This article explains how to process a Cycle Count using the Part Counting tool in Blackpurl. A Cycle Count lets you count a specific subset of your parts inventory, filtered by Locations, Vendors, or Categories, and then adjust your stock records based on the results.
Count available quantities only. When entering or importing counted quantities, record only the available quantity for each part.
Before You Start
Your dealership must have already created a new Part Count Session with the type set to Cycle Count. When creating the session, you can filter the count by Locations, Vendors, or Categories. The example in this article uses a Locations filter.
For a full overview of the Part Counting tool and instructions on creating a new Part Count Session, see Part Counting Tool — Overview and Setup.
The Count Session Screen
When you open a Cycle Count session, the screen displays the following areas and controls.
A — Count Name and Filters | The name given to the Count Session and the filters applied (Locations, Vendors, or Categories). |
B — Session Details | The session number, status, and date. |
C — Print / Export | Print or export the count session list. |
D — Counted Parts tab | Lists all parts that have been counted in this session. |
E — Uncounted Parts tab | Blackpurl generates a list of all parts under the filtered locations that have not yet been counted. |
F — Issues to Resolve tab | Lists any issues found, such as duplicate parts. |
G — Adjustments tab | Lists the adjustments that will be applied when the count is finalized. |
H — Start Typing / Scan | Scan a barcode or manually type a part number to search for and add a part to the count. |
I — Import File | Import a count file in CSV, XLS, or XLSX format. Your dealership can create its own CSV file or use a barcode scanning app that produces a CSV for import. |
J — Counted Parts List | The running list of parts that have been added to the count. |
K — Total Adjustment | An estimate of the current adjustment. This figure may change at finalization — Blackpurl calculates the actual cost adjustment using the FIFO (First In, First Out) principle. |
L — Save / Finalize | Save and close the session to return to it later, or finalize the count to apply all adjustments. |
Entering Your Part Count
There are three options for entering part counts into Blackpurl.
Option 1: Manual Search and Entry
Use this option to search for and add parts one at a time by scanning barcodes or typing part numbers directly.
1. Go to the Counted Parts tab.
2. Scan the part barcode or manually type the part number into the search field. Matching parts appear in the results list.
3. Select the correct part from the results. The Record Part Count window opens.
4. In the Record Part Count window, update the location if needed, enter the Counted quantity, then click Add count.
5. Blackpurl adds the part and any adjustment to the counted parts list.
6. Repeat for every part you are counting in this Cycle Count session.
Option 2: Import a Count File
Use this option when all counted items are already recorded in an import file — for example, output from a barcode scanning app or scan gun. The import file must be in CSV, XLS, or XLSX format and must include at minimum a Part Number column and a Counted Quantity column.
For guidance on barcode scanning apps that produce compatible files, see Using a Barcode Scanning App for Part Counting.
1. Go to the Counted Parts tab and click Import file.
2. A How to map the fields instruction screen appears. Review the instructions, then click Okay, got it.
3. In the Map your count file screen, upload your count file using section A.
4. Once the file is uploaded, map the columns from your file to the Blackpurl fields in section B: Part Number, Counted Quantity, and optionally Location.
5. If the first row of your file contains column headers (not data), leave the default setting. If your first row contains data rather than headers, toggle the First row does not contain data option in section C.
6. In section D, choose whether Blackpurl should Automatically merge duplicate parts.
7. Click Submit.
8. Blackpurl asks you to confirm the upload. Click Confirm to proceed.
9. During import, Blackpurl matches the Part Numbers in your file to Part or SKU numbers in the system.
10. Once the import completes, you can load another import file or indicate that you are done.
Option 3: Combination of Manual and Import
Use a combination of Options 1 and 2 — upload one or more CSV count files and also add parts manually. This is useful when some parts are captured by a scanning app and others need to be entered by hand.
Reviewing the Count
Once all parts have been entered, they appear in the Counted Parts tab. Before finalizing, review each of the four tabs and take action where needed.
Counted Parts — Lists all parts you have imported or manually added to the count.
Uncounted Parts — Lists parts that Blackpurl shows as having available stock but that are not in your counted parts list. Review this tab carefully — a part appearing here may mean you missed a location or are missing an import file.
Issues to Resolve — Lists any problems with the count, such as duplicate part numbers or unrecognized part numbers. This tab also gives you the option to Merge all duplicates or Delete all issues.
Adjustments — Lists the current adjustments the system is preparing to make based on the counted quantities.
Saving and Finalizing the Count
When you are finished with the session, you can either save it to continue later or finalize it to apply the adjustments.
Save and Close — Saves the session in progress so you can return to it later. To reopen it, click the relevant session from the count session list. The session status shows as In Progress.
Finalize Count — Starts the finalization process, calculates the adjustment amounts, and applies the changes to your inventory.
Complete these steps before clicking Finalize Count:
Review the Adjustments tab to check what adjustments will be applied.
Review and resolve any items listed under the Issues to Resolve tab.
Review the Uncounted Parts list and confirm you have not missed any locations or import files.
Check the running Total Adjustment estimate. Note that this figure may change at finalization — Blackpurl calculates the actual cost adjustment using the FIFO (First In, First Out) principle.
When you are ready to finalize, click Finalize Count. Blackpurl opens the Finalize count session window. Review all figures, set the Adjustment category as needed, and indicate whether you want to adjust all uncounted parts to a zero quantity. If you have an Accounting Integration, the Adjustment category determines which General Ledger account the adjustment amount posts to.
If everything looks correct, click Finalize now to complete the count.
Result
After finalizing, Blackpurl applies all adjustments to the relevant Part Records, increasing or decreasing the available quantity for each part as needed.
If you have an Accounting Integration, the adjustment journal entry is sent to your accounting package and posted to the relevant General Ledger account.
The Count Session is closed. It remains accessible from the count session list with a status of Closed. Click the session from the list to review it.
