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Section:  Supervisor and Operator Guide
Topic:  Planned Cycle Counts aka Audits

Procedure Number: 09-122


Summary

The standard DoveTrack Cycle Counting functionality provides complete cycle counting functionality from creation of counts, to recounts, to applying the results.
To the workstation operator, the counts are performed just like the basic cycle counting program.
Instead of having to queue counts, the workstation operator is automatically presented with the counts previously entered by the supervisor.

Upon completion of the counts, the supervisor has the option of reviewing all completed counts, sending a count back to the workstation for a recount, applying the results and discarding completed counts.


Procedure

The three basic steps for Cycle Counts

  1. Create Cycle Counts
  2. Perform Counts
  3. Review, recount, and apply Counts
1. Create Cycle Counts.

Cycle counts may be created by a supervisor in a number of ways:

  • For a range of locations. Supervisor specifies first and last locations. Cycle counts are created for all occupied locations within this range. Options include:
    • A checkbox indicates whether locations outside the range should be counted if they contain parts found within the range
    • A checkbox indicates whether unassigned (empty) locations in the range should also be counted
  • For specific part numbers. Supervisor enters a part number. Cycle counts are created for all locations containing the part. Supervisor is then prompted for another part. A single cycle count order is created for all parts entered.
  • Part numbers for all order details that have unexpected shorts, specified by order detail completed date.
  • A list of part numbers may be downloaded from the host. (customized for each client)
  • A list of locations may be downloaded from the host. (customized for each client)

For bulk locations, the Create Cycle Counts program prints a list of locations to be counted and/or cycle count labels. The list is sorted so that counts may be performed in the optimal sequence. Cycle counts for carousel locations do not need a printed list. The count list and labels are printed immediately after the cycle counts are created.

Select Create Cycle Counts from either the drop down menu or on screen button.
The location will vary depending on your customized cover program.

Create by range of locations

For a range of locations. Supervisor specifies first and last locations. Cycle counts are created for all occupied locations within this range. Options include:
A checkbox indicates whether locations outside the range should be counted if they contain parts found within the range
A checkbox indicates whether unassigned (empty) locations in the range should also be counted
See figure 1.

Figure 1.

Create for specific part numbers

Search for a specific part number by entering a partial part number or partial description.
Press tab to see results of search.
Highlight desired part number.
Press Create Cycle Counts to create cycle counts for all locations containing the part.
Continue until all desired cycle counts are created.
See figure 2.

Figure 2.


Create for shorts

Shorts are part numbers for order details that have unexpected shorts.
Order details to consider is specified by order detail completed date.
Enter desired order completion date.
Press tab.
Review the results.
Highlight desired part number.
Press Create Cycle Counts to create cycle counts for all locations containing the part.
See figure 3.

Figure 3.


Completing Cycle Counts

Completing Carousel Cycle Counts
A standard program (Process Cycle Counts) queues and processes all pending cycle counts for a carousel zone.

Completing Bulk Cycle Counts

Counting of bulk locations may be completed using an RF terminal. The process is:

  1. Operator starts RF program and selects Cycle Count from the menu. RF program prompts for a sequence number.
  2. Operator scans a sequence number from the cycle count list. RF Screen displays information on item to be counted (part number, secondary part number, lot number, and expiration date) and prompts for a quantity.
  3. User enters quantity counted and confirms the value. If validation of location and/or part number is enabled, confirmation consists of scanning the location and/or the part number. If neither is enabled, a Yes/No prompt is used. User presses Enter to confirm the count. RF client calls the RF Server and the latter updates the cycle count record.


Review Cycle Counts

Select Review Cycle Counts from either the drop down menu or on screen button.
The location will vary depending on your customized cover program.

Delete Cycle Counts

When the Delete Cycle Counts button is pushed (Review Cycle Counts program), the following happens for any cyclecount record where the actual quantity is not null (i.e., the count has been performed):

  1. The existence of raw_download is used to determine if this is a TXP system.
  2. If a TXP, the raw download table records are deleted and the corresponding location_detail records are deleted.
  3. The cyclecount records are deleted
  4. The order detail is updated: completed date is set to current date/time and the quantities are set to 0.
  5. The order header is updated: compelted date is set to current date/time and the status is set to C.

Apply Cycle Counts

In the cyclecount record, a null means the count has not been performed.

When the Apply Cycle Counts button is pushed (Review Cycle Counts program), the following happens for any cyclecount record where the actual quantity is not null (i.e., the count has been performed):

  1. The cyclecount record expected quantity is updated with the current qoh (from location detail).
  2. The existence of raw_download is used to determine if this is a TXP system.
  3. If a TXP,
    1. the raw download table is updated with the actual, counted qty and the corresponding location_detail records are deleted.
    2. else, an adjustment order is created
  4. The cyclecount records are deleted
  5. The order detail is updated: completed date is set to current date/time and the quantities are set to 0.
  6. The order header is updated: completed date is set to current date/time and the status is set to C.

Cycle counts that were not actually counted are left behind. Only completed counts are processed and deleted.  These left over cycle count records can be deleted using the 'Delete' button.
See figure 4.

Figure 4.


Review

When the Review Cycle Counts button is pushed (Review Cycle Counts program), the user/supervisor is presented with a list of the current cyclecounts, showing location, database quantity, and quantity actually counted. Cycle counts are presented in the following order:

  1. Completed counts with discrepancies, largest discrepancies listed first,
  2. Uncompleted counts, ordered by location, and
  3. Completed counts without discrepancies, ordered by quantity.

Supervisor may select individual locations to be recounted. When the user exits the Review Cycle Counts screen, a list of locations to be recounted is printed.
See figure 5.

Figure 5.

Apply Selected

There may be times where you need to apply only a single count.
A situation may be where you need to pick the item.
Since the item will not allocate because there is a cycle count,
you must apply this single count so pick can continue.
Click the check mark in column Single Apply Selected
Press the Apply Selected button
See figure 6.

Figure 6.


Glossary

Cycle Count: Queue a location for inventory to be counted.

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