Inventory Counting Steps - Overview

The following steps describe the generalized process that conforms to the system enforced steps for conducting inventory counts. Submitting and initiating counts can be done while the store is open (can be configured on or off). However, a warning message is displayed if you are performing an inventory count while the store is open. Xstore will automatically adjust for inventory changes during the count process. Sales and returns are calculated into the counts. It is recommended that all inventory movements are suspended while an inventory count is underway if the store is open.

For retailers that use Location Based Inventory with multiple Location ID’s you can specify the Location ID when performing physical, supply, or cycle counts and the Store Layout.

Note:

The prompt for Location ID (Always or Ambigious) will only display for retailers that have enabled tracking of movements. If the system is not configured for this (Never prompt), the prompt/field for Location IDs is not shown.

The initial step is to find an existing Inventory Count document, or to create a new document if allowed by your store policy. Once the Inventory Count document is located, perform the following steps:

1. Generate Count Sheets for the Inventory Count document. This step applies to a Physical Count type only. Skip this step for Cycle Count and Supply Count sheets since they are generated automatically for the Inventory Count document.

2. Print the count sheet(s). Depending on your store policy, this step may be optional, or performed at another time in the counting process.

   Note:

   Print the count sheet (s) option may be unavailable depending on your store's configuration.

3. Initiate the count for the selected Inventory Count document BASED ON SECURITY PRIVILEGE. This step is usually performed on the day of the count and takes a snapshot of the current inventory ledger. It is only performed when the store is

   online. The count must be initiated before the count quantities can be submitted (posted). This step allows your count to be compared to the system-expected quantity. Any variances between your count and the system-expected quantity are reported, allowing you to resolve any discrepancies through additional counting cycles.

4. Perform the actual count of the items and enter the quantities into the system. Depending on your store policy, you may be able to perform this step before initiating the count. However, even though you may be able to enter your counts into the system, you cannot submit the count until the initiation step is performed.

5. Submit the count. Your count is compared to the system-expected quantity captured during the initialization process (step 3).

6. Perform a recount if there is a variance between the system-expected quantity and the count quantity:

   • If your system is set up for automatic variance processing, Xstore automatically creates a second count cycle for you, with only the items you must recount. If the second count results in any variances, the system creates another count cycle automatically, and continues to create as many cycles as needed to resolve any discrepancies, up to the maximum number of cycles allowed by your store policy.

   • If your system is set up for manual variance processing, the system will not create additional cycle counts automatically. However, you can mark individual sheets to be moved to the next cycle for recounting until the maximum number of cycles is reached, or the count is completed.

7. Complete and post the final counted quantities to update your inventory BASED ON SECURITY PRIVILEGE