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A stock count session is used to select the products and /or locations to be counted and to simultaneously generate several stock count lists for a given request, with the aim of dividing the work between different stock controllers in charge of the count.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

A stock count session is comprised of 3 tabs:

  • the tabs Parameters and Selections are used to specify all the criteria used to select the stock lines to be counted for the stock count campaign in process,
     
  • the Lists tab gathers all stock count lists relating to the session. 

Header

Presentation

The header displays all the identification information of the stock count session such as the site and its status.

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Fields

The following fields are present on this tab :

Enter or select a storage site at which the selected product is active.

The Selection icon (magnifying glass) only suggests products that are referenced in the products-sites table.
  • Session (field CUNSSSNUM)

Stock count session number.
  • Description (field CUNSSSDES)

Reference used to identify the stock count session.
  • Statistic (field CUNSSSSTA)

This non-enterable field displays the session status:

  • In creation :
    the stock count lists for this session have not yet been generated.
     
  • To be counted:
    the lists have been generated, but they have not yet been subject to a count or have only been partially counted.
     
  • Closed:
    All the lists for the session have been closed (all the counts have been made and the stock count variance movements have been posted).

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Tab Parameter Definitions

Presentation

This tab authorizes the entry of the parameters used to define the stock count conditions:

  • by product or by location,
  • the basis on which the selection of products to be counted stock: manual selection, annual stock count or cycle count,
  • the sort criteria for lists,
  • the processing type: global or not global (based on a selection using other criteria than those of the products and entered in the Selectionstab).
  • for products in a cycle count: the number of products in each class to be counted,
  • sizing information of the stock count lists.  The work involved in a stock count session can be distributed in parallel to several count operators that will be trusted with one or more stock count lists. It is therefore necessary to specify to the system how to split the stock count lists for all the counts in a session. The sizing information giving the number of lines in a list, the number of products in a list or the number of locations in a list is used to do this.
  • choosing a multiple count, i.e. up to 3 counts for the same stock count list.

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Fields

The following fields are present on this tab :

Stock count type

  • Stock count type (field CUNSSSTYP)

Radio button indicating whether the stock count is performed by Product or by Location.

  • In the case of a stock count selection by Product, it is possible to request:

    - either a Global processing (Global flag active), in which case only the Product selection criteria are available,
    - or a non-Global processing (Global flag inactive), in which case all the selection criteria are available.
     
    When warehouses are managed, it is possible in both cases to request that the processing be applied to Product-warehouses, in which case the selection criteria for warehouses are also available.
     
  • If the selection is a stock count by Location, only the selection criteria applying to locations are available for creating stock count lists.

Count mode

  • Processing selection (field CUNSSSMOD)

Specifies on what basis the selection of the products to be counted is to be made:

  • Manual selection : the system selects the products to be counted based only on the selection criteria entered in the "Selections" tab. The ABCD class can be used as a simple filter.
  • Annual stock count : the system filters products having the "Annual stock count" as stock count mode, specified at the level of the product-site (or else product-warehouse)
    It can also take the filters entered in the Selections tab into account.
    The ABCD class can be used as a simple filter.
  • Cycle counting : the system filters products having the "Cycle count" as stock count mode, specified at the level of the product-site (or else product-warehouse). This way, the products to be counted in stock are the ones with a date of last stock count + interval lead time inferior to the date of the stock count.
    It can also take the filters entered in the Selections tab into account. 

Count sort

  • Count sort (field CUNSRTCOD)

Radio button used to specify according to which main criteria the generated stock count lists must be sorted: product or location, keeping in mind that the location, depending on the transaction, may not be displayed on a stock count list, but that the product is always displayed.

Processing

  • Global (field CUNLASFLG)

  • This indicator can only be accessed with stock counts by Product. In this case, it is automatically activated but it is possible to de-select it. 
    When it is checked, the stock count will apply globally to all selected products: other selection criteria such as lots or locations cannot be entered. Only a selection of warehouses is authorized if the processing applies to Products - Warehouses.
    SEEINFO This indicator is checked automatically if the stock count type if Product and if the selection only concerns a range of products.

    The validation of a 'global' stock count leads to the update of the "Last global stock count" and "Last global list" fields of the product-site record (or else of the product-warehouse record).
     
  • When the stock count is performed by location, this indicator is unchecked and cannot be modified.
  • Products without stock (field CUNNULSTK)

When activated, this indicator is used to display products with a null computer stock.

  • Products-warehouses (field CUNITMWRH)

This indicator is submitted to the WRH activity code.
When active, it makes it possible to carry out a stock count on product-warehouses and if required, perform a selection on product-warehouses and warehouses.

Count worksheets

  • Maximum lines (field MAXLIG)

Maximum number of lines authorized by stock count list. This number is loaded by default with the value of the INV activity code. It can be modified but cannot be superior to INV.
In the next enterable field, it is possible to specify a maximum percentage for the filling of lists by the system in order to authorize the manual addition of stock count lines.
  • field MAXLIGCAL

This non-enterable field displays the maximum number of lines that can be loaded by the system. It is calculated by applying the entered limit percentage to the total number of lines authorized by stock count list.
  • % limit (field PRCLIG)

This field is used to enter the maximum percentage for filling stock count lists authorized to the system. The number of lines thus calculated is displayed in the previous field. The variance with the total number of authorized lines make it possible to deduce the number of lines that can be added manually to the list.
In this way, if the maximum number of lines per list is set to 150, with a filling % limit of 90%, the system distributes the lines to be counted of the session into lists with up to 135 lines. 25 lines per list that can be used to add new stock count lines (for example: products, lots, sub-lots, serial numbers that don't exist in the system, but later found during the physical stock count).
  • Number of products (field ITMNBR)

Field which can only be accessed if the stock count type is by Product. It is used to specify the maximum number of products per stock count list. By default, it is set to the maximum value: 9999.
  • Multilists (field MULLISFLG)

When checked, this checkbox is used to copy a product to be counted in the stock onto multiple lists. This is used for stock counts by location for instance.

  • Location position (field LOCPOS)

This field is used to indicate in the location code, the position of the character on which a shortage is generated in the stock count lists.
Therefore, a location position equal to 3 means that all locations having a code with the first 3 characters identical are in the same list.
SEEINFO This field can only be accessed if the stock count type is by Location. All the lines for a single product are necessarily grouped in the same list.
  • Multiple counts (field MULCTGFLG)

Select this flag if you want the stock count lists to be subject to a multiple count (up to 3 counts by 3 distinct Count managers).
For further information on multiple counts, see the Stock count documentation.

Miscellaneous

  • Count date (field CUNSSSDAT)

This date, which cannot be modified, is set to the value of the creation date of the session and stock count lists.
The allocation dates of the stock movements/variances reported during the validation of lists are set to the date of the stock count session.

Class ABCD

  • field ABCCLSA

Check this box to process the A, B, C, D class.
  • A counts (field CUNNBRA)

For products in cycling count, a number of counts (number of products of each class to be counted in stock) is suggested based on:

  • the number of counts that has already been made,
  • the number of annual counts planned (defined in the Stock parameters, Stock count parameters tab),
  • and the stock count date.

It is necessary to either confirm this number or enter another value.
After generation of the stock count lists, the system updates the number of counts eventually selected taking into account the count number requested for each class and any product filters added.
  • A selections (field CPLCUNNBRA)

Non-modifiable field displaying the number of products selected for the class.

  • field ABCCLSB

Check this box to process the A, B, C, D class.
  • B counts (field CUNNBRB)

For products in cycling count, a number of counts (number of products of each class to be counted in stock) is suggested based on:

  • the number of counts that has already been made,
  • the number of annual counts planned (defined in the Stock parameters, Stock count parameters tab),
  • and the stock count date.

It is necessary to either confirm this number or enter another value.
After generation of the stock count lists, the system updates the number of counts eventually selected taking into account the count number requested for each class and any product filters added.
  • B selections (field CPLCUNNBRB)

Non-modifiable field displaying the number of products selected for the class.

  • field ABCCLSC

Check this box to process the A, B, C, D class.
  • C counts (field CUNNBRC)

For products in cycling count, a number of counts (number of products of each class to be counted in stock) is suggested based on:

  • the number of counts that has already been made,
  • the number of annual counts planned (defined in the Stock parameters, Stock count parameters tab),
  • and the stock count date.

It is necessary to either confirm this number or enter another value.
After generation of the stock count lists, the system updates the number of counts eventually selected taking into account the count number requested for each class and any product filters added.
  • C selections (field CPLCUNNBRC)

Non-modifiable field displaying the number of products selected for the class.

  • field ABCCLSD

Check this box to process the A, B, C, D class.
  • D counts (field CUNNBRD)

For products in cycling count, a number of counts (number of products of each class to be counted in stock) is suggested based on:

  • the number of counts that has already been made,
  • the number of annual counts planned (defined in the Stock parameters, Stock count parameters tab),
  • and the stock count date.

It is necessary to either confirm this number or enter another value.
After generation of the stock count lists, the system updates the number of counts eventually selected taking into account the count number requested for each class and any product filters added.
  • D selections (field CPLCUNNBRD)

Non-modifiable field displaying the number of products selected for the class.

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Action icon

Stock transactions

 

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Tab Selections

Presentation

Defined in this tab are all the selection criteria used to select the products to be counted for the session.

It is possible to filter the products by product range (it is possible only to enter the first characters for a product code), by lot range, by product category range, by buyer range, or by statistical group.

It is possible to specify a formula to filter the selection at the level of:

  • the product,
  • totals,
  • stocks,
  • locations,
  • warehouses if the processing applies to product-warehouses.

Finally, it is possible to filter by location types, location and by business partner, in the case where the stock count is for stock assigned to the business partners (loaned stock or sub-contractor stock). BP stock counts (sub-contractor or customer types) are performed using unchecked Product-Warehousesscreen.

If the stock count is of type ‘Product’ it will be possible to select:

  • elements of the Products and Statistical groups and Locations  if Global is cleared,
  • the product range if Global is selected
  • elements of the Warehouses if Product-Warehouses is selected.

If the stock count is of the type Location you can select a formula and elements of the Locationsscreen.

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Fields

The following fields are present on this tab :

Start - end range

The selection of the stock to be counted is carried out by entering a formula in fields Product formula, Product total formula, Stock formula, Location formula or Warehouse formula depending on what is required.

Enter, select or build an Sage X3 filter calculation expression using the formula editor.

 An error message is displayed if you refer to tables which are not generally used by the configurator, or to unknown variables.

 
  • From product (field ITMREFSTR)

The start product allowing the selection of the records to be processed.

  • To product (field ITMREFEND)

The end product allowing the selection of the records to be processed.
  • field ITMSTA006

Tick if the "Non-usable products must be selected.

The first category used to select the records to process.

The last category used to select the records to process.

The start buyer allowing the selection of the entries to be processed.

The end buyer allowing the selection of the entries to be processed.

The first statistical groups used to select the entries to process.

The last statistical groups used to select the records to process.

Stock

The selection of the stock to be counted is carried out by entering a formula in fields Product formula, Product total formula, Stock formula, Location formula or Warehouse formula depending on what is required.

Enter, select or build an Sage X3 filter calculation expression using the formula editor.

 An error message is displayed if you refer to tables which are not generally used by the configurator, or to unknown variables.
  • From lot (field LOTSTR)

The start lot used in the selection of the entries to be processed.
  • To lot (field LOTEND)

The end lot allowing the selection of the entries to be processed.

Locations

The selection of the stock to be counted is carried out by entering a formula in fields Product formula, Product total formula, Stock formula, Location formula or Warehouse formula depending on what is required.

Enter, select or build an Sage X3 filter calculation expression using the formula editor.

 An error message is displayed if you refer to tables which are not generally used by the configurator, or to unknown variables.
  • From location type (field LOCTYPSTR)

The start location type allowing the selection of the entries to be processed.
  • To location type (field LOCTYPEND)

The end location type allowing the selection of the entries to be processed.
  • From location (field LOCSTR)

The start location allowing the selection of the records to be processed.
  • To location (field LOCEND)

The end location allowing the selection of the records to be processed.

Business partners that are used to select the records to be processed.

The end BP allowing the selection of the records to be processed.

Warehouses

The selection of the stock to be counted is carried out by entering a formula in fields Product formula, Product total formula, Stock formula, Location formula or Warehouse formula depending on what is required.

Enter, select or build an Sage X3 filter calculation expression using the formula editor.

 An error message is displayed if you refer to tables which are not generally used by the configurator, or to unknown variables.
  • From warehouse (field WRHSTR)

The presence of this box is subject to the activity code WRH.
This concerns the start warehouse used to select the records to be processed.
  • To warehouse (field WRHEND)

The presence of this box is subject to the activity code WRH.
This concerns the end warehouse used to select the records to be processed.

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Tab Mailing list

Presentation

Once the session is defined with the entries of the Parameters and Selections tabs, it is possible either to immediately create the session, or to launch a simulation of the session by clicking Simulation: the system will calculate the number of lists and stock lines by list to be generated, the number of products to be counted, and the number of stock lines affected by the session. This information is displayed in a window.

Based on the results of this simulation, it is possible to modify the filters defined for the session in order to adjust the products to be counted.

When the session filters are defined, click Generation to generate the stock count list(s) for the session in process. These lists are then displayed in the grid of the Lists tab of the session.

Once these lists are generated, it is no longer possible to carryout modifications on the session filters, all the buttons at the bottom of the screen become inactive (apart from the Delete and End buttons).

However, if you click Delete lists you can delete all the generated lists (as long as they are not being counted). The selection criteria then become active again.

For each list, you need to specify: the number of lines in the lists, the status of the list (to be counted, canceled, partially posted, posted, closed) and the blocking status on the stock to be counted in each list.

Note on the status of the stock blocking: once a list is generated, the stock to be counted for this list is blocked, that is to say it is no longer possible to make any stock movements for the products concerned. The stock is released either after validating the count of a list (partial validation of a list is possible), or by a voluntary releasing action on the stock (click Release in the Actions menu of stock count lists): this voluntary action may be performed, for example, when the physical count of a list's stock has been carried out, in order to resume a normal activity during the entry of the count in the system.

For each list of the Lists tab, you can:

  • View the details by clicking View list from the Actions menu,
  • Access the list count by clicking List count from the Actions menu,

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Fields

The following fields are present on this tab :

Grid

  • Count worksheet (field CUNLISNUM)

 
  • No. of lines (field NBRLIG)

 
  • Status (field CUNLISSTA)

 
  • Blocked stock (field CUNLOKFLG)

 

 

 
  • Description (field CUNLISDES)

 
  • Status date (field CUNSTADAT)

 
  • Date created (field CREDAT)

 
  • Allocation date (field IPTDAT)

 
  • Last allocation (field LASIPTDAT)

 

 

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Action icon

Standard Rerouting Action

Used to view the generated stock count lists and their status and if needed jump to the stock count function.

Standard Rerouting Action

Used to directly access the Stock count function.

View list

Used to display the generated stock count lists and their status.

 

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Reports

By default, the following reports are associated with this function :

  PRTSCR : Screen print

  INVSES : Stock count session

This can be changed using a different setup.

Menu bar

When clicking on this action, the system calculates the number of lists and the stock count lines per list to be generated, the number of products that will be counted, as well as the number of stock lines concerned by the session. This information is displayed in a window.  

Based on the results of this simulation, it is possible to modify the filters defined for the session in order to adjust the products to be counted.

When the session filters are defined as required, click on this action to generate the stock count list(s) for the session in process. These lists are then positioned in the grid of the tab Session listsscreen.

Click on this action to delete all of the lists generated (as long as they are not in the process of being counted). The selection criteria then become active again.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Described below are the main messages likely to appear during entry or processing:

Deletion impossible, closed session

A session with the status ‘closed’ can no longer be deleted.

Deletion impossible, list(s) in processing

It is impossible to delete a session if the count entry has been started for one of the lists in the session.

Maximum number of lines calculated insufficient

It is possible that the maximum number of stock count lines set up for each list (Maximum number of lines field in the Parameters tab of the session) is not sufficient with respect to all the stock to be counted.

Stock count list full

The number of lines in a list is greater that the value fixed by the INV activity code.

Tables used

SEEREFERTTO Refer to documentation Implementation