How to perform year-end physical inventories, including guidance on creating counts in the Flexe and using the cycle counting feature on Flexe mobile devices.
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Year-end physical inventories involve a multi-step process, completed both in the Flexe web platform and on Flexe mobile devices.
Before you start
Keep in mind that all inbounds and outbounds should be temporarily suspended during year-end physical inventory counts.
This means that you should not be completing any of this activity until counts are fully completed in the system. Working on anything that impacts inventory will invalidate the year-end physical inventory, and you will need to restart the entire process.
To learn more about how to get ready for year-end physical inventories, go to Preparing for Year-End Physical Inventories.
Creating Counts
You can create year-end physical inventory counts from the Cycle Counts page in Flexe. The process differs depending on the number of reservations you have with Flexe.
- If you have only one reservation, refer to Create a Full Physical Count (Single Reservations)
- If you have multiple reservations, refer to Create a Locations-Based Cycle Count (Multiple Reservations)
Create a Full Physical Count (Single Reservations)
You can use the Full Physical Count feature in Flexe to create cycle counts for all countable locations at your warehouse. This feature allows you to break counts up into sections so multiple users can work on them.
Note: Do not use the Full Physical Count feature if you have multiple reservations with Flexe. You’ll instead need to Create a Locations-Based Count.
To create a full physical count in Flexe:
1. Open Cycle Counts from the left menu, then select Create Cycle Count.
2. From the New Cycle Count page, select Full Physical Count.
3. Enter the number of counts you want to create.
In the window that opens, use the Number of counts to create section to enter how many individual counts you want to create. It can be helpful to break up counts by the number of mobile users who will actually do the counting.
Once you enter a number, the system shows the estimated amount of locations that will be included in each count.
Note: You can have a maximum of 150 locations in a single count. If you exceed this maximum, you'll get an error message with guidance on how many counts you'll need to enter to proceed.
4. Enter the reference ID.
Use the Reference ID section to add a reference ID. This will help you keep track of all of the counts included in the year-end physical inventory.
Make sure to use the following format:
[YEAR] [Shipper/Customer Name] YEPI
Example: 2022 Flexe YEPI
5. Select Create.
This takes you back to the main Cycle Counts page, where you can review all the counts you just created. The status of the counts will show as Pending, and you can find the reference ID you entered under Reference.
Create a Locations-Based Count (Multiple Reservations)
If you have multiple reservations with Flexe, you’ll need to count by locations. You can select specific locations, or enter a range of locations to include in the count.
To create a locations-based cycle count in Flexe:
1. Open Cycle Counts from the left menu, then select Create Cycle Count.
2. Select the locations to be counted.
First, make sure the Count By dropdown at the top of the page is set to Location.
You can then select all the locations that need to be included in the count. Add locations one-at-a-time by selecting the "add" icon next to each one.
Or, use the +Select a range of locations option to add multiple locations within a specified range.
Enter the first location in the range under Start at, and the last location under End at (Example: A01 - A88).
Note: Make sure to enter actual location names. The Start at and End at text boxes will start suggesting relevant location results after you enter at least three characters.
Select Add to cycle count to add all the locations within the range to the count.
3. Select Count Selected.
Once you’ve added all the locations to be included in the count, select Count Selected.
In the window that opens, you can review a list of all the selected locations. Use the Number of counts to create section to enter how many individual counts you want to create. It can be helpful to break up counts by the number of mobile users who will actually do the counting.
Once you enter a number, the system shows the estimated amount of locations that will be included in each count.
Note: You can have a maximum of 150 locations in a single count. If you exceed this maximum, you'll get an error message with guidance on how many counts you'll need to enter to proceed.
4. Enter the reference ID.
Use the Reference ID section to add a reference ID. This will help you keep track of all of the counts included in the year-end physical inventory.
Make sure to use the following format:
[YEAR] [Shipper/Customer Name] YEPI
Example: 2022 Flexe YEPI
5. Select Create.
This takes you back to the main Cycle Counts page, where you can review all the counts you just created. The status of the counts will show as Pending, and you can find the reference ID you entered under Reference.
6. Click on the cycle count ID and select Start button on the upper right to start the count.
Mobile Device Counting Process
The actual counting process for year-end physical inventories is completed using the Cycle Counts feature on Flexe mobile devices. Mobile devices users will physically scan all locations and items included in the counts, then submit the counts for review in the Flexe web platform.
To learn more about getting started with Flexe mobile devices, go to Mobile Device Setup.
For a one-page, printable guide of this process, check out our Cycle Counts Job Aid and LPN Cycle Counts Job Aid.
To count items on a Flexe mobile device:
1. Select Cycle Counts from the home screen.
2. Select the counts you’ll be working on.
All active counts are listed on the Cycle Counts screen. Make sure to select the specific count(s) you've been assigned to work on.
Note: If you’re not sure which to select, reach out to your Floor Supervisor or Manager.
3. Scan a location shown onscreen.
Go to one of the locations shown onscreen, and scan the location barcode.
4. Scan each item in the location, then add the quantity.
Scan each item barcode (SKU or LPN) in the location. After each scan, you'll be prompted to verify the item quantity
For SKUs
Select Add Cartons or Add Loose Eaches/Units to enter the number of items at the location. Review what you entered at the bottom of the screen, then select Submit.
Note: If needed, you can select Reset to re-enter the quantity.
For LPNs
Select Confirm LPN to verify that the item and quantity is correct.
Note: If you need to adjust the quantity or LPN details, select the Count/Edit option. Make adjustments as needed, then select Submit Changes.
5. After scanning all items, select Complete Location.
Once you’ve scanned all items at the location, select Complete Location. This will take you back to the “Scan a Location” screen, so you can scan the next location in the count.
Note: If a location has no physical inventory, you’ll still need to scan it as part of the count--just scan the location barcode and select Complete Location.
6. Count all locations in the cycle count.
Repeat the steps above until you’ve completed all locations in the count. The menu at the bottom of the screen shows your overall progress.
7. Once all locations have been counted, select Done.
Once you’ve counted all locations, select Done. Then select Submit Progress.
Note: If you need to go back to check or re-scan anything, select Keep Counting.
A notification shows at the bottom of the screen to confirm that the count has been submitted. It will then be reviewed and completed by warehouse management in the Flexe web platform.
Validating Counts
As counts are submitted from Flexe mobile devices, results show in real-time in the Flexe web platform.
Select Cycle Counts from the left menu to return to the main cycle counts page. Then, select a count to review and monitor its progress.
The tracker at the top of each section shows how many items have been counted against the total for the location. Locations or items in green have been counted; those in red have yet to be counted.
Note: Each section also includes a list of all items (SKUs/LPNs) expected in each location.
Checking for Required Recounts
As counts are submitted, the Difference column automatically calculates any variance between expected and counted quantities. You can use this to help check for items or locations that may require a recount.
A recount is recommended if the difference is greater than 5%. However, if the shipper requires a different variance threshold, make sure to use that instead.
Physical Recounts
You can manually recount specific items at a location, or the entire location. Once the recount is completed, select the Edit option on the cycle count details page to make adjustments, as needed.
Use the text boxes or arrows to update counted values. Then, select Save to enter the changes.
Creating a New Cycle Count for Recounts
If needed, you can create a new cycle count to complete the recount process:
1. Select Cycle Counts from the left menu, then select Create Cycle Count.
2. Select the locations that need to be recounted.
First, make sure the Count By dropdown at the top of the page is set to Location.
You can then use the "add" icon to select each location that needs to be recounted.
3. Select Count Selected, and enter the number of counts to create.
Once you’ve added all locations to be included in the recount, select Count Selected.
Then, use the Number of counts to create section to enter how many individual counts you want to create.
Note: You can have a maximum of 150 locations in a single count. If you exceed this maximum, you'll get an error message with guidance on how many counts you'll need to enter to proceed.
4. Enter a reference ID for the recount.
Use the Reference ID section to add a reference ID to track the recounts.
For recounts, the reference ID should have the following format:
2022 [Shipper Name] YEPI RECOUNT
5. Select Create, then start the count(s) from the Cycle Counts page.
Select Create to create the recount.
Once created, the status of the count(s) will show as Pending on the main Cycle Counts page. Select the count(s) to open the details, then select Start.
You can use the Select a user option to assign a specific mobile user; or select Start Cycle Count to make the count(s) available to all mobile users at the warehouse.
A mobile user can then proceed with the recount and resubmit the results. To learn more about the counting process on mobile devices, go to Mobile Device Counting Process.
Once you've re-validated everything, you're ready to review and complete the year-end physical inventory. To learn more, go to Reviewing & Completing Year-End Physical Inventories.
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