Advanced Cycle Counting. Release 9.0.2

Advanced Cycle Counting Release 9.0.2

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Table of Contents Advanced Cycle Counting Overview... 1 RF Versus Non-RF Branches Setup... 1 Analyzing Cycle Count Progress... 2 What Is Included... 2 What Is Not Included... 2 What the Progress Tab Shows... 2 Setting Up Advanced Cycle Counting... 5 Additional Advanced Cycle Counting Options... 8 Adding Supplemental Counts... 10 Advanced Cycle Count Reports... 12 Index... 15 i

Advanced Cycle Counting Overview A standard cycle count verifies that the on-hand quantities for selected inventory items are accurate at a specific branch in your company. Unlike a full physical inventory, a cycle count involves a selection of products at a branch. Companies can cycle count inventory on a daily basis because it requires less effort and involves fewer products. Advanced Cycle Counting verifies that on-hand quantities for selected inventory items are accurate over the course of a specified time, usually a year, within a specific branch or territory. Use the advanced cycle counting tools to define branches or territories, counting time frames, and which products to count by rank at the specified branch. Your selections create a regular schedule by which warehouse personnel must count the indicated inventory. The system provides at-a-glance progress and analysis data throughout the annual counting process so you can track products more accurately. Note: You can use advanced cycle counting for manual warehouses or RF warehouses. If you have an RF Warehouse, use the same setup processes described in this documentation. See RF Versus Non-RF Branches Setup below. Eclipse analyzes your products and counts at run time. If a product was not part of the initial count, then the system adds it to the list of products eligible to be counted. This ensures you are counting everything you wanted to count, including new items that may have been added to inventory since the last analysis. However, if an item changes ranks, then that product stays in that same rank for the entire count cycle. Note: You must be assigned the ADVANCED.CYCLE.COUNT authorization key to manage counts through Advanced Cycle Counting. Users without this authorization key can access the windows in view-only mode. Important: You can use these features in addition to your standard cycle counting. However, while these tools can be used in tandem, the selections of products are separate. Using these counting processes at the same time, may result in duplicating your counting efforts. RF Versus Non-RF Branches Setup Before setting your counts, do the following depending on your warehouse setup: For an RF branch count, set the RF Cycle Count Max Entries to zero (0) to disable that feature. For a non-rf branch count, cancel any phantom processes for Random Cycle Count Generation. Review the following for more information: Setting Up Advanced Cycle Counting Additional Advanced Cycle Counting Options Adding Supplemental Counts Analyzing Cycle Count Progress 2016 Epicor Software Corporation. All rights reserved. 1

Analyzing Cycle Count Progress Rel. 9.0.2 Analyzing Cycle Count Progress After setting up the cycle counts you need to use, you can monitor the progress of the current counts being performed, as needed. The Progress tab in Advanced Cycle Counting provides at-a-glance information about the status of your advanced counts. You can review the overall status of the count or review by rank, how the counts are progressing. To keep your standard counts and advanced counts consistent and to respect other settings you have in the system, Eclipse includes and excludes products based on your current settings. Review the following for more information: What Is Included When Eclipse analyzes the count parameters defined, products are included if the following are true: If Activity Days are setup and Open Orders or On Hand Qtys are greater than zero. If the Product status is Stock or Nonstock, then Eclipse checks the Check Shipping Branch Only When Determining Physical Last Activity control maintenance record. If set to Yes, then the shipping branch determines if the product falls within the last activity period defined. If set to No, then the system uses the pricing branch for that determination. What Is Not Included The following products are not included in the count ID you are creating: Misc Charge, Comment, and Lot Item statuses Standard kits. Price lines with Exclude Cycle Count option set in Price Line Maintenance. Product status is Purge and On Hand Quantity is zero. If you select Include Only Branch Stock Items and product status is not Stock. If you select Include Only Branch Stock Items and Branch Stock column is not Yes or Auto. If any products or lines that have the Exclude From Count option selected when setting the cycle count parameters. What the Progress Tab Shows The Progress tab displays the current counts' information with details about the progress of the count. To review progress on a count: 1. From the Physical menu, select Advanced Cycle Count. 2. Click the Progress tab if not already displayed. 3. In the Branch/Territory field, select which branch or territory for the count you want to review. 2 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting The remaining header fields display with the count setup information: Start Count Date End Count Date Projected Counts Displays... the date range defined in the count setup. total number of counts expected in order to complete all counts for the count ID. Note: This number can change as new products are added to the product file or supplemental counts are added. Count Adjustments Product Count Accuracy Net Adjustment Quantity Net Adjustment Amount Gross Adjustment Quantity Gross Adjustment Amount Average Adjustment Quantity On Hand Adjustment Accuracy how many products have been adjusted during the counting process. how exact your on-hand counts are for individual products. This number is the count adjustments multiplied by 100 and divided by the counts completed. (Count Adjustments X 100) / Counts Completed the sum of quantity differences between the system's on-hand quantity and the actual count. the sum of dollar differences between the system's on-hand quantity and the actual count. total difference between the system's on-hand quantity and the actual count. the total dollar differences between the system's on-hand count quantity and the actual count. gross adjustment quantities divided by count adjustments. total original on hand, multiplied by 100 and divided by net adjustment quantity. (Total Original On Hand * 100) / Total Net Adjustment Quantity 4. In the Overall Progress area, review the following: Remaining Days Counts Completed Displays... the number days remaining to complete the count in full. The system uses the following to calculate remaining days: The Remaining Days is the End Count Date minus Today. If Today is greater than the End Count Date, then the Remaining Days is zero (0). This calculation does not include weekends or holidays. how many counts that have been performed. This number is based on the last time the phantom has run. Counts made today may be included in this number. The system loops through all the locations for the selected counts to get the very oldest count date. It compares that count date with the date range on the count selection and if the date is within that range, then the item is considered counted. 2016 Epicor Software Corporation. All rights reserved. 3

Analyzing Cycle Count Progress Rel. 9.0.2 Counts Remaining Displays... number of counts to complete the current count cycle, based on the projected counts. Note: This number may change as the projected counts change. 5. In the Counts by Rank area, review the following: Rank A Rank B Rank C Rank D Additional Ranks By rank, indicates the percentage complete for each cycle count period. You can count by as many ranks as needed. All ranks by which you count display in this section. Note: You may need to adjust the screen size or use scroll bars to have all ranks in the viewable area. Note: All products without a rank assigned are included in the Other rank. 6. Exit the window. 4 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting Setting Up Advanced Cycle Counting Use the Define Products tab from Advanced Cycle Count to select the products you want to count. The system selects the products to include in the count control file based on attributes you define, such as whether to include both stock and nonstock products and which ranks to include. After defining the cycle count parameters, you schedule when and where to generate the counts for your warehouse staff. When creating count IDs, consider the warehouse type you are counting. If you have some branches counting through RF and some branches counting using paper count sheets, you need a different count ID for each one. Once the branches or territories have been selected and saved for a count ID you cannot change it. Additionally, if you have a lot of branches that will be counting their inventory the same, you can create one count ID that all branches can use. You do not need to set up a different count for each one. You can exclude specific products, groups, or lines, as needed, to makes sure that your count is pulling the specific counts you need to handle. To set up advanced cycle count parameters: 1. From the Physical menu, select Advanced Cycle Count. 2. Click the Define Products tab. 3. In the Advanced Count ID field, enter the count sheet number you want to view or click New to create a new count. 4. If you are creating a new count, use the Title field to enter a description of the count, such as Branch 1, YR2015. 5. In the Define Products area, use the fields to define the count parameters. Branch/Territory Start Count Date End Count Date Available Count Days Select the branch or territory for which you want to create a cycle count. Define the date parameters between which you want cycle counts performed. For example, to define an annual count for 2014, enter the following: Start Count Date: 01/012014 End Count Date: 12/31/2014 The total number of days available to count. This is the End Count Date minus the Start Count Date. Users can override this field, if needed, but cannot exceed the number of days available between Start Count Date and End Count Date. The default is 252. Eclipse assumes the following to reach 252 as a default: 365 days in a year. Company is closed on weekend days. Company is closed for eight (8) U.S. holidays. 2016 Epicor Software Corporation. All rights reserved. 5

Setting Up Advanced Cycle Counting Rel. 9.0.2 Only Stock Items with Activity in Last Days Only Nonstock Items with Activity in Last Days Include Only Branch Stock Items Use Rank Number Time frame in which to include stock products with transactions and onhand quantities. Enter the number of days to define the time frame. For example, you are running an annual count, but only want to include all stock products that had transactions or on-hand quantities within the last 90 days only, enter 90 in this field. The system includes only those stock products with activity over the last 90 days. Entering a zero (0) in this field causes the system to ignore product activity and selects all products. Time frame in which to include nonstock products with transactions and on-hand quantities. For example, you are running an annual count, but only want to include all nonstock products that had transactions or on-hand quantities within the last 30 days, enter 30 in this field. The system includes only those nonstock products with activity over the last 30 days. The default value is blank (0). Whether to include only stock items in the count control file. Select this field to include only stock products in this generation of the count control file. Deselect this field to include both stock and nonstock products in this generation of the count control file. If you select this field, the system determines which stock products to include in the count control file as follows: If the product has an on-hand quantity, the product status is Stock, and the value in the inventory Stk column is either - or Y, the system includes the product in the count control file. If the product has an on-hand quantity but the value in the inventory Stk column is N, the system does not include the product in the count control file. If the product does not have an on-hand quantity, the system determines how many times the product was entered on a sales order, purchase order, transfer order, or inventory adjustment during the time period you indicated in the Only Stock Items With Activity in Last (Days) field. If it had activity within the time frame and its product status is Stock, then the system includes the product in the count control file. For example, if you enter 365 days in the Only Stock Items With Activity in Last (Days) field, the system includes any product that was ordered or adjusted at least once in the last year, providing that the product status is Stock. Select the product ranking method number the program uses to select items for counting. The default is 1. The system uses ranking methods assigned to Rank #1 through Rank #5 on the Product Ranking window. 5. In the Number of Counts by Rank area, define how many counts during the selected time frame you want to count each rank item. For example, you are counting your A ranked items four times per year. You want to specify a minimum number of days in between counts, so you are not counting an item too often in the beginning of the cycle. 6 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting 7. In the Exclude from Count area, indicate in you want to exclude one or more of the following from this count ID sheet: Buy Line, Price Line, Sell Group, Buy Group, or Product. 8. In the Branch Detail area, click Detail to display by branch the number of items and counts that will need to be done per day. 9. Click Analyze for Eclipse to use the defined settings and show an analysis of how many total counts, by item, would need to be counted in order to meet the goal of what is set in the Number of Counts by Rank table, taking into account all of the include/exclude options. The results display in the Counts by Branch area to give you a quick snapshot of how your counts will look over the course of the specified time period before saving the count ID to be used. 10. Define additional count selections, as needed. 11. Generate the list of items to count. 2016 Epicor Software Corporation. All rights reserved. 7

Additional Advanced Cycle Counting Options Rel. 9.0.2 Additional Advanced Cycle Counting Options Use the Define Count Selections tab to indicate how you want to generate your counts, such as for RF or non-rf branches or how you want to break up the pick types. The system keeps track of how many counts you have completed and how many you have left. Use the Progress tab to see your current status on your advanced counts. Note: We recommend creating separate count IDs for RF and non-rf branches. To define your count selections: 1. Set up your initial count parameters for advanced cycle counting. 2. Click the Define Count Selections tab. 3. In the Generate area, select the count type: RF Count or Non-RF Count. Note: The Sort By selection is only available for a non-rf count sheet. 4. Use the Include All Location Types field to indicate which warehouse locations are valid for your count selections. 5. Use the Count Selections area to complete your count selections: Area Count Select Options use the Count Type field to select how you want to select: Equally Amongst Ranks - Count according to how you set it up in the Define Products, such as picking three A items each day. Sequential by Rank - Count only by ranks, such as counting all A items first, then counting all B items. Pick Sequence - Pick which products specifically you want to pick on the day. If pick sequences are undefined, then Eclipse uses alpha-numeric by location. 6. Use the Branch table to complete additional selections: Area Pick Select Options define which category you want to pick in which order: Oldest Count Date - If left as null, the system uses zero. Zone - If blank, the system ignores the product zone. Pick Sequence - If left as null, then a blank is used. Note: If the Select Type and Select 1, Select 2, and Select 3 are blank, the system uses Equally Amongst Ranks and Oldest Count Date by default. 8 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting Area Printer Use the Select fields in the table to define for each branch the picker and the printer to which the count sheet should be sent. Branch - The branch at which the count is being completed. Notify User - The picker or warehouse manager to which the notification should be sent when a count sheet is ready for printing or has printed. Sheet Type - Select which types of count sheets you want to print: sheets (pages) or cards. Sheet Sort - Select how you want to sort the counts on the sheet: buy line, price line by description, location by control number, location by price line by description, location by price line by sell group, or location by description. Sheet Page Break - Indicate if you want to include page breaks with lines. The system lists locations breaks by branch. Printer - The printer to which the count sheet should be sent for collection. 7. Add supplemental counts, if any are needed. 8. Click Start Count to begin the counting process. 2016 Epicor Software Corporation. All rights reserved. 9

Adding Supplemental Counts Rel. 9.0.2 Adding Supplemental Counts Use the Supplemental Counts tab to add additional, one-off counts, or recurring counts you want to perform in addition to the normal counting process. For example, you have a HVAC supplies. You create an annual count for all items. However, you also create a recurring supplemental count quarterly to ensure that you have an accurate count on portable air conditioners because of the high demand, regardless of the rank or where in the count process for the branch. You can create additional counts by buy or price line, within a certain location, or limit based on the cost of an item. For example, if you are preparing for an annual return to a vendor and want to count all items for a specific buy line immediately. Note: For non-rf branches, supplemental counts generate a separate Count ID that follows your standard procedure for updating counts. In an RF branch, the counts are added to the normal cycle count. If you have any of the following settings defined in your Define Products or Define Count Selections tabs, the system respects those settings for supplemental counts: Only Stock Items With Activity In Last <xx> Days Only Nonstock Items With Activity In Last <xx> Days Include Only Branch Stock Items Use Rank Number Generate RF Count or Non-RF Count Sort By Include Location Types To create a supplemental count: 1. Set up your initial count parameters for advanced cycle counting. 2. Click the Supplemental Counts tab. 3. Use the following fields to define what you want to count. Branch Buy Line Price Line Product Product Select Code Begin Location End Location Use Rank Number Rank Indicate the specific branch or branches you want to count. Select one or more buy lines you want to count. Select one or more price lines you want to count. Select one or more products you want to count. Select one or more product select codes you want to count. Define the location range you want to count. Default rank defined in the Define Products tab. You can change this if needed. Define the ranks you want to add to the count. 10 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting Cost Basis Minimum Cost Select which cost basis to use to calculate the minimum cost. Enter a cost to limit the count to products with at least that value in the cost. 4. Click Start Additional Count and click OK to create the count list immediately. For RF counts, items display in the Cycle Count screen. For non-rf counts, the system uses the settings on the Define Count Selections tab to determine if a new count sheet is created. New count sheets print to the specified printer or are sent to a user's Your Hold Files. 2016 Epicor Software Corporation. All rights reserved. 11

Advanced Cycle Count Reports Rel. 9.0.2 Advanced Cycle Count Reports In addition to checking the progress for any count ID, you can run two reports to assist in your metrics and to find out where you are in a count process. Branch Summary Report - Shows the progress of the count is at each branch in the count. Products Not Counted Report - Shows which products you have left to count. To run one of these reports: 1. Set up your initial count parameters for advanced cycle counting. 2. From the Reports menu select which report you want to run: Branch Summary Report or Products Not Counted Report. 3. Complete the Phantom Scheduler information. 4. Click OK. What the Branch Summary Report Shows The following columns are included by default on the Branch Summary Report. Branch Projected Counts The branch counting the material. The total number of counts expected in order to complete all counts for the count ID. Note: This number can change as new products are added to the product file or supplemental counts are added. Counts Completed Count Adjustments Net Adjustment Quantity Net Adjustment Amount Gross Adjustment Quantity Gross Adjustment Amount Average Adjustment Quantity Product Accuracy The number of counts performed. This number is based on the last time the phantom ran. Counts made today may be included in this number. The system loops through all the locations for the selected counts to get the very oldest count date. It compares that count date with the date range on the count selection and if the date is within that range, then the items is considered counted. The number of products adjusted during the counting process. The sum of the quantity differences between the system's on-hand quantity and the actual count. The sum of the dollar differences between the system's on-hand quantity of the actual count. The total difference between the system's on-hand quantity and the actual count. The total dollar different between the system's on-hand quantity and the actual count. The gross adjustment quantities divided by count adjustments Gross Adjustment Quantities / Count Adjustments. How exact your on-hand counts are for individual products. this number is the count adjustments multiplied by 100 and divided by the counts completed. (Count Adjustments X 100) / Counts Completed 12 2016 Epicor Software Corporation. All rights reserved.

Rel. 9.0.2 Advanced Cycle Counting On Hand Accuracy The total original on hand, multiplied by 100 and divided by net adjustment quantity. (Total Original On Hand X 100) / Total Net Adjustment Quantity What the Product Not Counted Report Shows The following columns are included by default on the Products Not Counted Report. Branch Product ID Product Rank Start Date End Date The branch counting the material. The internal Eclipse ID for the product. The first line of the product description. The product rank based on the position defined on the Define Products tab. The dates range of the various count cycles, as defined in the Define Products tab, in which no count occurred. 2016 Epicor Software Corporation. All rights reserved. 13

Index A advanced cycle counts checking count progress 2 count select options 8 Define Count Selections tab 8 Define Products tab 5 overview 1 pick select options 8 pick sequences 8 Progress Tab 2 reports 12 supplemental counts 10 C counting inventory, manual environments advanced cycle counting 5 advanced cycle counts checking count progress 2 count select options 8 Define Count Selections tab 8 overview 1 pick select options 8 pick sequences 8 reports 12 supplemental counts 10 Define Products tab 5 cycle counting. manual environments advanced cycle counts checking count progress 2 count select options 8 Define Count Selections tab 8 overview 1 pick select options 8 pick sequences 8 reports 12 supplemental counts 10 W warehouse management, manual counting inventory advanced cycle counting 5 advanced cycle counts checking count progress 2 count select options 8 Define Count Selections tab 8 overview 1 pick select options 8 pick sequences 8 reports 12 supplemental counts 10 Define Products tab 5 2016 Epicor Software Corporation. All rights reserved. 15