Cycle counts / stock takes

Cycle counts are used for regular checks of inventory levels. Here’s an overview of how they work:

  • A new count is created, or a previous one is cloned.

  • Stock counters choose warehouse locations by scanning a barcode (or by keyboard if a scanner is not available).
  • Then they scan the inventory items at the location (or do a manual search by keyboard).
  • Having moved from location to location capturing the relevant inventory quantities, they submit the count for review by a manager.
  • When the manager approves the count, inventory levels are updated in Brightpearl.

Counts have the following statuses:

  • Ready: you’ve just created a count but have not started.
  • Counting: you’ve clicked ‘count’ to start.
  • Ready for review: you’ve submitted a count for review by a manager.
  • On hold: You’ve ‘parked’ a count while you get on with something else.
  • In review: A manager has opened the count and started the review process.
  • Updating channel: The count review has been approved and WMS is doing work updating Brightpearl.
  • Completed: WMS has finished updating Brightpearl with new stock levels.
  • Completed with errors: There were issues with the Brightpearl update.
  • Cancelled: The count was cancelled
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Types of cycle counts

Location
Check all stock in a given location, or group of locations.


Brand
Check all stock for one or more brands.

Category
Check stock for one or more categories.


Top sellers
Check stock levels of items sold most often (as calculated by goods out notes). There’s a higher risk that the stock levels are incorrect for these items as they will have been moved around the most. Once you’ve selected a ‘top sellers’ count, choose the calculation dates ‘from’ and ‘to’, along with the ‘number of items to count’ and then click ‘Get top selling SKUs’ button at the top.

High value
Check stock levels of your highest cost value products. Incorrect stock levels for these items would impact your business the most if they were incorrect. Once you’ve selected to create a ‘High value’ count, choose the relevant price list (usually a cost price list), how many items to include in the ‘Top value SKU count’ field and then click ‘Get High Value SKUs’ button at the top.

Special selection
This type of cycle count lets you add items one by one, or in a batch. You can filter items by SKU (or part-SKU), Name, Brand, Vendor, Category or Type. A special selection stock count is automatically created for you for a single SKU when you perform a spot check or inventory change elsewhere in WMS.

Creating a cycle count (managers only)

  1. From the Stocktake > Counts screen click New count

  2. Choose the type of stock count (see later for more detail on what each type means).
  3. Optionally choose to assign the count to someone, and give it a reference.
  4. Choose to Reveal guide … the guide tells someone where to go and what to count. If you’re showing the guide, then choose the options for the guide on the right. You’d usually want to show the location on the guide. WMS never shows expected stock levels on the guide, to make sure the user counts stock each time.
  5. Create the count for a date in the future if you need.

  6. If you’re going to start counting now, click Create and Count otherwise choose Create and exit
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Tip : Counting can be monotonous, leading to stock takers forgetting to change location as they move around the warehouse. To combat this, a unique location reminder beeps every so often to alert stock takers. A popup is also shown over the count screen. Choose how often the location reminder shows when you create the count.

Cycle count guide

The guide shows all the items on the cycle count and is useful as a 'todo list' for warehouse associates to follow. If you add location to the guide, items will be sorted by location. If you add SKU to the guide, items are sorted by SKU (even if you have a location).

Click To-do during a cycle count to show the guide.

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