Cycle Counts

Cycle Counts

Cycle Counts Overview

FTx POS allows you to physically count the products that are present in your store with an inventory management method called Cycle Counts. You can regularly count a subset of the inventory, a.k.a. inventory definition, rather than the entire inventory at once, which will help you maintain a more precise inventory count, facilitating identifying and resolving issues within the inventory management system.
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Generally, the store employee performs cycle counts using a handheld device. They can use a specific inventory definition or perform it under No Definition as per the requirements. You can also initiate, view, and review cycle counts from POS.

To learn more about inventory definitions, please read Inventory Definitions.   

1. Reaching "Cycle Counts"

  1. Step 1: Log into POS
  2. Step 2: Choose Actions

                                      Figure 1.0
  1. Step 3: Choose Cycle Counts

                                                        Figure 1.1

2. Understanding "Cycle Counts" Layout

Please refer to Figure 2.0 and the descriptions of the buttons and fields below to understand the layout of "Cycle Counts."

                                                                   Figure 2.0
1. Date Range:
  1. Start Date: Enter the start date for the date range from the associated drop-down calendar for which you wish to see the cycle counts done in the selected date range.
  2. End Date: Enter the end date for the date range from the associated drop-down calendar for which you wish to see the cycle counts done in the selected date range.

                                                  Figure 2.1

2. Search: This button is used to search the cycle counts in the selected date range.

3. Buttons:
  1. Start Count: This button lets you initiate the cycle count process from Control Center. 
  2. View: This button lets you view the cycle count details.
  3. Print: This button lets you print the cycle count details.
  4. Delete: This button lets you delete the cycle count record.
  5. Close: Use this button to close the form.

3. Starting a New Cycle Count

Follow the steps mentioned below to start a new cycle count from Control Center:
  1. Click on "Start Count," shown in the bottom left corner.
  2. The Start Count screen will appear, as shown in Figure 3.0 below.

                                                               Figure 3.0
  1. Select the existing inventory definition from the associated drop-down list and click on "Start Count" to start the cycle count process. See Figure 3.1 for reference.

                                                                                  Figure 3.1

                                                                                  Figure 3.2 

                                                   Figure 3.3
  1. As soon as you see the above message, you can start the cycle count with the handheld device.

3.1. Cycle Count Process on a Handheld Device

The information below indicates how a store employee uses the handheld device to carry out the cycle count process.
  1. The employee must ensure that the FTx Cloud Handheld app is authenticated. If it is activated, you will see Figure 3.1.0 below.

                               Figure 3.1.0
  1. To authenticate the device, the employee enters the API username and password. (Support will assist with this initial setup; this does not have to be done regularly.).

                              Figure 3.1.1
  1. If the store location is missing in the settings, the device will prompt the employee to set it first. The employee needs to click on the Settings icon to do so.

                              Figure 3.1.2
  1. As shown in Figure 3.1.3, the employee clicks the "Location" button to enter or select the location.

                         Figure 3.1.3
  1. Click on "Select Location" to change/select location.

                       Figure 3.1.4
The selected location will be displayed as highlighted in the Figure 3.1.5.

                        Figure 3.1.5
  1. Once the device authentication and location setting processes are completed, the employee needs to log in with their employee ID and password.

                            Figure 3.1.6
  1. Once the employee is logged in, the screen on their handheld device will look like the one shown in Figure 3.1.7. 
  2. To start the cycle count, the employee clicks on the Cycle Count icon .
                                   Figure 3.1.7
  1. The employee clicks the + icon in the bottom right corner and selects the predefined inventory definition, as displayed in Figure 3.1.8.

                                           Figure 3.1.8
  1. The device prompts a confirmation, as highlighted in Figure 3.1.9 below. The employee clicks "YES" to proceed. 
                                                Figure 3.1.9
  1. The employee can choose two modes for the selected inventory definition: Backroom Mode and Floor Mode. 

                                                         Figure 3.1.10
Backroom Mode vs. Floor Mode: 
  1. Backroom Mode: A backroom is a stock room that is used to handle excess items. Employees less often use Backroom Mode. Mostly employees are bound to Floor Mode only, but if they cycle count backroom too, the number of units that the system is displaying should be changed physically or otherwise. For example, if the QOH is five units for the backroom, the employee should not move that item to the floor or transfer/sell/adjust it. Also, Backroom should be completed before moving to the floor.
  1. Floor Mode: In this mode, the accounting is done for the items in the inventory definition that are present on the floor. The employee can directly move to Floor Mode and start their count.
Based on the inventory definition, the system will fetch the items expected to be counted in the right column. If, by any chance, an item that is listed is not scanned, the system will read the QOH for that item as 0 unless the "Set Uncounted to Expected Qty" button is pushed before completing the count, in which case the non-counted items will remain at the inventory levels they were before the count.
  1. Once the required mode is selected, the employee scans the item or manually searches for it by entering the UPC in the search bar.
  1. Once done, the Item Entry pop-up screen will appear on the handheld device, displaying the item name, Purchasing QOH, Subunit QOH, and Retail Price. The employee fills in the numbers of the actual QOH.

                                              Figure 3.1.11
  1. In case of any missed items or incorrect counts, the employee can search again or rescan the item. You can also edit the values on the resultant screen. See Figure 3.1.12.

                                                       Figure 3.1.12
  1. If the item is rescanned or researched, the system will prompt to append or replace it, where replacing means replacing the older account and appending means adding to it.

                                                              Figure 3.1.13
  1. When the count is completed, the employee can press the Back button (as highlighted in Figure 3.1.14). 
  2. The rest of the process is carried forward from Control Center.

                                                              Figure 3.1.14

4. Viewing the Cycle Count in Control Center

Please follow the steps below to view the cycle count:  
  1. Click the View button highlighted in Figure 2.0 above.
  2. The View Cycle Count screen will appear, as Figure 4.0 shows. 

                                                                               Figure 4.0

This screen displays items that are included in the selected Inventory Definition. 

1. Sorting Filters: 
  1. Dropdown: This option will let you sort the products with different filters.

                           Figure 4.1
  1. All Products: This filter will list the Cycle Count Report for all the products.
  2. Counted Products: This option will filter only the counted products.
  3. Uncounted Products: This option will display the products not counted during cycle counts.
  4. Only Products With A Variance: This option will only display the products with variance in counting.
  5. Products With Cost Variance: This option will display the products with variances in cost.
2. Rollup View: This is a checkbox filter that, when checked, will display the products with parent and child quantity details on the same line, as highlighted in Figure 4.2.


                                                                        Figure 4.2

3. Show Items Scanned Multiple Times: This is a checkbox filter that, when checked, will display the products that were scanned multiple times.

4. Search: This button lets you search the product with its name or UPC and displays the search-related data in the Cycle Count list data.

5. Print Report: This button will let you download and print the report as a PDF, CSV, or Excel file with the selected option toggled.

                                                        Figure 4.3
  1. Print Type: Select the type of report you want to print from: Hybrid Report, Detail Report, Rollup Report, Scan Order, or Worksheet. 
  2. Sorted by Variance: Enable this button to sort the report by variance in the report. 
  3. Show Only Products with Variance: Enable this button to include only products with variance in the report.
  4. Show Only Items Scanned Multiple Times: Enable this button to include only products that are scanned multiple times. 
  5. Show Products With Coats Variance: Enable this button to include only products with cost variance.
  6. Export Type: Choose the export format: PDF, CSV, or Excel.
  7. Include Header: Enable this button to include the header. 
  8. Send As Email: Enable this toggle button to send the report to the email ID. The Email Address field will appear. Enter the email ID(s) and click "Send Email."
6. Refresh: This button will help you refresh the data displayed in the Cycle Count Report.
7. Save (Reconcile): This button will help you apply the verified cycle count data to the inventory. No inventory movement will be applied until this button is clicked.

                                    Figure 4.4
  1. Clicking on "Confirm" will ensure that the Cycle Count is applied to the inventory levels. If the products with variance are applied, the system will adjust their inventory. Click on "Cancel" to discard the Save (Reconcile) process.

8. Review: This button lets you review the cycle counts. See Figure 4.0. Check the "Reviewed" checkbox to mark the cycle count as reviewed. 


                                                              Figure 4.5

9. Add Notes: This button lets you add notes to the cycle count that has been done. It will also show the employee or user who added the note. 


                                              Figure 4.6
  1. Add Notes: Click the "Add Notes" button. The Notes screen will appear. Enter your notes in the Note1 field. 
  2. Save: Click this button to save the notes you have entered. 
  3. Add Notes: Use this button to add multiple notes.
Table Column:
  1. Name: This column gives the name of the product.
  2. UPC: The UPC of the product that is scanned during the cycle count is in this column. 
  3. Scanned: This column will show green if the item was scanned and red if the item was entered manually.
  4. Counted: This column will show green if counted manually or scanned and red if it has not been entered.
  5. Backroom Count: This column displays the values of items scanned and counted in the backroom.
  6. Floor Count: This column displays the items counted on the floor.
  7. User Adj Count: This field can be edited prior to submission if an item was missed.
  8. Total Count: This column displays the total values in the Backroom Count, Floor Count, and User Adj. Count.
  9. Other Adjustments: If any other adjustment is needed, it is mentioned in this column.
  10. Adj Total Count: Adjusted Total Count is the sum of Quantity Sold, Breakdown Quantity, and Total Count.

4.2 Viewing Item Activity / Scan Order / User Adjusted Count History

Please follow the steps below to view the Item Activity/Scan Order/User Adjusted Count History. 
  1. Click the UPC of any product for which you want to view the Item Activity / Scan Order / User Adjusted Count History. 

                                                                         Figure 4.1.0
  1. The Item Activity / Scan Order / User Adjusted Count History screen will appear, as Figure 4.1.1 shows, including the details, if any.
                                                                                    Figure 4.1.1

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