Running a Cycle Count
A cycle count is a scheduled physical verification of stock in a specific location or for a specific set of items. Unlike a full stocktake, cycle counts are done continuously throughout the year — a subset of locations is counted each week.
Creating a count session
- Go to Cycle Counts and click + New count
- Select the facility and the locations or items to count
- Assign counters (the people doing the physical count)
- Open the session — status changes to In Progress
During the count
Counters visit each location and record what they physically find. For each count line:
- Location — where the count is being done
- Item / Lot — what’s being counted
- Expected Qty — what the system thinks should be there
- Counted Qty — what the counter actually finds
Counters should record what they see, not adjust to match the expected quantity.
Count statuses
| Status | Meaning |
|---|---|
| Open | Session created, counting not yet started |
| In Progress | Counting underway |
| Completed | All lines counted, ready for review |
| Posted | Variances have been posted to the ledger |
| Cancelled | Session abandoned |
Reviewing results
When counting is complete, review lines with variances (shown with a red Variances badge on the session). Variances are the difference between expected and counted:
- Positive variance — more on hand than the system shows
- Negative variance — less on hand than the system shows
Investigate significant variances before posting — they may indicate theft, damage, or a recording error.