Mobile Cycle Counting

Mobile cycle counting lets you verify physical inventory on the warehouse floor using barcode scanning and real-time data entry. Count stock levels anywhere in the warehouse, work offline when connectivity is limited, and sync directly with desktop cycle count sessions.

Permission Required: Cycle Count (Security ID 266)

Understanding Mobile Cycle Counting

Mobile cycle counting brings the counting interface to the shelf. Scan barcodes, verify quantities, and handle variances without returning to a desktop workstation.

Key Benefits:

• Barcode scanning: Quickly identify items and locations using camera or Bluetooth scanner
• Offline capability: Count inventory without active network connection using local storage
• Real-time entry: Record physical counts immediately at the shelf or bin location
• Variance detection: System highlights discrepancies between expected and actual quantities
• Desktop integration: Mobile counts sync directly with desktop cycle count sessions

Mobile vs Desktop:

• Mobile focuses on data collection (scanning and counting)
• Desktop provides variance analysis and approval workflows
• Both methods share the same underlying cycle count data
• Mobile counts appear in desktop as editable count sessions

How Mobile Cycle Counting Works

Workflow Overview

Mobile cycle counting follows a simple scan-count-review-close pattern:

1. Start Count Session: Select warehouse and begin new count or continue existing
2. Scan Items: Use barcode scanner to identify items and locations
3. Enter Quantities: Record physical count for each item/location combination
4. Review Lines: View all counted items, edit quantities, remove errors
5. Close Count: Submit count to system for variance processing and posting

Count Types

When starting a new count, select a count type from the dropdown:

Step-by-Step Mobile Counting

Starting a New Count

1. Navigate to Inventory > Cycle Count
2. Select your warehouse from the header link (centered below the page title)
3. Choose a Count Type from the dropdown (Blind, Edit Count, Fast Movers, etc.)
4. Tap “Run Cycle Count” to begin the session
5. Wait for the system to create temporary count storage.

Status Message:

• “Record stock levels for items. Close the cycle count when done.”

Scanning and Counting Items

The Count tab shows the data entry form. Use the Filter Item / Desc field at the top to search, or scan directly.

1. Tap the Item field or use Scan in the bottom toolbar to activate the barcode scanner
2. Scan item barcode or select from the item dropdown
   • System validates item exists in database
   • Automatically populates item description
3. Tap the Location field
4. Scan location barcode or select from dropdown
   • System validates location exists in selected warehouse
5. Enter Units counted (physical quantity)
6. For serialized items (fields appear dynamically):
   • Enter Serial/Lot number
   • Enter Alt Serial if alternate serial tracking enabled (Admin Option 290)
7. Expand More Options for additional fields:
   • RFID — RFID tag identifier
   • UOM — Unit of measure override
8. Tap “Add” in the bottom toolbar to save the count line

Bottom Toolbar: Cancel | Scan | Submit | Add

Validation Rules:

• Item ID must exist in parts master
• Location must exist in selected warehouse
• Serial numbers validated against existing inventory for tracked items
• Cannot duplicate serial numbers within same count session

Working Offline

Mobile cycle counting supports full offline functionality using local device storage:

Offline Capabilities:

• Record counts without network connection
• Access cached item and location data
• Store count lines locally until reconnection
• After reconnecting, open the Review tab and tap Submit to post the count

Best Practices:

• Sync inventory cache before going offline (Settings > Reset Cache)
• Cache refreshes automatically on warehouse change
• Local storage persists across app sessions
• Clear old transactions if storage fills (Settings > Clear Transactions)

Reviewing Count Lines

The Review tab (next to the Count tab) shows all recorded count lines:

1. Tap the Review tab at the top of the Cycle Count screen
2. View all recorded count lines showing:
   • Item ID and description
   • Location
   • Units counted
   • Serial numbers (if applicable)
3. Edit quantity: The Units field is directly editable in-line — tap and change the value
4. Use the Filter Lines field to search by item or location
5. Reset Count at the bottom of the list clears all recorded lines

Review Features:

• In-line quantity editing (no tap-to-expand required)
• Filter by item or location
• Reset entire count if needed

Handling Variances

When editing an existing count generated from desktop, the mobile app highlights variances:

Status Indicator:

• “Editing a previous cycle count.” - Desktop count loaded for mobile editing

Variance Workflow:

1. Desktop generates count with expected quantities
2. Load count in mobile using Reference Number
3. System displays expected vs. counted quantities
4. Enter actual physical count in Units field
5. System calculates variance automatically
6. Submit count to send for variance processing

Variance Types:

• Overage: Counted quantity exceeds expected (generates receipt)
• Shortage: Counted quantity below expected (generates issue)
• Match: Counted equals expected (no adjustment needed)

Closing the Count

When counting is complete, submit the session for processing:

1. Tap “Submit” in the bottom toolbar
2. Confirm when prompted: “Would you like to close this count?”
3. Note the Cycle Count Reference Number.
4. Verify the success message: “Cycle Count (CC-XXXXX) posted to IPOL.”
5. Sign the transaction slip if signatures are enabled.

What Happens on Submit:

• Mobile count transfers to desktop cycle count system
• Count lines appear in desktop Cycle Count screen
• Expected quantities populated from current stock levels
• Variances calculated automatically
• Count ready for review and posting in desktop

Important Notes:

• Closing mobile count does NOT post inventory adjustments
• Desktop user must review variances and post from desktop
• Approval workflow applies if enabled (Admin Option 170)
• Count reference number links mobile and desktop sessions

Integration with Desktop Cycle Counts

Mobile and desktop cycle counting work together:

Mobile to Desktop Flow

1. Mobile: User counts items on warehouse floor
2. Mobile: User submits count, creating cycle count record
3. Desktop: Count appears in Inventory > Stock > Cycle Counts
4. Desktop: Expected quantities populated from current inventory
5. Desktop: Variances calculated (Found vs Expected)
6. Desktop: Supervisor reviews and posts adjustments

Desktop to Mobile Flow

1. Desktop: Generate cycle count with specific filters (location, category, supplier)
2. Desktop: Note Cycle Count Reference Number (e.g., CC-12345)
3. Mobile: Load count using Reference Number
4. Mobile: Count items showing expected quantities
5. Mobile: Enter actual counts, update count lines
6. Mobile: Submit to send updates to desktop
7. Desktop: Review updated quantities and post

Shared Features

Tips & Best Practices

Scanning Efficiency

• Barcode Configuration: Ensure barcodes configured in desktop (System > Admin Options > Barcode)
• Camera vs Scanner: Bluetooth scanners faster for high-volume counting
• Shorthand Barcodes: Configure common prefixes to speed data entry
• Location Barcodes: Pre-print location labels for consistent scanning

Organizing Count Sessions

• One warehouse per session: Complete counting in one warehouse before switching
• Warehouse switching: System warns if switching warehouses with open count
• Multiple counters: Use separate user logins for parallel counting teams
• Count scheduling: Desktop allows filtering by location, category, or supplier

Data Accuracy

• Double-count high-value items: Verify expensive inventory with second count
• Serial verification: Scan serial numbers rather than manual entry
• Location confirmation: Always verify bin location before recording count
• Reference notes: Add context for unusual counts or variances

Performance Optimization

• Refresh cache before counting: Tap Settings > Reset Cache to ensure item and location data is current
• Clear old transactions: Remove completed counts to free storage (Settings > Clear Transactions)
• Batch processing: Count similar items or locations together to minimize navigation

Variance Management

• Expected quantities: Desktop-generated counts show expected vs actual
• Threshold monitoring: Set variance thresholds for automatic approval bypass
• Reason codes: Desktop posting includes reason code for adjustments
• Audit trail: All counts create permanent audit records with user and timestamp

Offline Counting

• Pre-cache before going offline: Open the cycle count screen while online to load item and location data before moving to an area with poor connectivity
• Local storage: Device stores count lines locally until you reconnect and submit
• Manual submission: After reconnecting, review your count in the Review tab and tap Submit
• Battery management: Keep device charged for extended counting sessions

Troubleshooting

Common Issues

Error Messages

• “Item ID [XXX] not found”: Item doesn’t exist or cache outdated, refresh inventory cache
• “Location [XXX] does not exist in this warehouse”: Location invalid or wrong warehouse selected
• “Warehouse is a required field”: Select warehouse before starting count
• “You don’t have an Open Cycle Count”: No pending count exists, start new count or select Reference
• “Failed to Authenticate”: Session expired, log in again

Related Topics

• Cycle Counting (Desktop) - Full variance analysis and posting workflows
• Mobile Inventory Overview - Receive, issue, and move stock on mobile
• Barcode Scanning - Using barcodes during inventory operations
• Inventory Reports - Inventory count and accuracy reports
• Pending Transactions - Review and process queued operations