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Using Cycle Counts to Audit Parts Inventory
Using Cycle Counts to Audit Parts Inventory

Learn How to Set Up Cycle Counts to Keep Your Inventory Up to Date

Rick Boggs avatar
Written by Rick Boggs
Updated over 5 months ago

Overview

Cycle counting makes it easy for you to audit your inventory and ensure the quantity of parts in Limble is accurate. Setup cycle counts to validate your inventory by picking how often and how many parts you want to validate at a time.

Cycle counts give you a structure to quickly and easily audit your inventory to ensure you always have the right parts for your technicians when they are needed.

Read more about how to set up and complete cycle counts.

Table of Contents

Setup and Configure Cycle Counts

Complete a Cycle Count

View and Report Changes in Inventory

Watch the Video Tutorial

Setup and Configure Cycle Counts

  1. Navigate to the Manage Parts screen and click Cycle Counts > Configure Cycle Counts.


    The Configure Cycle Counts screen displays where you set:

    1. The cycle count schedule.

    2. How many parts you want to count at a time who it should be assigned to.

    3. Which parts you want to be included in the cycle count.

  2. Select values for the following fields to configure the cycle counts.

Field

Description

Setup Schedule

Select how often and when you want the cycle count to trigger. When it triggers, it will create new tasks in Limble prompting your team to check inventory levels.

  • Click the Pencil icon to edit or the Add Cycle Count Schedule button to add a schedule for a new count.


    Enter or edit values for the following options.
    ​

    • Daily

    • Weekly

    • Monthly

    • Yearly
      ​

  • Note: For each of these options, you can specify how often you want to run the task and a time to complete it. To delete a specified time, click X.

or

  • Click the calendar icon to specify or change the date for the task to start.

Configure Tasks

Configure the tasks:

  • Enter values for the following:

    • How many parts do you want to count at a time?
      ​

    • Broken up in parts < > per task.
      For example, a value of 100 parts broken into 25 parts per task, generates 4 tasks with 25 parts.
      ​

    • Note: You can add a maximum of 500 parts on a single task.

  • Assigned To: Select a role to assign the tasks to when created.

Advanced Settings
​
​

If needed, make the following additional selections:

  • Include/Exclude: Choose the option to include or exclude parts.
    ​

  • Field: Select a Field for Parts that you want to filter by.
    ​

  • Value: Enter in a value for the Field selected.
    ​

    • Note: For this filter setting option, all parts have to meet the selected criteria. For instance, you can not have two filters with the same field and different values. For example: Include parts that have Part Location with a Value of Warehouse 1 and Parts that have Part Location with a Value of Warehouse 2. If you need to do this, create two separate Cycle Count Schedules for each Warehouse.

3. Click Close.
​ The cycle counts are generated based on the specified schedule and the

selected criteria.
​

Complete A Cycle Count

Once a cycle count task is generated, open the task to begin the inventory counting process. (Note: parts Included in a cycle count are ordered by the location field.)
​

  1. Open the Task to view the Cycle Count screen.

  2. Enter quantities for each of the selected parts.

  3. Click Complete. Once the cycle count is completed, it updates the inventory to reflect the quantities entered.
    ​
    ​Note: There are two important notes about cycle counts while there is an open task.

  • If units get used: The cycle count task always shows the correct number of parts and updates that number in real-time. That means that if a cycle count for part A starts with a quantity of 10 units, and when a technician takes 2 units(while the task is open), the cycle count for part A will show the updated quantity of 8 units.
    ​

  • If more units are received: In the rare case that more inventory is received during a cycle count, the received inventory might get overwritten. For example, you may see that part A has a quantity of 8 units and enter that information. At the same time at the other end of the warehouse, a coworker may receive 10 more of part A (which would now add up for a quantity of 18). However, Limble will always consider the manually entered cycle count (in this case, 8) to be the correct “truth”.

View and Report Changes in Inventory

There are multiple ways you can view and report the changes to your inventory. You can:

  • View cycle count tasks or

  • View a specific part log to see any manual adjustments that were a result of a cycle count
    ​

View Cycle Counts

  1. Navigate to the Manage Parts screen and click Cycle Counts > View Cycle Counts.
    ​


    The list of the recently added Cycle Count Tasks display.

View manual adjustments from Cycle Counts by going into the Part Viewer screen and clicking on Log.

  1. Click a part.
    The Part Viewer screen opens.
    ​

  2. Click the Log tab.
    Limble lists the adjusted part quantities with dates and details.

Watch the Video Tutorial

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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.

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