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This article is here to describe at a high level the strategies used in the “Big Count” method. Serial numbered parts are not included as part of this process, please verify your serial numbers seperately. This article describes doing year end inventory counts. Adjustments would have to be made to the processes described to use it for cycle counts.
The Big Count method is used when you have a data collector like the HT630 or another type. HT630 would be my default choice for a data collector to purchase. A handheld scanner is a device where we generally load a small program that allows you to scan a product and then enter a quantity. The program allows you to go around and scan your parts into the device, dock it to your PC, and then load it to an invoice, physical count, or purchase order (limited functionality on PO's). This can greatly speed up the counting of inventory because you can go out into the yard and scan products making data entry very quick.
The idea behind doing a Big Count is very simple and can be broken down into 3 steps:
For you to be able to count using a handheld data collector using the Big Count method you must have barcodes that uniquely identify the parts you are scanning. They must also correspond to regular stocked inventory items.
The big count method solves one very significant problem for many retailers. That is that each product is often in more than one location. I may have my widgets on a shelf on the floor, in the warehouse, and in a display. If I don't include all counts for this product on one Big Count batch the counts will not be correct when I am finished.
AIC stands for Advanced Inventory Control. The system knows how many are at each location and this problem does not occur for data sets with AIC. If product abc shows up as 3 in one location and 2 in another location totalling 5 you should end up with 5 when my count is completed. If you count this product on 2 different batches you will end up with 2, 3 or 0 depending on the order of the steps you took.
Please remember to do a small but thorough test count for items on work orders. There is a setting to exclude parts on work orders that changes how System Five reports the current quantity and hense effects how you count.
It is OK to be open for business during your count. The main thing to remember when doing the big count method is that you want the items you scan to be added to the big count batch as close to when you scan them as possible. This prevents errors in counting due to someone purchasing the product after you scan it but before you add it to the big count batch. If full control is needed you will have to explore more detailed methods of control.
In our previous section we discussed scanning and adding items to our batch to minimize errors caused by people making purchases in the sections we are counting as we count. Another important consideration is data loss. I suggest uploading scans every 30 to 60 minutes and keeping track of what sections were scanned for each batch. This is important because it minimizes how much information you will lose if the data fails to load to the PC, or there are other errors. As a side point, more reasonable sized batches that correspond to logical breakdowns like category or location can help you undo duplicate counts and other errors more easily.
It is reasonable to start mixing methods and move away from the strict process of the Big Count method. Another common method is the printout method. This method involves breaking down items by category or location and printing out sheets that your users can count. It is important to plan and test thoroughtly your method to make sure it really is working for you as you need it to.