Researching discrepancies is one of the most important parts of the cycle count process. Many times, a variance on one item is causing a variance in another item that may or may not have already been discovered. For example, a cycle count reveals a shortage on a PGP blank (HSPGPADJ). A common mistake would be to pull a PGP with a nozzle accidentally instead of a blank. A shortage found on a blank can result in an overage on a PGP with a nozzle.
When the Reconciliation Report shows a variance, the items that should be checked are:
- Transfer Issue - Did product physically get moved, but never shipped systematically?
- Check transfer shipping paperwork
- Check transfer history in WTIT
- Billing Issue - Did all orders & items get shipped and billed to your customers?
- Check Open Orders in OEIO (in the case of a shortage) to be sure that an order was not missed in shipping.
- Check Product Inquiry ICIP for prior inventory adjustments and possible mistakes in invoicing.
- Receiving Issue - did we input incorrect quantity into the system based on PO or backorder on a PO?
- Check packing slip to validate quantity and backorder potential
- Check ICIA for transactions that haven't been closed out
- Like Products - were similar items mistaken for the item you are counting?
- Count like/similar items
- Look at the boxes on shelves of the similar items to make sure that a box was not put in the wrong location
- Check the physical boxes that were counted to ensure that all the boxes are indeed the same part
- Check Open Boxes and Boxes that are sealed but not with the original manufacturer tape. Do Not Assume that a sealed box is full, someone may have sealed it up but it is missing items or are mixed items.
HOW TO
- Check in ICIP:
- To check for specific types of transactions in ICIP Product Inquiry, click on Trans on the View Menu on the left.
- Click the transaction type desired under Trans Type. To select more than one, click on each while holding down the CONTROL key.
When the Reconciliation Report shows a OVERAGE variance, the items that should be checked are:
Search Bar: ICIP
Menu: Product > Inquiry> Product
Bookmark: ICIP – Product Inquiry
- Enter the product and the warehouse.
- Click <Search>
- Click <Transactions> to view all transactions for this product in this warehouse.
- Click <Balances> from the General screen to view current balance information.
- If the discrepancy is found in another item that is not included in the cycle count, add that item to the cycle count. If the discrepancy cannot be resolved, report research efforts in your email to Inventory indicating that the count is complete.
Check in ICIA:
Search Bar: ICIA
Menu: Product > Inquiry> Product Availability
Bookmark: ICIA – Product Availability Inquiry
- Enter the product and the warehouse.
- Click <Search>
- Click <Future> to view all open transactions for this product in this warehouse.
These transactions should be considered and researched as to where they are in the business process cycle. Are they still open in Sx.e but have already been put away or delivered? Inclusion or exclusion of some or all of the transactions might be necessary to account for the 'found or missing' product.
NOTE: Return orders will not display on this screen. POIP and/or OEIO for Returns that have not been received (POIP) or Invoiced (OEIO) need to be investigated separately.