Expanded Cycle Counts Information
The parts Cycle Count system has been designed as an alternate method of creating count sheets in the Inventory Count system. It allows dealers to count inventory over a period of time, such as a year, a quarter, or whatever the dealership determines is best. It was designed to be used with the wireless parts inventory system, but this is not mandatory.
For parts to be included they must be active with a non G/L vendor. Any part that is deactivated OR has vendor GL is not included in counts created. The cycle count information is stored in the CYCCNT file.
Configuration
When using cycle counts, check the setting of In Cycle Count, Include Non-Stock (OFC=5) Parts With A Bin in the location's System Settings, which toggles the option of including OFC5 parts that have a bin number on them. This setting is evaluated at the time each count is created, including the final count. If you change the setting in the middle of a cycle the very next count created uses the new setting. If the checkbox is:
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Disabled—cycle count grabs all parts that are status A, that don’t have GL vendor, and the on hand quantity (PMOH) is equal to or greater than 0 (no negative quantities). It skips over parts if the on hand quantity minus the quantity available minus quantity reserved is less than 1 (PMOH – PMQA – PMQR < 1) and the OFC code is 5.
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Enabled—cycle count grabs all parts that are status A and don’t have GL vendor. It skips over parts that have a blank bin (PMBIN = BLANKS) and an OFC code of 5 and the on hand quantity minus the quantity available minus quantity reserved is less than 1 (PMOH – PMQA – PMQR < 1).
The system checks the Date Last Counted on the part (PMDLC). If the date falls into the date range of the count, the part is excluded from the cycle count.
Final Count Logic
The system looks at the parts file (PARTMAST) and build a list of all parts where the date added is greater or equal to the start date of the cycle count. It uses the same setting for In Cycle Count, Include Non-Stock (OFC=5) Parts With A Bin to include or exclude OFC 5 parts with certain conditions (see above).
There is one final check where the system pulls the parts history (PARTHIST) for the part in question to see if there has been an inventory count line entry with the status (PHSTA) of R, a type (PHTYP) of IA, a PO field (PHPO) that contains *CNT#*. If a line is found this means the part has been counted through the count system elsewhere but the count was NOT posted to the General Ledger. These parts are omitted from the final count since they have been counted already. If you post counts to the G/L these IA type lines are not done in history so parts counted and posted to the g/l through another count still show up in the final count.
Dealers should consider adding a manual count after the final count is created using the last count date to build a list of parts to count separately. Because the cycle count system is currently designed to evaluate the IntelliDealer on hand ('net' on hand), parts on reserve could be missed during cycle counts. Also parts that move from one bin range to another could also be missed. There may be a future project to create the final count using the last count date field but it has not been scheduled at this time.
Moving Parts Between Bins
If a part is in a bin that has already been counted, and you move it to a bin that is about to be counted, it will appear on the new count. Essentially you will have 2 counts for it, the original one, and then the one after it is moved.
If a part is on a count further down the list and hasn't been counted, and you move it to a count you are about to do, only one count will appear.
Note: If the option to post to the G/L is used, the counts show as invoices in part history, rather than IA receipt adjustments. In addition, no entry is made if the part count was equal to the on hand.
