Cycle Count Variances
Cycle Count Variances Overview
Reports -> Inventory Reports -> "Cycle Count Variances"
This report type will display detailed information on cycle count variances for a specifically selected date range. Depending on your requirements, multiple different types of filters can also be configured. The system will display the records of cycle count variances only according to the selected filter options. The system will also display the UPC, the product name, the date and time range when the cycle count was done, the status of the cycle count, variances on parent products, variances on child products, the quantity of variance, the amount of variance, and the previous variance data (since two months ago).
In this article, you will see:
- How to check the cycle count variances report for the specific store between dates- How to apply the custom filter options to filter the cycle count totals data in the report- Filter the report data as per the cost variance of products
1. Reaching the Cycle Count Variances Report
To reach the Cycle Count Variances Report, follow the below steps:
- Step 1: Log into Control Center
- Step 2: Choose Point of Sale
- Step 3: Choose Reports
Figure 1.1
- Step 4: Choose Inventory Reports
- Step 5: Choose Cycle Count Variances
Figure 1.2
By clicking the "Cycle Count Variances" report type, you will be redirected to the "Cycle Count Variances Report" page with relevant filter options.
Figure 1.3
You will see the "Report data is empty" message initially. You need to select the date range to check the data in the report.
2. Generating the Cycle Count Variances
When you navigate to the "Cycle Count Variances Report" page, you need to select the date range to get the cycle count variances data in the report. After selecting the date and other filter options, click the "Generate Report" button.
Figure 2.1
After generating the Cycle Count Variances Report, you can see the store-specific data under the definition. The following cycle count variances data can be seen in tabular form:
- Store-Specific Definitions: When you generate the cycle count variances report, the store-specific data will be displayed as per the inventory definitions.
- Date: This column represents the time span when the count started and ended. Date <Start Time> - Date <End Time>
- Product Name: This column represents which products were counted.
- UPC: This column represents the UPC of the counted product.
- Count Applied: This column represents the status of the count, whether the count is applied to the system (inventory) or not.
- Parent Variance: This column represents the variances of the parent product during the inventory count.
- Child Variance: This column represents the variances of the child product during the inventory count.
- Variance QTY: This column represents the quantity of the variance as per the system's expected and actual counted variance.
- Variance Amount: This column represents the difference in the product cost as per the variance quantity.
- Previous Variance (Past 2 Months): This column represents the previous variances for the last 2 months to understand the count variance occurring during that time.
Figure 2.2
3. Filter Options
When you navigate to the "Cycle Count Variances" page, you will get the options pre-selected by default. You will see the "Report Type" drop-down selection to generate the report with specific data.
3.1 Products with Cost Variance
By checking the "Product with Cost Variance" checkbox, the cost difference will be displayed in the "Variance Cost" column as per the system inventory and cycle count.
Figure 3.1
3.2 Custom Filter
You can select a specific parameter (filter) to get the desired data in the cycle count variances report. You will find the two options from the "Filter Items" drop-down selection:
- Show All: By default, this option will be pre-selected. It considers all the data (parameters) to generate the report. The "Manage" button will be disabled for this option.- Custom Filter: To customize and get the specific data for the report, you need to select the "Custom Filter" option. Once you select it, the "Manage" button will be enabled to set up the filters.
Figure 3.1.2
By clicking the "Manage" button, a "Manage Filters" window will pop up. You will see the following details:
1. You can select the saved custom filter from the drop-down selection (if any). The "Manage Filters" button will open the list of the saved custom filters.
2. You will see the different tabs to filter the data (parameters) to select the data for the Cycle Count Coverage Report. You can select the required data by navigating the tabs individually.
Figure 3.1.3
3.
- You can see the list of departments. You can also search any dept. record from the list by entering the text in the "Search" edit box.
- You will find the checkbox along with all the UPC record names.
- You need to select the record by ticking the checkbox.
4. After selecting the record(s), move to the "Selected List" area on the right side by clicking the green right-side arrow (>>) button.
You can see the moved records under the "Selected List" area.
1. You will have one flag to decide whether you want to "Include" or "Exclude" the selected records when the report is generated.
Figure 3.1.4
2. If you want to remove the whole selection, click the "Clear Selection" button. You can remove any record from the list by clicking the "Remove" (x) icon.
3. You can generate the report by clicking the "Apply" button or the "Save Filters" button to save the custom filter for future use.
After clicking the "Apply" button, you will be redirected to the main page. Click the "Generate Report" button to generate the cycle count variances report as per the selected filter options (parameter).
Figure 3.1.5
You can see the selected filtered data details under the "Selected Filters (All)" label.
3.3 Locations & L. Groups
To check the purchased data for a specific location (store) and location groups only, you can set up the location filter option by clicking the button (No filter selected) on the top-right side.
Figure 3.3.1
By clicking that button, a "Manage Filters" window will pop up, from where you will see the following details:
1. You will see the two tabs: "Store" and "Location Group."
2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of the saved custom filters.
Figure 3.3.2
3. You can see the list of stores (locations) along with the checkbox. If there are plenty of records, you can search the store by entering the text. By ticking the checkbox, the store will be selected.
4. By clicking the "Move" button (green-right arrow button), move the selected store record(s) to the right side under "Selected List."
1. After moving the selected store (location) record to the "Selected List" section:
- You can see the selected store records in the "Selected List" section. It means that when you generate the report, you will get only the purchased data in the report that is in the "Selected List" section.
- Clear Selection: You can remove the selected record by clicking the "Close" button. You can also remove all the selections from the list by clicking the "Clear Selection" button.
2. Apply or Save Filters: After selecting the store record(s), you can directly apply the report by clicking the "Apply" button, or you can save it for future use.
Figure 3.3.3
Save and Manage Location Filters
By clicking the "Save Filters" button, a pop-up will appear to allow you to enter the name of the location filter.
Enter the name of the custom filter and click the "OK" button to save it.
After saving the location filter, you can see:
1. Saved Filter: The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the drop-down list for the report.
2. Manage Saved Filters: You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see a listing of the saved custom filters in a pop-up.
Figure 3.3.4
3.
- Select Filter: Select any filter from the list to generate the desired report. Select the filter from the list, and then click on the "Select Filter" button.
- Delete: Delete any filter from the list that is no longer required. Select the filter and then click on the "Delete" button.
In this way, the "Location Filter" options (tabs) help customize the records to get only store-specific data for the Cycle Count Variances Report. Similarly, you can select the location group(s) to filter the records.
When you set up the filters for locations (stores) and location groups, you can see the selected details by hovering the mouse cursor over the "Filter" button.
Figure 3.3.4
You can see the data for the selected location/location group after generating the Cycle Count Variances Report. 
Hence, you can set up multiple custom filters at the same time to get the purchase report with the specific data.
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