02 - Setting up a Cycle Count

To create and manage a cycle count, follow the steps below:

Step 1: Navigate to Cycle Counts

• Go to the Inventory App.

• Select the Cycle Counts tab.

• Click New to create a new record.

Step 2: Fill in Cycle Count Details

From the Create Cycle Count screen:

• Entity → Select the company/entity for which the cycle count is performed.

• Warehouse → Choose the warehouse where stock will be verified.

• Date → Select the date of the cycle count.

• General Ledger → Link to a chart of accounts if required for posting adjustments.

• Cycle Count No → Auto-generated unique identifier for the record.

Step 3: Add Products to Count

• Search and select the Product.

• Define the Unit of Measure (UoM).

• Enter the Conversion factor if applicable.

• Input the Physical Count (the actual counted quantity).

• Add Notes if needed.

• Use the + button to add multiple products.

Step 4: Attach Supporting Files (Optional)

• Upload scanned sheets, images, or files as proof of counting using the Upload/Drop Files option.

Step 5: Save the Cycle Count

• Review entered details.

• Click Save.

• Once saved, the system will compare Physical Count vs. System Stock. If a discrepancy exists, an Inventory Adjustment can be created.

Best Practices for Cycle Counts

• Schedule cycle counts periodically (weekly, monthly, or quarterly).

• Prioritize high-value, fast-moving, or critical stock items.

• Assign responsible staff for physical verification.

• Always attach supporting evidence for audit purposes.

• Use reports to analyze variance trends over time.