities
4. Tap “UPDATE SERVER” → All bins updated at once
5. Continue with remaining bins → Repeat

Cycle Count with Filters

1. Open Cycle Count → Tap filter icon
2. Set quantity filter → Enter quantity or choose “Greater than”
3. Optionally filter by account → Select account from spinner
4. Apply filters → View filtered bins
5. Count bins → Mark as done or recount
6. Update server → Save results

Troubleshooting

”In processing” Message

Problem: Bin shows “In processing” and cannot be opened.

Solutions:

• Another user is currently working on this bin
• Wait for them to finish
• Select a different bin
• Contact supervisor if issue persists

Bin Not Found in Search

Problem: Searched bin doesn’t appear in results.

Solutions:

• Check bin name spelling
• Clear search and check filters
• Bin may already be counted (check “Include checked”)

Cannot Delete Bin

Problem: Delete button is disabled or unavailable.

Solutions:

• Delete only works if quantity is 0
• Verify bin is actually empty
• Use recount instead if quantity is wrong
• Contact supervisor if needed

Cannot Recount

Problem: Recount button doesn’t work or shows error.

Solutions:

• Check if you have recount permissions
• Verify product is not serialized (serialized products can’t be recounted)
• Ensure reason and type are selected

Filter Not Working

Problem: Filter doesn’t show expected bins.

Solutions:

• Check filter settings (quantity, show only qty > 0, include checked)
• Verify account filter if set
• Clear search field
• Reset filters and try again
• Check if bins match filter criteria

💡 Best Practices

Start with Zero Bins

Focus on bins with zero quantities first. These are most likely to have errors and need immediate attention.

Verify Before Marking Done

Always count actual quantity in bin before marking as done. Verify it matches system records to maintain accuracy.

Use Filters Efficiently

Use quantity filters to focus on specific inventory levels. This helps you work through large inventories systematically.

Batch Process Similar Bins

Select multiple bins with similar issues and update them together. This saves time when processing many bins.

Document Recounts Properly

When recounting, provide clear comments explaining why. Select appropriate reason and type for accurate records.

Related Features

Next Steps:

• Cycle Count Overview - Learn about the Cycle Count feature
• Inventory Control - Understand how bins are organized
• Blind Count - Learn about blind counting for inventory verification