What is Cycle Count Settings?
The Cycle Count Settings in OrderGrid enables users to define the criteria and frequencies for triggering the cycle counts. It helps you set up automatic triggers for when items should be cycle counted and ensures the inventory is always aligned with actual stock levels, thereby reducing human error.
To access Cycle Count Settings, navigate to:
☰ > Inventory > Cycle Count Settings
Cycle Count Settings Overview
The Cycle Count Settings module consists of two main sections:
General Settings – This section includes triggers and inventory guardrails that define when and how cycle counts are initiated.
Cycle Count Frequency – This section allows users to set the frequency of cycle counts based on parameters like item tags, price thresholds, categories, and warehouse zones. Each parameter includes a Days field, which specifies the interval in days for triggering cycle counts. For example, if the Days field is set to 7 for an item tag marked "Snacks", the system will trigger a cycle count for those items every 7 days.
Each section provides specific configuration options to streamline and customize cycle counting based on warehouse needs.
⭐️ Important Note:
Our system is designed to trigger the cycle counts at a set time 12:15 AM UTC to ensure a smooth and timely cycle count creation process. Any inventory updates that meet the cycle count conditions after this time are automatically included in the next day’s cycle counting list.
General Settings
Under the General settings, you can enable various triggers that automatically initiate cycle counts based on specific conditions. Below are the settings and how they work:
Count when an item reaches below or equal the inventory level
Configure a minimum stock level that will automatically initiate a cycle count when item stock drops below or equal to the set threshold.
Example: The threshold is set to 5 EA. When the inStock quantity of any item in the warehouse is depleted to 5 EA or below, the system will add the item to the cycle count list.
Count when item is manually added to count list
Enable the option to add a New Item to the cycle count list on the Cycle Count Dashboard page.
Example: Manually adding "Item A" to cycle count through Cycle Count Dashboard > +Add Item
⚠️ Note: If this is disabled, users cannot manually add items to the Cycle Count Dashboard.
Count when a line item is partially fulfilled
Automatically add items to the cycle count list when an order is partially fulfilled.
Example: the order requires 5 EA of an item, but the picker only found 3 EA of it on the shelf/bin. They will short-pick the 2 EA, and the system will add the item to the cycle count list as the order is now partially fulfilled.
Count when a BIN item becomes zero
The cycle count is triggered when an item is depleted and zero in stock in a certain bin, but not the total inStock quantity.
Example: Bin 00-00-01-00-00 has reached 0 EA on an item, but the same item is in stock in another bin 00-01-01-02-01. Then the bin 00-00-01-00-00 will be added to the cycle count list and not the one with the stock.
Inventory Guardrails
Set thresholds for cycle counts, requiring manager approval when stock discrepancies are significant.
Setting | How it works? | Example |
Count when an item reaches below or equal the inventory level | Configure a minimum stock level that will automatically initiate a cycle count when item stock drops to or below the set threshold. | The threshold is set to 5 EA. When the inStock quantity of any item in the warehouse deplete to 5 EA or below, the system will added the item in the cycle count list. |
Count when item is manually added to count list | Enable the option to add a New Item to the cycle count list on Cycle Count Dashboard page. | Manually adding "Item A" to cycle count through Cycle Count Dashboard > +Add Item ⚠️ Note: If this is disabled, users cannot manually add items to the Cycle Count Dashboard. |
Count when a line item is partially fulfilled | Automatically add items to the cycle count list when an order is partially fulfilled. | 5 EA of an item are ordered but the order picker only found 3 EA on the location, they will short-pick the 2 EA, and the system will add the item to the cycle count list. |
Count when a BIN item becomes zero | The cycle count is triggered when an item is depleted and zero in stock in a certain bin, but not the total inStock quantity. | Bin 00-00-01-00-00 has reached 0 EA on an item, but the same item is in stock in another bin 00-01-01-02-01. Then the bin 00-00-01-00-00 will be added to the cycle count list and not the one with the stock. |
Inventory Guardrails | Set thresholds for cycle counts, requiring manager approval when stock discrepancies are significant. | The under threshold is set to 90% and Over threshold is set to 130% (with 100% being the starting point). |
Cycle Count Frequency
Under the Cycle Count Frequency, you can configure how often cycle counts should occur based on various parameters. Below are the settings and how they work:
Count when item's tag is
Define a cycle count frequency for items with specific item tags. Tags can be used to categorize items that need to be counted more or less frequently. When this setting is configured, items with selected tags will be added to the cycle counting list every choose number of days.
Steps to setup:
Click + Add
Select Client: For selecting items for a specific client.
Select Item tag: Select the item tag.
Set Days: Add the number of Days(e.g. 5).
Example: Items tagged as "High Priority" can be counted every 7 days.
Count when an item's price is above
Set a cycle count frequency for items that exceed a certain price threshold, ensuring valuable items are counted more regularly.
Steps to setup:
Click + Add
Enter Price: Add in a positive number value for the price (e.g. 75.00, 10.24)
Set Days: Add the number of Days(e.g. 5) to set the frequency of
Field | Description | Example |
Item Tag | Define a frequency for items with a specific tag. Tags can be used to categorize items that need to be counted more or less frequently. | Items tagged as "High Priority" can be counted every week. |
Price Threshold | Set a cycle count frequency for items that exceed a certain price threshold, ensuring valuable items are counted more regularly. | Items priced over $500 can be counted bi-weekly. |
Category | Establish a frequency for cycle counting items within a specific category. Items in high-demand categories can be counted more frequently than others. | "Electronics" items may be counted every 10 days, while "Miscellaneous" items every 30 days. |
Zone | Set a cycle count frequency for items located in certain warehouse zones (e.g., refrigerated items or high-volume areas). | "Cold Storage" items might require monthly counts, while "Aisle 01" items might be counted bi-weekly. |
⚠️ Note:
Item Tag: You can create item tag under Inventory > Settings > Tags, and then assign them to the item under Inventory > Items.
If you use tags like "Fragile," you can set these items to be counted monthly for better inventory control and risk mitigation. If tags don't exist yet,
Category: "Fresh Produce" might need a weekly cycle count to ensure no waste, while "Non-Perishable Goods" might be sufficient to count every 30 days.
Inventory Guardrails (Threshold Settings)
The Inventory Guardrails setting provides additional oversight to ensure that significant discrepancies in counted items are addressed by management. You can set thresholds for when discrepancies between the system count and the physical count are flagged for review. This ensures that large discrepancies are checked and approved by a manager, adding an extra layer of verification.
Field | Description | Example |
Under Threshold | Specify the percentage below the expected stock level, where any discrepancy under this threshold will require a manager's PIN for approval. | If an item has 10 EA in stock and the count results in 8 EA (a 20% decrease), manager approval will be required before updating the stock. |
Over Threshold | Set a percentage above the expected stock level, where any discrepancy over this threshold will require manager approval. | If an item has 10 EA in stock and the count results in 12 EA (a 120% increase), manager approval will be required before updating the stock |