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hmtoggle_plus1Grid

The feedback grid shows all lines that need to be counted based on the settings of the previous tab.  It lists the details of the theoretical quantities/information generated from the database when the Cycle Count Run was submitted (the precise second the data was taken from the database is stored in the Run Date Time field).

 

The purpose of this grid is two-fold:

1. It acts as a report or list of lines to be counted - and can be exported by clicking in the grid and pressing F1.

2. It allows the user to capture actual counted quantities per line.

 

Only users that fall within the category as determined by the Counted By field on the Cycle Count Set will only be allowed to report feedback.

 

The Coordinator specifies which fields must be entered, by selecting the "Force" and "Hide" switches on the Cycle Count Set function. For example: If the Coordinator forces feedback on the Serial/Lot Number then the user must enter this number when reporting the actual quantities. Other fields that can be enforced are:

Location

Stock Status

External Organisation

Quantity on Hand

Remaining DOL Units

Quarantine Quantity

Revision

 

The key field, of course, is the Quantity on Hand found. Once the user has entered this quantity the system will automatically determine the Count Status based on Comparative Quantity on Hand and the tolerances set on the Cycle Count Set function.

 

The Comparative Quantity On Hand is calculated taking into account all movements into and out of the particular location since the Run Date Time field in the Cycle Count List Table until the Date and Time counted as per the user feedback on the Cycle Count Report table. Date time counted need not be the current date and time when the data was captured into the system but should be a date and time that the actual count was performed.

 

If a mistake was made on the captured quantity or you feel that it should be redone then the line can be deleted by selecting the 'Delete' tick box and clicking the Delete button. This will set the status back to 'Not Counted'.

 

It is important to note that the Comparative Quantity on Hand is a reflection of the stock at a certain point in time when the Run was submitted. It may not include recent movements until the Date and Time is changed or the Recount button is clicked.

 

Count Comments per line can also be entered but these are optional. It is an alphanumeric text field with a maximum length of 255 characters.

hmtoggle_plus1Apply

1.  When the "Apply" button is clicked, the following is performed:

2.  If a record exists, the record is updated on the Cycle Count Report table else a new record is inserted in the Cycle Count Report table.

3.  The Count Status is determined automatically based on the counted quantity compared to the theoretical quantity and tolerance settings on the Cycle Count Set.

4.  Only the rows in the grid that have been changed are updated.

5.  For each row in the grid, a process is executed.  If the process fails for one of the rows, the program will terminate and leave this row and all subsequent rows unprocessed.

6.  If you do not have Add rights, you will not be able to click Apply.

7.  The Apply button will only be enabled if the status of the Cycle Count Run is "Opened for Feedback".

 

THE FOLLOWING CHECKS ARE PERFORMED WHEN INSERTING/UPDATING A RECORD:

 

1.If check serial lot on the Cycle Count Set table is "yes" a serial or lot number must be entered.
2.If check location on the Cycle Count Set table is "yes" a location must be entered.
3.If check stock status on the Cycle Count Set table is "yes", a stock status of either New, Repaired, Waiting Repair, or Used must be selected.
4.If check Ext. Organisation stock status on the Cycle Count Set table is "yes", external organisation stock must be reported (a valid external organisation must be selected).
5.The quantity on hand may not be less than zero in stores which do not allow negative stock.
6.The remaining DOL units may not be less than zero.
7.The quarantine quantity may not be less than zero in stores, which do not allow negative stock.  The quarantine quantity may not be more than the quantity on hand.
8.If check revision on the Cycle Count Set table is "yes", a revision number must be entered.
9.The date and time counted cannot be a future date.
10.The count comments should be at least 3 characters or spaces.
11.The reason code must be an active movement reason code.
12.The counted by employee must be an active employee.
hmtoggle_plus1Auto Count

The <Auto Count> button is only enabled when the Cycle Count Run status is 'Opened for Feedback' and lines exist with a count status of 'NOT COUNTED'. When the user clicks this button then all NOT COUNTED lines are counted with a quantity of 0 - and the count status is refreshed.  This is helpful when the count includes many lines that do not have stock - instead of the user entering 0 on each line they can simply click this button.

hmtoggle_plus1Auto Adjust

The <Auto Adjust> button is only enabled when the Cycle Count Run status is 'Closed for Feedback' and deviations exist on any of the lines (i.e. count status is 'DEVIATION OUTSIDE TOLERANCE').  When this button is clicked then the stock is automatically adjusted in exactly the same way as if the user manually adjusted the stock via the 'Stock Adjustment Up' and 'Stock Adjustment Down' functions - and the correct journals are posted. Of course, the user must have stock adjustment up/down rights for the specific Store as per the Store Master function ('Store Employee Access' tab).

 

If a Location line is against a Node then the default Resource is obtained from the Cycle Count Configuration function.

 

Once the <Auto Adjust> process is complete then the lines are refreshed and the Count Status is updated per Line. If deviations still exist after this process it means that either the user does not have the profile to do stock adjustments or one of the codes on the line is invalid - i.e. part number, project, node, etc.

The Count Status on all adjusted rows will be changed to AUTO ADJUSTED. If an error occurred during the adjustment process, the row will  retain the status as it is until the error has been fixed and the auto adjustment has been run again. Check the Errors tab for the errors preventing a line to be adjusted.

 

hmtoggle_plus1Delete

When the "Delete" button is clicked, any row that has the Delete tick box ticked is deleted.  "Delete" simply means that the status of the line is changed to 'Not Counted' - it does not delete the row from the Run as this line has to be counted at some point, even if the count is 0.

hmtoggle_plus1Description

It is a read only field that displays the run description for the Run ID that was created with the Cycle Count Set function - see Cycle Count Run tab.

 

 

hmtoggle_plus1Insert Row

The <Insert Row> button is only enabled when the Cycle Count Run status is 'Opened for Feedback'. During the physical counting process some stock may be found that the user didn't know about and wasn't included on the Count Sheet. This option allows users to include any additional items and locations not originally on the feedback tab to the Cycle Count Report.

 

It works by first selecting an existing line anywhere on the Feedback grid - then click <Insert Row> button - and the details of the selected line are duplicated to a new line at the bottom of the grid. The user can now change details on that new line (i.e. part number, location, quantity on hand found, etc.) so the additional item is included in the count. Of course, the part number, project, mode must be a valid codes otherwise <Auto Adjust> will hit an error.

hmtoggle_plus1Recount

When the Recount button is clicked then all lines that have a deviation are updated with the latest date and time. The Comparative Quantity on Hand is then recalculated to include all the latest Stock Adjustments and Movements, and the count status is updated to take these new quantities into account.  The Recount button is normally selected after a Stock Adjustment was done to fix a deviation on a specific line.

 

RELATED TOPIC: Cycling Counting Workflow

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