This article will cover how to use the Part Counting tool for a Random Count


Please only count the AVAILABLE quantities



Prerequisite:


The Dealership has already created a new Part Count Session for a Random Count 


For a full overview of Part Counting Tool and how to create a new Part Count Session, review our article - Part Counting Tool - Overview




How to Process a Random Count


Let us review the screen:


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A.  What type of Count it is - Random Count

B. 
Details on the Count Session ie Number / Status / Date

C. 
You can print or export the count session list

D.  
Counted Parts tab - will list the parts that have been counted

E.  
Uncounted Parts tab - not applicable when doing a Random Count

F.  Issues to Resolve tab - not applicable when doing a Random Count

G. 
Adjustments tab - it will list any adjustments that will be needed

H. 
Start Typing - where the user will scan in the part being counted or manually type it in

I.   
Import File - user will be able to import a count file ie excel csv file etc
The Dealership can create their own csv file for counted items or use a barcode scanning apps that will produce a csv for them to import.  Please review our article - Using a Barcode Scanning App to Help with Counting Your Part Inventory

J. 
 A list of the counted parts

K. 
Total Adjustment - an estimate of the current adjustment
When finalising the count session this amount could change as the system will then provide an actual cost adjustment figure based off the FIFO (First In / First Out) principle for cost

L.  
User will be able to SAVE and close or Finalize count

Getting started


There are three options on how to get the count quantities into Part Count Session:


Option 1

  • The user would manually search for and add the parts that they are counting


  • User would ensure that they are on the Counted Parts tab and then start scanning or manually type/search for each part 


 

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  • Once the part is selected - the Record Part Count window will pop up for user to key in change to the location (if any) and then the user will add the Counted quantity then click onUser-added image


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  • Blackpurl will add the part and the adjustment (if any) to the list of counted items


  • The user would then complete the same action for each and every part they are counting for this Random Count session


Option 2  


  • All items have been counted and are listing on an import file/s ready for import into Blackpurl

    The import file/s can be prepared using a count tool app or a scan gun etc but just as long as the end result is that your import files have the format csv with the minimum columns of Part Number and Counted Quantity

For information on barcode scanning apps, review our article
 - Using a Barcode Scanning App to Help with Counting Your Part Inventory
  • User would ensure that they are on the Counted Parts tab and then click on User-added image


  • The user will be given a quick screen shot on How to map the fields and then click onUser-added image
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  • First action is to upload your count file into Blackpurl into section A. 


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  • Once the file is uploaded you are then required to map the fields ie which column from your count file upload is Part Number / Count quantity / Location (optional) into section B. 


  • This is a quick snap shot of our example count file - note the two columns: Part Number / Counted Quantity


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  • When the count file is uploaded into Blackpurl, the system can see that there are field labels (column headers)


  • However if there are no field labels (column headers), please ensure that enable the toggle to indicate that First row contains data 



  • It is these field labels that must be mapped to the Blackpurl field labels



  • Your import file may also contain duplicate parts, you also have the option of Automatically merging duplicate parts on this import by enabling the toggle 

  • Once you have mapped the field labels, click onUser-added image



  • Blackpurl will ask you to confirm the upload by clicking onUser-added image


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  • During importing / uploading Blackpurl will then match what you have provided in your csv file to the parts in Blackpurl


The logic is that the tool will match the Part Number given in the import file to Part or SKU numbers in Blackpurl 


  • Once the file has been uploaded you will get the opportunity of loading another import file or just say you are done
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Option 3

  • Use a combination of Option 1 and 2 - Upload files and also do manual entries




Reviewing the Count


All the parts are now listed in the Counted Parts section 


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We would now recommend that you review and action as required each of the tabs:


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  • Counted Parts - will list parts you have imported or manually added as the count


  • Uncounted Parts - will list parts that the system indicates have available stock in Blackpurl BUT are not on the list of counted parts


We would suggest that the Dealership take a good look at any uncounted parts - have you not counted a location? Is there a missing import file?


  • Issues to resolve - if there are any issues with the part count / part number / duplication etc that you need to review


This is also where you will be given the option of Merge all duplicates or Delete all issues



  • Adjustments - this is a list of the current adjustments that the system is looking to make

Save and/or Finalizing the Count


Once the user is finished this session, the Dealership has the option of Save and Close or Finalize Count


  • Save and Close - will allow you to come back to this Count Session at a later time


The Part Count Session will now list in under the Open Counts tab and you can access it again by clicking on the relevant line item




  • Finalize Count - will start the finalizing the count and calculating the adjustments amount and requirements
PLEASE READ OUR RECOMMENDATIONS BEFORE THE FINALIZE COUNT IS CLICKED:
  • Review the Adjustment tab as it will list the adjustments


  • Review and resolve any issue listing under the Issues to resolve tab


  • Review the uncounted parts list


  • There will be always a running total of an estimate of the running Adjustment total, please review


When Finalize Count this amount could change as the system will then provide an actual cost adjustment figure based off the FIFO (First In / First Out) principle for cost


Once you are ready and click on Finalize Count, Blackpurl will ask you to review the information on the Finalize count session window


Please review all figures / change the Adjustment category as required / if you wish to adjust all uncounted parts to a zero quantity


  • If you have Accounting Integration this Adjustment category will indicate what General Ledger the adjustment amount will show up in your accounting



If all ok > click on User-added image
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Result:

  • The relevant Part Records will be adjusted accordingly with any changes in Available Qty


  • If you have Accounting Integration and have Finalize now, it would be at this point that the relevant parts are adjusted and the adjustment journal entry will integrates to the accounting package


  • Once the Part Count session is finalized, it will closed out but it can still be accessed in the Count History tab




For further information, review our article - Part Counting Tool - Cycle Count


For further information, review our article - Part Counting Tool - Full Inventory Count