Reviewing & Approving Cycle Counts

How to review and approve cycle counts, including guidance on tracking count progress and editing counts in Flexe. 

IN THIS TOPIC

• Tracking Active Counts
  
  • Checking for Count Variances
  • Editing Counts
  • Stopping Active Workers
• Reviewing Mobile Initiated Counts
• Submitting Counts for Review
• Reviewing & Completing Counts

As counts are submitted from Flexe mobile devices, results show in real-time in the Flexe web platform.

To review counts, select Cycle Counts from the left menu. Then, select a count to monitor its progress or make adjustments, as needed. 

Tracking Active Counts

The count details page is organized in sections, by either locations or by items. Each section includes a list of all items or locations included in the count. 

Note: You can switch between views as needed by selecting View by location or View by sku at the top of the page. 

The tracker at the top of each section shows how many items have been counted against the total. Locations or items in green have been counted; those in red have yet to be counted. 

Checking for Count Variances

As counts are submitted via the mobile device, the Difference column in each section automatically calculates any variance between expected and counted quantities. You can use this section to check for items that may require additional review or a recount.

A positive difference indicates a quantity higher than expected, while a negative difference indicates that the quantity is lower than expected.

Editing Counts

You can edit already submitted counts if you need to make adjustments or correct errors and discrepancies.

Note: The editing feature is only enabled after counts have been submitted from a mobile device. If you try to edit a count while it's still active on a mobile device, you'll get an error message. The mobile user will first need to submit progress for the count on the device before you can proceed.

First, select Edit at the top of the details page.

Use the text boxes or arrows to update counted values. Then, select Save to enter the changes. 

Adding Inventory or Locations

You can adjust the items or locations included in the count as needed. For example, if a SKU is found in an alternate location; or if an unexpected SKU is found at a location during the physical counting process. 

First, select Edit at the top of the page to access all edit options. 

To add locations for SKU-based counts, find the impacted SKU and select the +Add Location option at the bottom of the section. Then, enter the location name in the text box. 

To add inventory for locations-based counts, find the location and select the +Add Inventory option at the bottom of the section. Then, enter the SKU in the text box. 

Note: If you know the count totals for the new items or locations, you can also enter them from this page.

Select Save at the top of the page to enter the changes.

The count will then be updated to include the locations or items you added. If mobile users will resume working on the count, the latest version will automatically be sent to their devices.

Stopping Active Workers

The mobile user currently working on a count is listed on the count details page under Active Worker.

Only one mobile user can work on a count at any given time. If another user needs to take over a count, or if you need to change the assigned user for another reason, select Stop Active Workers in the right panel of the details page.

Note: This option is only enabled for signed-in users with the Manager role. To learn more about user roles, go to User Management.

A warning message opens to explain that the count will no longer be locked to the current mobile user. Make sure that user isn't still actively working on the count; then select Stop active workers again to confirm.

This removes the currently assigned user from the count. Any other mobile user can then start working on the count by accessing it from a mobile device. At this time, there is not an option to re-assign a count to a new user from the Flexe web platform. 

Reviewing Mobile Initiated Counts

Mobile initiated cycle counts will show under the reference column on the Cycle Counts page. Managers should check this page each day to ensure no pending counts.

If a mobile user does create a count they should communicate to their managers the following:

• That they created a count
• Why they created the count

Follow the steps in the Submitting Counts for Review and Reviewing & Completing Counts sections to review and complete a mobile initiated cycle count.

Submitting Counts for Review

Once the physical counting process is complete and all locations and/or items have been counted, the count must be submitted for review.

Note: You cannot edit a Cycle Count once submitted for review, so check before submitting for any errors or final adjustments needed. For more information on Editing, refer to Editing Counts above.

To submit a count for review in Flexe:

1. Open the count from the Cycle Counts page. 

2. Select Submit for Review. 

3. Enter the count description and select Submit.

In the confirmation window that opens, add a brief description of the count. You can include details about why the count was created, or call out key issues and/or discrepancies.

When you've finished entering the description, select Submit.

Note: Once submitted, you can find the description under Notes in the right panel of the count details page.  

The status of the count then changes to Under Review, and can no longer be accessed on mobile devices.

As the last step in the process, a manager will review the count totals and make any necessary adjustments to complete the count. 

Reviewing & Completing Counts

After a count has been submitted for review, it must be validated and approved in the Flexe web platform by warehouse management, or a user with the Manager role.

This is the last part of the process, during which managers check the count(s) for accuracy then finalize count totals in the system.

Note: Inventory levels are not updated in the system until after the count has been approved and completed. 

To get started, find the Under Review count from the Cycle Counts page and open it.

Then, review everything entered for the count to verify that it's correct. If anything appears unusual, or if the Difference column shows a high variance with expected quantities, please complete a physical recount at least once to confirm the count totals.

Once you've fully verified the count and made any necessary adjustments, select Complete. 

Selecting Reason Codes

Once you select Complete to finalize the count, the system will automatically update inventory levels in the Item Master and in the relevant storage locations to reflect the count results. 

For all cycle counts, you'll be prompted to select a reason code for the cycle count. Open the dropdown menu, and select the option most relevant to why you performed the cycle count. For cycle counts that did not result in an adjustment, the reason code will be defaulted to "Cycle Count/Inventory Counts."

Note: For detailed guidance on reason code selections, go to Cycle Count Reason Codes.

Then, use the Notes section to add details about the count and any corresponding inventory adjustments. 

After you've entered the reason code and notes, select Submit. 

The status of the count then changes to Completed. You can confirm the status of the count from the details page, and from the main Cycle Counts page.