Cycle inventories

Cyclic inventories allow you to check your warehouse stock continuously and without interrupting the daily operation. The system divides the count by racks and areas, assigns specific personnel and automatically compares the quantities counted against those recorded in the system.

Roles and permissions

There are two roles within the cycle counting module. Each has specific actions within the system.

Main screen - Administrator

When entering the module Cycle Inventory, The administrator sees the list of all the cycles registered in the system.

This screen includes the following elements:

• Advanced search using filters to locate specific cycles.
• Button to create new inventory cycles.
• Table with relevant information: cycle identifier, client (if applicable), status and other data.
• Menu of actions per cycle: edit, cancel, activate or consult the detail.
• Button to generate a general report, considering the filters applied.

Create or edit an inventory cycle

Click Create Cycle Count from the main screen. A form will open with four sections that you must complete in order.

1. Basic information. Enter a name or identifier for the cycle.
2. Quantity visibility. Enables or disables the Display quantities to personnel during counting. If you disable it, the staff will perform a blind count and will not see the quantities expected from the system.
3. Type of count. Choose from Per rack o Per customer. If you select by customer, an additional field will appear to select the corresponding customer.
4. Assign racks. Search and select the racks that will participate in the cycle. For each selected rack, assign the responsible staff member using the assignment dropdown. You can navigate between pages if there are many racks available.
5. Click Create cycle to save and create the cycle

Blind counting hides expected quantities to prevent personnel from being influenced by system data during physical counting.

Monitor cycle progress

By clicking on a cycle from the list, you access its detail view. The header shows the general information: client, type of movement, status, personnel involved and date of creation.

• Header with general cycle information (name, state, dates).
• Basic search engine to locate specific racks within the cycle.
• Table with assigned racks, showing: rack, assigned personnel, total areas, completed areas and pending areas.
• Option to consult the detail of each rack and its areas with associated SKUs.

Review results by rack and area

Clicking on View areas within a rack opens a window with the detail of each area. The areas are displayed as expandable accordions, identified by their code (e.g. 1-B-2).

For each expanded area you will see:

• Area status, start and end dates, and total count duration.
• Product summary: total counted / matches / differences, shown in green and red.
• Comment recorded by staff during the count, if any.
• The table of products within each area shows:

Column	Description
SKU	Product identification code.
Batch ID	Identifier of the lot to which the product belongs.
Quantity in stock	Quantity registered in the system.
Quantity counted	Quantity physically counted by staff.
Difference	Difference between the two amounts. Displayed in red if there is a discrepancy.
State	Coincides if the quantities are equal, Difference if there is a discrepancy.

Main screen - Staff

Personnel access the cycle counting module from its menu. He only sees the cycles assigned to him, presented as cards with the following information:

• Cycle name and status (e.g., In Progress).
• Client, assigned personnel and date of creation.
• Total areas and progress: how many racks have been completed out of the total.

Use the search engine with filters to locate a specific cycle when you have several assigned.

Cycle detail

By selecting a card, you access the cycle detail view. This shows a general overview (status, customer, personnel and date) and the list of assigned racks. For each rack you can see:

• Rack number and status (Completed or Created).
• Total rack areas and SKUs.
• Progress: how many areas have been completed out of the total.

Click on the right arrow of a rack to enter and start counting.

Perform product counting

Once inside a rack, the system displays the currently selected area and the list of products to be counted.

1. Select the work area inside the rack. The system indicates which area you have active at the top of the screen.
2. Check the list of products in the area. Each card shows the image of the product, its SKU, the barcode and the expected quantity of the system (only if the cycle is not blind).
3. Enter the quantity counted in the empty field of each product. You can scan with the scanner gun or activate the camera of the device using the icon in the upper right corner of the screen.
4. If you need to leave a comment, tap on the comment in the upper right corner to add a note to the area.
5. When you have registered all the products in the area, tap End rack to complete the count and advance to the next rack.

Complete all areas of a rack before moving on to the next rack to keep the count orderly and avoid scattered outstanding areas.

Cycle states and their meanings

State	Meaning
Created	The cycle was set but the count has not yet started.
In progress	The count is ongoing. At least one rack has already been initiated by staff.
Cash	All racks have been counted. The administrator has not yet processed the results.
Recalculated	The administrator processed the results and updated the stocks in the system.
Completed	The cycle was completed and closed correctly.