Manual Cycle Counting Process (Paper Counts)

How to complete the cycle counting process using paper counts.

IN THIS TOPIC

• Generating Count Lists
• Paper Counting Process
• Entering Count Lists in Flexe

You can access active, in progress cycle counts via the Cycle Counts feature on Flexe mobile devices. With this feature, you can physically scan all locations and items included in the count, then submit the count for review in the Flexe web platform. 

Note: To learn more about getting started with Flexe mobile devices, including creating mobile users and signing in, go to Mobile Device Setup. 

Before you start

Make sure you've made all necessary preparations for the cycle counting process. Working on fulfillment or inventory tasks at the same time as a cycle count will invalidate the count, and you'll need to start over. 

Here are some things to keep in mind: 

• Plan to perform the count at the end-of-shift, beginning-of-shift or another time when no fulfillment activity is occurring. 
• All inbounds and outbounds for impacted SKUs and/or locations should be temporarily paused.
• The system will automatically lock all locations and/or SKUs included in the count(s), so they cannot be used for fulfillment or inventory-related activities. 

To learn more, go to Preparing for Cycle Counts. 

Generating Count Lists

Once counts are in progress, you can generate and print out a count list for each one. These lists are what warehouse staff will use when completing the physical count, to track locations and record counted items (SKUs/LPNs). 

To generate a count list in Flexe: 

1. Open the count from the Cycle Counts page. 

2. Select Generate Count List. 

Select the Generate Count List option at the top of the page to download the count list in a printable CSV file. 

3. Edit the count list as needed, then print it. 

Open the count list file once it downloads through your web browser.

First, make sure to resize the columns so that all text is visible.

You can also edit the spreadsheet as needed. As a best practice, use the Cycle Count ID# row at the top to add the corresponding ID number for the count listed on the count details page in Flexe. You can also use the Counted By row to add the warehouse staff member(s) who will be assigned to the count. 

After making changes as needed, print the spreadsheet. The sheets can then be divided among all warehouse staff participating in the count. 

Paper Counting Process 

Use the printed count lists generated in Flexe to track locations and record item quantities during the physical counting process. Each list includes all locations and expected items for the count, with blank columns to use for entering item quantities by unit of measure.   

Before you start

Keep in mind that each count list should be started and completed by the same staff member.

If not already entered, use the Cycle Count ID# row at the top of the sheet to record the ID number for the cycle count in the Flexe system. Also make sure to use the Counted By row to record the name of the staff member completing the count.  

Paper Counting Process

To count items on using paper count lists: 

1. Go to a location on the count sheet. 

2. Find an item (SKU/LPN) in that location. 

3. Count all items, by unit of measure. 

Verify the quantity for each item. Then, use the Cartons and/or Eaches columns in the count list to record counted amounts.   

4. Add any additional items found under Notes. 

If you find any items at the location that are not included on the count list, add them in the Notes section.

Make sure to add as much detail as possible, including SKU/LPN numbers and the counted quantity. 

5. Submit completed count lists to warehouse management. 

Follow the steps above, until all locations and items on the count list have been counted.

Make sure to submit all completed count lists to warehouse management or designated staff members so they can be reviewed and entered into the Flexe system.  

Entering Count Lists in Flexe

As warehouse staff members submit completed count lists, you can validate and input the results from the Cycle Counts page in Flexe. 

To enter count lists in Flexe: 

1. Open the count from the Cycle Counts page. 

Select Cycle Counts from the left menu to reopen Cycle Counts page.

Then, refer to the Cycle Count ID# listed on the count sheet to find the corresponding count. 

From here, you can review items expected in each location. As you enter count results, the tracker at the top of each section shows your progress. Locations or items in green have been entered and counted; those in red have yet to be entered.

2. Select Edit. 

To start entering results from the count list, select the Edit option at the top of the page. 

3. Enter counted quantities for each location. 

Each location included in the count will have its own section on the page. In each section, you'll find a list of all items in the location, along with the expected quantities. 

Use the Counted Cartons and/or Counted Eaches text boxes to enter the counted quantities from the corresponding location on the count list. 

The Difference column will indicate the total adjusted eaches, positive or negative, for each SKU at  each location included in the cycle count. 

4. Once all results have been entered for the count, select Save. 

After you’ve entered everything from the count list, select Save to submit the results. 

This returns you to cycle count details page, where you can review and validate the count results you entered, as needed.

Note: Make sure to keep completed count sheet for your records. 

5. Once all locations have been counted, click Submit for Review.