Performing Cycle Counts with Acctivate
Built For
Keeping your inventory accurate is a cornerstone of running a successful business. But let’s be honest: shutting down your operations to count every single item in your warehouse sounds like a nightmare. That’s where cycle counts come in. A cycle count is a method of counting small, manageable groups of products at different times rather than doing one massive count all at once.
Why is this important? Regular cycle counts help maintain accurate inventory records without disrupting your entire operation. Accurate inventory means better customer service, fewer errors in order fulfillment, and more reliable data for making business decisions. With Acctivate, performing cycle counts is easy and designed to fit seamlessly into your workflow.
The Power of Count Cycles in Acctivate
Acctivate offers flexibility in how you perform your cycle counts. Depending on your workflow and resources, you can choose between mobile counting or using printed count sheets. Each method has its own benefits, and Acctivate supports both seamlessly.
Mobile Counting
Using Acctivate’s mobile functionality, you can perform cycle counts directly on handheld devices. This method offers several advantages:
- Real-Time Updates: Counts are entered directly into the system, reducing the chance of data entry errors.
- Efficiency: No need to print or manage paper sheets – everything is digital.
- Flexibility: Ideal for large warehouses where mobility is key.
- Structured Counting: Organize counts by zone, product class, or count cycle.
Mobile counting is beneficial for teams that want to speed up the counting process and minimize paperwork.
Watch this quick demo of Mobile Inventory Counts in with Acctivate Mobile
Using Count Sheets
For those who prefer a more traditional approach, Acctivate allows you to generate and print detailed count sheets. This method works well for:
- Structured Counting: Organize counts by zone, product class, or count cycle.
- Team-Based Counting: Distribute sheets among team members for collaborative counting.
- Verification: Some find it easier to cross-check physical counts with records on paper.
Count sheets include all the necessary information—product IDs, descriptions, locations, and blank fields for entering quantities. Once the physical count is complete, you enter the data back into Acctivate for reconciliation.
Preparing for a Cycle Count using Count Sheets with Acctivate
Before you jump into counting, preparation is key! Here are the steps to get your cycle count rolling smoothly:
1. Stop Relevant Transactions
To ensure accurate cycle count results, it’s crucial to halt specific inventory transactions before starting a count. Here’s what you need to do:
- Post all completed inventory transactions.
- Invoice all shipped orders.
- Mark incoming inventory receipts as “Do Not Inventory” (DNI).
This process ensures that Acctivate takes an accurate “snapshot” of your inventory levels when you prepare your count sheets.
2. Preparing Count Sheets in Acctivate
Count sheets in Acctivate help streamline and organize your cycle counts. In the Print Inventory Count Sheets window, you can easily customize your count by selecting a warehouse, filtering by Product Class, or applying Count Cycle identifiers to group items logically (e.g., weekly or quarterly cycles).
Organize the sheets to fit your workflow by sorting them based on product ID, location, description, or any sequence that suits your warehouse layout. Once configured, Acctivate generates a unique count number for the session, ensuring you’re always working with the latest data.
With your count sheets ready, your team can dive into the count with clarity and efficiency.
3. Print the Count Sheets
Simply print you count sheets in Acctivate and you are ready to get started.
Conducting the Cycle Count
With your count sheets ready, it’s time to hit the warehouse and start counting!
Counting Process
- Manually Count Each Item: Go through each product on the count sheet and record the quantity in the blank count field.
- Watch Out for Transactions: Remember to record quantities before picking inventory for any orders that need to ship during the count.
- Mark DNI Items: Ensure any items marked “Do Not Inventory” are excluded.
Tips for Smooth Counting
- Teamwork: If you’re counting with a team, divide the sheets by zone or product category.
- Double-Check: For critical items, have a second person verify the counts.
- Stay Organized: Keep your count sheets organized and clearly labeled to avoid confusion.
Entering and Posting the Cycle Count in Acctivate
After the physical counting is complete, the next step is to update Acctivate with your results. This process ensures your inventory records stay accurate and up-to-date.
Once all the data is entered, generate a count report to review everything for accuracy. This step helps ensure there are no errors before finalizing. When you’re confident the data is correct, posting the count adjusts your inventory levels accordingly and generates a Variance Report.
Understanding the Variance Report
The Variance Report is your final check to ensure everything is in order. It pinpoints any discrepancies between the system’s recorded quantities and the actual counts, making it easier to identify and address any inconsistencies. This keeps your inventory management accurate and your operations running smoothly.
The Variance Report shows:
- Old Quantity: The recorded amount before the count.
- New Quantity: The quantity you counted.
- Variance: The difference between the old and new quantities.
Use this report to investigate any significant discrepancies. Regularly reviewing variances helps improve inventory accuracy over time
Best Practices for Successful Cycle Counts
To make the most of Acctivate’s cycle counting feature, follow these best practices:
- Schedule Counts Regularly: Set a consistent schedule for cycle counts (weekly, monthly, etc.).
- Prioritize High-Value Items: Count your most valuable and high-turnover items more frequently.
- Train Your Team: Ensure everyone involved understands the process and best practices.
- Review Variances: Investigate and resolve discrepancies promptly to keep your records accurate.
- Stay Flexible: Acctivate saves your progress, so you can pause and resume counts as needed.
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