CYCLE COUNT GUIDE - Cdn2.hubspot
Product: PDMX for SAP Business One Author: Produmex Document date: January 2014 Document version: 1.3 Document name: Cycle Count Guide CONTROLLED DISTRIBUTION CYCLE COUNT GUIDE JANUARY 2014
Disclaimer This documentation and training is provided to you by Produmex N.V. The documents are neither approved nor in any way acknowledged or endorsed by SAP. For SAP Business One, only the documentation and training officially released by SAP shall be binding upon SAP. SAP shall not be responsible for any content of this documentation and training and this documentation and training shall not be binding upon SAP in any way. The current official SAP Business One documentation and training for SAP Business One is available at http://service.sap.com/sbocustomer/documentation and http://service.sap.com/sbocustomer/training. . Product Guide Cycle Count v. 1 2
Contents Disclaimer . 2 Contents . 3 1. PDMX for SAP Business One . 4 2. Terminology . 5 3. Configuration . 6 3.1. Quality status . 6 3.2. Cycle Count Controller . 7 3.3. Location . 9 3.4. Lost and Found . 10 3.4.1. Warehouse . 10 3.5. Registration . 10 4. Direct Cycle Count . 11 4.1. Count location . 13 4.2. Adjust logistic unit . 19 5. Cycle count . 21 5.1. Cycle count task . 22 5.1.1. Office . 22 5.1.2. Shopfloor . 24 5.1.3. 24 5.2. Cycle count no task . 33 5.3. Cycle count during other operations . 34 6. Process. 36 6.1. Process LostAndFound . 37 6.2. Process Registration . 39 . . Product Guide Cycle Count v. 1 3
1. PDMX for SAP Business One Introduction PDMX SAP Business One extends the standard functionality of SAP Business One with functions to support shopfloor operations in the area of production, packaging, inventory management and logistics (inbound, picking, shipping). PDMX consists of 3 parts: 1. Extensions of existing SAP Business One functions (e.g. article, users, ) 2. An administrative Produmex module offering new office functions for defining e.g. the organizational structure of a company, the creation of inventory reports, definition and planning of delivery routes, the creation of step lists for production and packaging, the creation of pick lists, etc. 3. Finally PDMX offers functions to support the shopfloor operations. These functions are made available on the shopfloor through “thin clients”. This includes touch screens, handheld terminals, through which the operators can execute the production, packaging and logistics operations and transfer the required information transparently to SAP Business One. PDMX also provides connections to data capture (barcode) and print devices (label and document printers). Product Guide Cycle Count v. 1 4
2. Terminology LUID Logistic Unit ID BBD Best Before Date ITRI Item Transactional Information Key. This is a key used to identify a batch, batch number 2, BBD Count during other operations In some processes it is possible to perform a cycle count on the used location. For the moment only the picking process supports the cycle count. . Product Guide Cycle Count v. 1 5
3. Configuration 3.1. Quality status It is possible to set the quality status for cycle count. When the cycle count process need to create stock, it will use this quality status. On the organizational structure is possible to set the quality status on company level. Product Guide Cycle Count v. 1 6
3.2. Cycle Count Controller The cycle count controller can be set on the tabpage ‘Extension parameters’. Auto handle batch? When this option is set, no batch needs to be entered in the cycle count process. The system will try to fill in the batch. If there is only 1 batch on the location, the system will take that batch. If there are multiple batches, the system will take the youngest batch. If no batch is on the location, the system will take the batch defined in the ‘Default batch on auto handle batch’. Allow user to skip count When performing cycle count during other operations, the user is allowed to skip the count. Count location when it becomes empty Count the location if the used location becomes empty (count during other process). Count after number of days When a location has not been counted for the number of days defined here, the location needs to be counted. If the number is 0, this setting is not taken in account. This setting is only used if on location level this setting is not set. Default batch on auto handle batch The batch number to use when there is no batch on the counted location, and if the ‘auto handle batch’ option is set to true. Product Guide Cycle Count v. 1 7
Enter reason when skipping count Does the user need to enter a reason when skipping a count? A count can only be skipped during other operations. Count after number of operations If the number of operations since the last count exceeds the defined number of operations, the location needs to be counted. If the number is 0, this setting is not taken in account. This setting is only used if on location level this setting is not set. Price list for goods issue The price list to use when the cycle count needs to perform a goods issue. Price list for goods receipt The price list to use when the cycle count needs to perform a goods receipt. Allow to select account in case of perpetual inventory? When this is checked, the accouint needs to be selected when processing the cycle count. Show differences during cycle count After counting a location, it is possible to show the differences between the counted items, and the items in the system. Show differences during other operations After counting a location during other operations, it is possible to show the differences between the counted items, and the items in the system. Count type Cycle Count The type of cycle count to use when doing cycle count. Possible values: ‘Lost and Found’ and ‘Registration’ Count type Other Operations The type of cycle count to use when doing cycle count during other operations. Possible values: ‘Lost and Found’ and ‘Registration’ Product Guide Cycle Count v. 1 8
3.3. Location On the location in the organizational structure there is a tabpage for the cycle counting. On the header you can see when the last cycle count was performed, and the user who performed the cycle count. Allow location to be counted during cycle count Is the location allowed to be counted? Allow location to be counted during other operations Is the location allowed to be counted during other operations? Location needs to be counted now When this is set to true, the location will be counted, regardless of the other settings (Number of days, number of operations, ) Count after number of days When a location has not been counted for the number of days defined here, the location needs to be counted. If the number is 0, this setting is not taken in account, and the setting on company level is taken. Count after number of operations If the number of operations since the last count exceeds the defined number of operations, the location needs to be counted. If the number is 0, this setting is not taken in account, and the setting on company level is taken. Locked by The key of the user that is locking the location, because he needs to count the location, or is currently in process to count the location. When a location is locked, it cannot be used in other processes. By clicking the button ‘unlock’ the location is released. Product Guide Cycle Count v. 1 9
3.4. Lost and Found When using ‘Lost and Found’ as cycle counting type, the differences are booked to a location. This means the stock on the counted location will correspond to the actual stock in the warehouse. The Lost and Found location is allowed to have negative stock. 3.4.1. Warehouse When using the cycle count type ‘LostAndFound’, extra configuration needs to be done. A BIN location needs to be created where the stock differences will be booked. On the warehouse definition you need to select this location: 3.5. Registration When using ‘Registration’ as cycle count type, the stock on the location remains the same. The differences will be stored in a separate table. Product Guide Cycle Count v. 1 10
4. Direct Cycle Count Product Guide Cycle Count v. 1 11
To check the correctness of the stock that is kept at the administrative level against the stock that is actually present in the warehouse, PDMX offers a “Direct Cycle Counting” function. This allows the operator to check at regular intervals the actual stock situation in the warehouse and reconcile possible discrepancies between the administrative stock and the warehouse stock by automatically booking “Goods Issues” (in case of negative differences) or “Goods Receipts” (in case of positive differences). The difference between ‘Direct cycle count’ and ‘Cycle count’ is that the ‘Direct cycle count’ immediately books the stock difference in SAP, as the ‘Cycle count’ option first registers the difference, and later on the processing in SAP is done. When the operator has to check the actual stock in the warehouse, he will have to select the “Direct cycle counting” function on the handheld terminal. The system now asks the user to select the cycle count task he would like to perform. Product Guide Cycle Count v. 1 12
4.1. Count location The system will then ask to identify the location for which cycle counting has to be done. After scanning or selecting the location manually, the operator is asked to scan or select an item at that location. The operator can scan the GTIN on the product or the GS1/EAN128 barcode on the logistic unit (in case of a mono pallet) If a location is empty, the user can now click the ‘Stop’ button. Nothing has been counted yet, so this means the location is empty. What happens after clicking the ‘Stop’ button is described later on. In case the operator wishes to select a product manually, the complete item list will open, as it is always possible that any item which has not been registered administratively at that location, may be present there. Product Guide Cycle Count v. 1 13
Next the system asks to identify the logistic unit (SSCC) on which the item is stored or to select “No SSCC” in case the item is not stored on an existing logistic unit. If there is no GS1/EAN128 product barcode on the logistic unit, the system will ask to enter additional information about the product manually, e.g. the batch number, second batch number, and/or the best before date (if applicable) In case there is a GS1/EAN128 barcode on the logistic unit, the system would have recorded this information directly and would only ask the operator to specify the quantity of the product (for cycle counting) purposes. Now the user has to enter the number of products. There are 2 ways to enter the quantity according to the item master data. Item has no packaging types defined: Product Guide Cycle Count v. 1 14
When there are packaging types defined for the product, the system will ask the user to enter the quantity for each packaging type. So if the packaging types for the product are defined as: Then the user will get following screen to enter the quantity: Product Guide Cycle Count v. 1 15
Following the confirmation of the quantity, the system asks the operator whether or not to count an additional item at that location. In case the operator answers yes, the counting process starts anew for the second product. In case the user answers No, the system will calculate whether there is a difference between the quantity of product counted at the location and the registered quantity in the inventory report. If there is no difference, nothing happens. In case there is a difference, this will be shown on the operator’s handheld terminal. Product Guide Cycle Count v. 1 16
In the case the difference is positive, the handheld will show a blue arrow pointing upward or the counted item is new for this location. In this case the handheld will show a green arrow pointing upwards to the right. Additional items that are counted at a certain location but which are not on one of the registered logistic units at that location, will get the default “Quality status cycle counting” that is defined in the “organization structure” under defaults (usually this is “Quarantine”). Product Guide Cycle Count v. 1 17
It is also possible that there is a negative difference after cycle counting (i.e. less stock at the location than registered in inventory). In this case the handheld will show a red arrow pointing downwards to the right and add a minus sign before the quantity. The operator can always reverse the cycle counting process by pressing the left arrow key. He will then get a warning that all the data entered will then be lost. This will then return the operator to the “scan a product” screen and the differences will not be booked in inventory If, however, the operator presses the right arrow key, the differences are confirmed and registered as either a “Goods Receipt” (positive difference) in the Inventory Transactions function of SAP Business One, or as a “Goods Issue” in case of negative difference. The pricelist defined on the Cycle count controller is used on these documents. Product Guide Cycle Count v. 1 18
4.2. Adjust logistic unit When using option to adjust a logistic unit, the user is asked to identify the SSCC he wants to adjust. After identifying the SSCC, the system will show all the items stored on the SSCC. The user can now select the item on the SSCC he wants to adjust. Product Guide Cycle Count v. 1 19
The quantity of the item on the SSCC can be adjusted. Again there are 2 ways to enter the quantity according to the item master data. Item has no packaging types defined: When there are packaging types defined for the product, the system will ask the user to enter the quantity for each packaging type. So if the packaging types for the product are defined as: hen the user will get following screen to enter the quantity: After entering the quantity, a message is shown: . Product Guide Cycle Count v. 1 20
5. Cycle count This type of cycle count will not directly book the differences into SAP. Only in Produmex the differences are booked. Processing those differences is done seperatly from the actual count on the handheld device. Product Guide Cycle Count v. 1 21
5.1. Cycle count task 5.1.1. Office Tasks can be made for the cycle counting process. This allows users to plan the cycle counting. This screen is used to create cycle count tasks. It will set the property ‘Needs to be counted now’ on the location to true. The settings on this screen can be used to limit the locations that will need to be counted. Product Guide Cycle Count v. 1 22
Pick locations, non-pick locations, reception dock, shipping dock, production lines Select the type of locations to perform the actions on. Only when cycle count requirements are met When this setting is set to true, the cycle count settings (like number of days, number of operations, ) on location and cycle count controller are checked. Only locations where these requirements are met will be used to perform the actions. Warehouse Select the warehouse. If no warehouse is selected all warehouses are used. Zone After selecting a warehouse, all zones in this warehouse will be listed here. Select a zone to only use the locations in this zone. If no zone is selected, all zones are used. Location If you want to perform the action on just 1 location, you can enter the location code. Lock location for user Select a user to lock the locations for. If no user is selected, the location will not be locked. When a user is selected, the locations that are found using the entered selection criteria will be locked for this user. This means stock on these locations cannot be used. And only the user can perform the cycle counting task on the handheld device. This option can be used to divide the cycle counting task for users. Remove count task from selected locations If this is set to true, the property ‘Needs to be counted’ on location will be set to false. Remove lock from selected locations Remove the lock on the selected locations. Product Guide Cycle Count v. 1 23
5.1.2. Shopfloor On the handheld device the user needs to select the option ‘Cycle Count’ and then ‘With task’ 5.1.3. * All screens regarding the cycle count will have the prefix ‘Cycle count: ‘ on the screen title. This is done because when the user needs to perform cycle count during other operations, it is visually clear that he is performing a cycle count. If there are no locations to be counted, the following message is shown: Product Guide Cycle Count v. 1 24
Now the user needs to select the zone of the location he wants to count. Only zones with locations to be counted are shown here. After selecting the zone, the user can select the location to count. Only locations that need to be counted and have no locking, or are locked for the current user, are shown. After the user has selected the location, this location will be locked for this user. No other user will see this location in the list of locations to be counted. * Remark: When the cycle count type is ‘Registration’, the system will check if there are open registrations. If so, the user will be asked what to do. Clicking ‘Yes’, the previous registrations will be cleared, and only the new registrations will be used. Clicking ‘No’, the new registrations will be added to the already existing registrations. Product Guide Cycle Count v. 1 25
The user has now 2 options. He can either count everything or he can just count the number SSCC’s on the location. 5.1.3.1. Count everything When the user selects the option ‘Count everything’ he needs to count all the items on this location. He needs to provide all the details of the stock. He first needs to identify the SSSC the product(s) are on. If there is no SSCC present he can click the button ‘No SSCC’. If the location is empty he clicks the button ‘Location is empty’. Product Guide Cycle Count v. 1 26
After clicking ‘Location is empty’ the user is asked to confirm if the location is empty. After confirmation the list of differences is shown (if configured). When proceeding, the differences are booked according to the type of cycle count (Lost and Found, Registration). After scanning an SSCC or clicking ‘No SSCC’, the user needs to scan the product barcode. If no barcode is present, he can select the product from a list. This list contains all the products. Product Guide Cycle Count v. 1 27
If there is no GS1/EAN128 product barcode on the logistic unit, the system will ask to enter additional information about the product manually, e.g. the batch number, second batch number, and/or the best before date (if applicable) In case there is a GS1/EAN128 barcode on the logistic unit, the system would have recorded this information directly and would only ask the operator to specify the quantity of the product (for cycle counting) purposes. After the batch information has been entered, the system will check if the combination of batch/BBD is known in the system. If this is not the case, the user needs to confirm that the batch/BBD is not known. This is done to limit the input of incorrect data. Product Guide Cycle Count v. 1 28
Now the user has to enter the number of products. There are 2 ways to enter the quantity according to the item master data. Item has no packaging types defined: When there are packaging types defined for the product, the system will ask the user to enter the quantity for each packaging type. So if the packaging types for the product are defined as: Then the user will get following screen to enter the quantity: After entering the quantity, the user can input the data for the next item on the location. The user repeats all steps until he has entered all the products on the location. Now the user has to click the button ‘Stop’, to calculate the differences. Product Guide Cycle Count v. 1 29
In the case a user does not click ‘Stop’, but he wants to go back, the system will check if the user already has entered stock. If this is the case, the system will ask the user if he wants to go back. When clicking ‘Yes’, the list of counted stock will be cleared, and no bookings will be done. This can be considered a ‘cancellation’ of the counted stock. When the user has clicked ‘Stop’, a confirmation to stop the cycle count is asked. When clicking ‘No’, the user can proceed to enter other products on the location. If the user clicks ‘Yes’, the differences will be shown (If configured). When proceeding, the differences are booked according to the type of cycle count (Lost and Found, Registration). Product Guide Cycle Count v. 1 30
5.1.3.2. Count SSCC When the user selects the option ‘Count SSCC’ he needs to count all full logistic units on the location. * Full logistic units in the system are SSCC’s where no stock has been removed yet. The user needs to enter the number of full SSCC’s. If the number of entered SSCC’s corresponds to the number of full SSCC’s in the system, the user needs to enter the data for the partial SSCC’s. With the button ‘Location has no partial SSCC’s’, the user can indicate no partial SSCC’s are on the location. The user needs to confirm this action. If there are partial SSCC’s on the location, the normal process of cycle count (as described in ‘Cycle count task – Count everything’) is performed for those products. Product Guide Cycle Count v. 1 31
If the user enters an incorrect number of full SSCC’s, he will need to perform a complete count of all the stock on the location. The normal process of cycle count (as described in ‘Cycle count task – Count everything’) is performed. Product Guide Cycle Count v. 1 32
5.2. Cycle count no task When using the option ‘No task’, the user will need to scan or select a location. All locations with the option ‘Allow to be counted during cycle count’ set to true for are allowed. After identifying the location, the normal process of cycle count (as described in ‘Cycle count task’ after the selection of the location) is performed. Product Guide Cycle Count v. 1 33
5.3. Cycle count during other operations When the cycle counting needs to be done during other operations, the user will be informed he needs to perform a cycle count of the location. After clicking ‘Ok’, the user needs to scan the SSCC. An extra button has been added when it is configured the user can skip the count. After clicking ‘Skip count’, the user needs to confirm his action. If configured, the user will now need to enter a reason why he is skipping the count. Product Guide Cycle Count v. 1 34
When the user is not allowed to skip the count, but he clicks to go back, he is informed he cannot skip the count. When the user is not skipping the count, the normal process of cycle count (as described in ‘Cycle count task’) is performed. Product Guide Cycle Count v. 1 35
6. Process On the Produmex menu there is an option to process the counted data. When clicking the menu entry, the following form is shown: This form shows all the differences counted according to the cycle count type. Warehouse The warehouse where the cycle count was performed. Remarks Remarks to be added to the issue and/or receipt. Posting date The posting date of the issue and/or receipt. G/L Account receipt/issue The G/L account to use for the issues and/or receipts. (This only needs to be set when using Perpetual Inventory and if this is set on the controller) Product Guide Cycle Count v. 1 36
6.1. Process LostAndFound If there are multiple rows in the list, and the user doesn’t want to process all the data, he can select those rows and press ‘Delete’ on the keyboard. This deletes the entries from the list to process. (The data is not deleted from the database) It is possible to adjust the quantity in the grid. So if the quantity on a row is 64, the user can change it to for example 20. So when processing that row, only 20 is processed. The remaining -44 can be processed later. The location in the location column is the Lost and Found location defined on the warehouse. A negative quantity means that there is not enough stock in the system. When processing this, a goods receipt will be booked to add stock to the system. A positive quantity means that there is too much stock in the system. A goods issue will be booked to correct this. If the user clicks ‘Update’, all rows in the grid will be processed. After processing, the system will inform the user the processing has been done. Product Guide Cycle Count v. 1 37
After processing, the list will be refreshed. If the user has deleted some rows, they will appear again in the list. * Please note that goods issues can only be performed if the stock is not currently locked. If this is the case, the locking should be removed before processing the cycle count. Recommendation when using cycle count type ‘LostAndFound’: If cycle counting during other operations is used, or cycle counting is performed while other processes (Picking, production, ) still take place, it is recommended to regularly process the counted locations. For example: In the system there is no stock in the system of ProductA. Location A1 is counted, and 10 pieces of ProductA are found. On the LostAndFound location, the stock of ProductA is -10, and on location A1 there will be 10 pieces. The sum of that stock is 0, and that corresponds to the stock available in SAP. Because there is now 10 pieces of ProductA on location A1, it is possible to make a pick list for this stock, and pick the items. But when the user will try to ship the items, an error will occur, because the stock is not known in SAP. So the processing of the cycle count needs to be done first. A goods receipt of 10 pieces of ProductA will be booked, so the stock in SAP will contain 10 pieces of ProductA. Now the shipping of the pick list can be performed. Product Guide Cycle Count v. 1 38
6.2. Process Registration If there are multiple rows in the list, and the user doesn’t want to process all the data, he can select those rows and press ‘Delete’ on the keyboard. This deletes the entries from the list to process. (The data is not deleted from the database) It is possible to adjust the quantity in the grid. So if the quantity on a row is 32, the user can change it to for example 20. So when processing that row, only 20 is processed. After processing the remaining 12 will not re-appear in the list. This registration is now processed. The location column contains the counted location. Contrary to the cycle count type ‘LostAndFound’, the processing of the positive and negative quantity is done oppositely. A positive quantity means that there is not enough stock in the system. When processing this, a goods receipt will be booked to add stock to the system. A negative quantity means that there is too much stock in the system. A goods issue will be booked to correct this. If the user clicks ‘Up
Cycle Count Guide . CONTROLLED DISTRIBUTION CYCLE COUNT GUIDE JANUARY 2014 . Product Guide Cycle Count v. 1 2 Disclaimer This documentation and training is provided to you by Produmex N.V. The documents are neither approved nor in any way acknowledged or endorsed by SAP. For SAP Business One,
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