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E1: 41: Cycle Count Overview (R41411/P41240/R41410A/P41403/R41413/F4140/F4141) [ID 625397.1] Modified 13-OCT-2011 Type BULLETIN Status PUBLISHED

Applies to:
JD Edwards EnterpriseOne Inventory Management - Version: XE and later [Release: XE and later ] Information in this document applies to any platform.

Purpose
Cycle Count is a process is an item based method of counting inventory in stages using the Select Items For Cycle Count (R41411), Print Cycle Count Sheets (R41410A), Cycle Variance Detail Print (P41403), Cycle Count Entry (Approve Count) (P41240) and Cycle Count Update (R41413) application.

E1: 41: Cycle Count Overview (R41411/P41240/R41410A/P41403/R41413/F4140/F4141)


Table of Contents Overview Files_Used Select Items For Cycle Count (R41411) Cycle Count Review (P41240) Print Cycle Count Sheets (R41410A) Cycle Variance Detail Print (P41403) Cycle Count Entry (Approve Count) (P41240) Cycle Count Update (R41413) AAI_Setup Flexible Rate Accounting this document Troubleshooting Transaction Processing in Cycle Count Update (R41413)

Overview
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This is an overview of the Cycle Count process off menu G4121 used to count inventory. This process is an item based method of counting inventory in stages using the Select Items For Cycle Count (R41411), Print Cycle Count Sheets (R41410A), Cycle Variance Detail Print (P41403), Cycle Count Entry (Approve Count) (P41240) and Cycle Count Update (R41413) application. The Cycle Count process should not be used for Bulk Stock Items. The Operational Reconciliation (Doc ID: 625487.1) should be used for Bulk Stock Items.

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Files Used
The Cycle Count Header (F4140) file stores the cycle count number, cycle count status and number of items selected for count. The Cycle Count Transaction (F4141) file is shared by both the Cycle Count and the Tag Count programs. It holds information about the items selected for count, including the on-hand value currently in the Item Location (F41021) file. This on-hand value is "frozen" because once the Cycle Count Transaction (F4141) records are created, they do not change regardless of inventory transactions, sales or receipts that occur in the system. Note: It is a standing issue as to whether to close the doors and end all transactions during cycle count or not. It is recommended that no transactions are done during cycle count to avoid possible problems with the final on hand quantities. If transactions must be entered, it is advised that there be no physical inventory movement. The crucial steps are Select Items for Count (R41411), when writing the perpetual quantities, and the actual Cycle Count Entry (P41240). After the count has been performed and entered it is fine to physically move inventory. Note: At the time of Cycle Count Update (R41413), users may need to modify Location Detail Sequences or Unit of Measure Structure in the Location Detail Information (F4602) table for Advanced Warehousing (System 46). If that is the case, please refer to White Paper Cycle Count With Advanced Warehousing (doc ID 625570.1) for details. The Cycle Count process should not be used for Bulk Stock Items. The Operational Reconciliation (Doc ID: 625487.1) should be used for Bulk Stock Items.

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Select Items for Cycle Count (R41411)


The Cycle Count Header (F4140) and Cycle Count Transaction (F4141) records are created after the Select Items For Cycle Count (R41411) is run. One record for the count is created in the Cycle Count Header (F4140) and a single record is created for each item location in the Cycle Count Transaction (F4141) file. When the Cycle Count Transaction (F4141) records are generated, the Total Primary Quantity (PJTQOH) field is populated with the quantity that is currently in Quantity On Hand (LIPQOH) field from the Item Location (F41021) for each item selected for count. Each time a new cycle count is started, a Cycle Count Number is assigned by the Next Numbers program (system 41, bucket # 5). A report is also created listing item, item description, branch, location, lot and current on hand for each item selected. Note: Prior to the fix done with BUG 10985009 the next number was incremented even when a zero variance was encountered and the processing option was set not to write the PI document to the Cardex. BUG 10985009 changed the application to only increment the next number when the Cardex record is actually

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written. The Data Selection can be used to narrow down which items to include in the count. Next Count Date (LINCDJ): Items may be selected based on the Next Count Date field in the Item Location (F41021) file. This field can be manually updated through the Item Location Information (P41024) or automatically updated through the Cycle Count Update (R41413). This is discussed in the Cycle Count Update (R41413) section of this paper. ABC Codes: Items may be selected by the ABC Codes located in the Item Branch (F4102) file. These can be populated manually or automatically generated through the ABC Analysis (R4164) report. The ABC fields are IBABCS for Sales, IBABCM for Margin and IBABCI for On Hand. Cycle Count Category: The field is populated in the Item Branch (F4102) record. The field name is IBCYCL. The valid values for this field are located in the 41/8 UDC table. The following is an example of the report that is created by the Select Items For Count (R41411) UBE.

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Cycle Count Review (P41240)


This program will display the count to be reviewed (Description, Current Status, Variances, On Hand and Quantity Counted) and advance the cycle count status.

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Cycle Number - assigned through Next Numbers during Select Items for Count (R41411) UBE. The Next Number bucket used is System 41, bucket #5. Description - 30 character description that is entered in processing option # 1 of the Select Items for Count (R41411) UBE (optional).

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Cycle Status - the last step that was completed for the specific cycle count. Count Date - the specific date on which the count was started. Locations To Count/Items To Count - the total number of locations and items that are in the cycle count.

Valid Cycle Count Statuses


These statuses are defined on the 41/CS UDC table and should not be deleted or changed. Status From and Thru can be defined in the processing options or entered manually in the Cycle Count Review (P41240) program.

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Note: To display all valid cycle count status codes, click on the visual assist button. Available row exits within Cycle Count Review (P41240) Cycle Count Detail (P41241)

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Specify Type of Variance - select Quantity Variance or Amount Variance. Specify Relationship - In the Relationship field, key in a relationship code for the range of variances to display. The valid values are:

Specify Variance Amount - In the Amount field, key in the amount limit for the range of variances to display. For example, enter in "100" in the Amount field and "GE" (Greater than or Equal to) in the Relationship field, the program will display only those variances greater than or equal to 100. Specify Amount Type - Select to display variance by Absolute Value or Percentage. Each line within the body of the screen displays the net variance quantity and the net variance amount for each location for an item. The total for the Quantity Counted field will change to 0 after Cycle Count Update (R41413) is run successfully. Print Cycle Count Sheets (R41410A) This will use the UBE version set in processing option 1, on the Versions tab, behind the Cycle Count Review (P41240) program. If the print is successful, status 20 'Printed' will display in the Cycle Status field. Cycle Count (P4141) Users can type in the results as discussed in the Cycle Count Entry (P41240) section of this paper. Once initial results have been recorded, status 30 'Entry' will display in the Cycle Status field. Approve Cycle Count The Cycle Count Variance Detail Print (R41403) can be run before this step, to review the variances and make any changes in Cycle Count Entry (P41240). The Cycle Status field will now display 40 'Approved.' Update Cycle Count (R41413) This will use the UBE version set in processing option # 2 on the Versions tab, behind the Cycle Count Review (P41240) program. Once this process has finished, the Count Status field will display 50 'Completed'. The cycle count detail records can be deleted from the Cycle Count Detail (F4141) file if the version of Cycle Count Update (R41413) has processing option # 1, in the process tab, set to a 1. Reset Frozen Value (R41412) This option will run the Reset Frozen On Hand Value (R41412) UBE and can be performed any time before the Cycle Count Update (R41413) is run. The Reset Frozen On Hand Value (R41412) UBE will reset the frozen value in the Cycle Count Detail (F4141) file based on the information in the Item Location (F41021) file.

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BUG 10821504 changed the functionality of this button Xe and Later. In addition to updating Cycle Count Detail (F4141) file with the information in Item Location (F41021) file, now the UBE also updates Warehouse Count Transactions (F4142) file with the information in Location Detail Information (F4602) file for warehousing purposes. This is done only if the warehousing option is activated for the Branch/Plant. BUG 10964857 changed the functionality of this program in 8.10 and higher in the following ways: 1. If the Reset Frozen Value report is run after entering the cycle count i.e. at Cycle Count status 30, then the counted information (Quantity Counted and Amount Counted) is not reset to zero; it is retained. The report will only update the Quantity On Hand field (Primary On-Hand and Secondary On-Hand) in the Cycle Count Transaction file (F4141) based on the information in the Item Locations file (F41021) and the Amount On Hand field based on the new quantity. 2. This report can only be run between cycle count statuses 10 (Selected) and 30 (Entered). Any inventory changes resulting from transactions after approving the Cycle Count (Cycle Count Status 40 ) will not be taken care by the Reset Frozen Value program. 3. The Cycle Count Code(CCCD) in the Cycle Count Transaction file (F4141) is not reset to zero if the Reset Frozen Value UBE is run after entering the count (Cycle Count Status 30 ). Cancel Cycle Count A cycle count can be cancelled at any time. This is not a required step of the normal cycle count process. If the cycle count is cancelled, the Cycle Count Detail (F4141) file does not get purged. Note: The previous options can be either performed through the Cycle Count Review (P41240) or through the same programs on the G4121 menu.

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Printing Cycle Count Sheets (R41410A)


After selecting the items to include in the cycle count, and reviewing them online, then print the cycle count sheets that will be used to perform the actual count. Run the Print Cycle Count Sheets UBE to print information from the Cycle Count (F4141) file on the count sheets. The count number can be specified in the data selection.

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Once printed, the Count Status field will display 20 'Printed'.

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Cycle Count Entry (P41240)


After recording the information on the cycle count sheets, transfer the results to the Cycle Count (F4141) file. Note: Users working with Location Detail Information (F4602) table for Advanced Warehousing (System 46) need to take the Warehouse Location Detail row exit. If using Advanced Warehousing also review White Paper Cycle Count With Advanced Warehousing (doc ID 625570.1) for more details.

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When the count has been entered, the quantity counted is populated into the Total Primary Quantity Counted (PJTQCT) field in the Cycle Count (F4141) file. A '1' is populated in the Count Code field to signify that a quantity has been entered. Counts are cumulative. If a count is entered for an item/location, then another number is entered for the same item/location, the two numbers will be added together. Negative quantities can be entered if the recounted quantity is less than the previously entered quantity. Replacing a Quantity - This can be accomplished by entering the replacement quantity in the Quantity field and then click the Replace Row Exit. Note: Quantities of 0 must be entered to populate the counted quantity in the Cycle Count (F4141) file, but are not necessary for an accurate update of the count. Only quantities that have been counted and have a quantity entered will be updated in the Item Location (F41021) table. Note: Secondary Quantity and Total Secondary Quantity are updated and useful only when working in a Dual UOM environment. If items are required to be counted in a secondary UOM then Dual UOM must be activated for the item in the Item Master (P4111). Technical Note - This application was not designed to be used by multiple users. If more than one person is using Tag Count Entry (P41240) and more than one person is editing the same tag simultaneously, there could be issues. If multiple people are using this program, make sure that they are not accessing the same range of tags.

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Cycle Variance Detail Print (R41403)


After entering and reviewing the cycle variance information, some items may need to be recounted and subsequently revise/replace the cycle count quantity. Review variances again, both online and through the Cycle Variance Detail Print (R41403) UBE after the recount and revision. The Cycle Variance Detail Print processing options determine whether to print quantity or amount variances, percent or unit variances, and an amount or quantity value that will be included/excluded in the report.

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Approve Cycle Count (P41240)


Once variances have been reviewed and items have been recounted (if necessary), the count can be advanced to a Count Status of 40 'Approved' by clicking on the Approve Cycle Count Row Exit from the Cycle Count Entry (P41240) program.

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Cycle Count Update (R41413)


The Cycle Count Update (R41413) compares the perpetual quantities and the counted quantities in the Cycle Count (F4141) file. The program will then update the Quantity on Hand in the Item Location (F41021) file. The program will then write Cardex (PI document type) records and General Ledger records based on the variance amounts. Depending on processing option # 2, on the Process tab, no General Ledger records will be written if there are no variances.

AAI Setup
AAI 4152, which provides the inventory account to offset against any count variance. AAI 4154, which provides the cost of goods sold account to update. NOTE: The current Inventory Cost of the item will be used when revaluing the stock. In a cycle count transaction, cost cannot be entered; only the counted quantity can be entered. For this reason the average cost, even when re-calculated, remains the same. Hence, by default UDC 40/AV does not have any entry for a cycle count update transaction. Any other inventory transaction we have a provision to enter the new cost and hence the UDC 40/AV updates the average cost online. AAIs 4126 & 4128 need to be setup to handle zero balance adjustments. These are required, even if no zero balance adjustment situations exist. Cardex (F4111) Entry - Document type PI is written. Note: This document type is hard coded and cannot be changed. If the AAI is not set up: Cycle Count Update (R41413) will display an error (shown below). Further, Count Status will not be updated, nor will the Cardex. Resolution is to setup the AAI table correctly, then run update again.

Cycle Count Update (R41413) Processing Options Default Tab

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Enter General Ledger Date, if left blank the system date will be used. 2. Next Count Date Calculation: '1' = Calculate based on the Cycle Count Category This code is specified in the Item Branch Category Codes. The Cycle Count Category (CYCL) is populated with a valid value in the 41/8 UDC table.

The Description 02 field is the number of days before the next cycle count. This will be added to the system date in which Cycle Count Update (R41413) is run and populate

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the Next Count Date in the Item Location (F41021) file. '_' Calculation based on the ABC code. This is calculated based on the ABC code in the Sales Analysis (IBABC) field in the Item Branch (F4102) file and the 41/NC UDC table.

Description 02 is the number of days before the next cycle count. This will be added to the system date in which Cycle Count Update (R41413) is run and populated in the Next Count Date in the Item Location (F41021) file.

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Process Tab Enter '1' to delete the records in the Cycle Count (F4141) file. If left blank then the records in the Cycle Count (F4141) file will not be deleted. Note: If the records are left in the Cycle Count (F4141) file and one of the items in that Cycle Count (F4141) file is deleted from the system at a later date, Cycle Count Update (R41413) will not run successfully. The Cycle Count Update (R41413) UBE queries all the records in the Cycle Count (F4141) file and validates whether there are valid items in the Item Branch (F4102) file, regardless of whether the item is included in the current count or not. Interoperability Tab Inventory Interoperability for outbound transactions is included as a JDECYCLE transaction, meaning that an EDI Product Activity Data Header - Outbound (F47126) and EDI Product Activity Data Detail - Outbound (F47127) records will be written. Note: the F4141 Cycle Count Unedited Transaction (F4141Z1) file is not used for outbound. The Product Activity Code (MJPACD) stores the Transaction Document Type.

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Flexible Accounting
Flexible accounting can be set up for AAIs 4152 and 4154 when using Cycle Count Update (R41413). An example on using flexible accounting with cycle count ) G1631 turn on flexible accounting for FA/F4111/XT4111Z1

G1641 field

flexible rules definition and set up rule for AAI 4152 and 4154, document type PI, company 00001. Define the sub ledger to use the F4102 and bring in the MCU

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Select items for count and print count sheets Enter and Approve count Update count and notice the journal entries created are for account 1.1411 subledger 30 (from 4152 AAI) and 30.6310 subledger 30 (from 4154 AAI)

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. Note: It is possible to use flex accounting to populate the Short Item Number column (GLITM) in the F0911, but this also requires that the Objects flag is turned on in Cost Management Constants (P1609). Activate Cost

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Troubleshooting
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If the Count Status does not update after running Cycle Count Update (R41413) check the following: Setup all AAI tables listed above. Check that all accounts used by the above AAIs exist and have a posting edit code of blank. Make sure all items have a valid G/L Class Code - or setup the AAIs above with '****' as the G/L Class Code. Use a valid G/L Date in processing option #1 in the Defaults tab. Document Type 'PI' must be used, this is hard-coded. Additional Notes It is a standing issue as to whether to close the doors and end all transactions during cycle count or not. It is recommended that no transactions are done during cycle count to avoid possible problems with the final on hand quantities. If transactions must be entered, it is advised that there be no physical inventory movement. The crucial steps are Select Items for Count (R41411), when writing the perpetual quantities, and the actual Cycle Count Entry (P41240). After the count has been performed and entered it is fine to physically move inventory. It is recommended that no transactions are done during cycle count to avoid possible problems with the final on hand quantities. If it is required to enter a transaction in-between, the user should run the Reset Frozen Value report (R41412) before running the Cycle Count Update UBE (R41413). This will ensure that the system takes into account the latest on-hand quantity from the Item Locations file and correctly calculates the variances (quantity and amount) so that accurate results can be obtained after updating the cycle count.

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Transaction Processing in Cycle Count Update (R41413)


BUG 11011530 introduced Transaction Processing to this UBE. If a database failure occurs the transaction will be rolled back allowing re-processing of the information. This includes the automatic rollback of the Item Location table (F41021). In release 9.0, BUG 11041220 implemented enhancements to the UBE transaction processing introduced tools release 8.98.3 installed. Here is an example of what the Cycle Count Update (R41413) report will show when a commit failure has occurred.

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To discuss information further with Oracle experts and industry peers, we encourage you to review, join or start a discussion in the JDE1 Distribution Community. To look at upcoming or archived Advisor Webcasts please see Advisor Webcast Details (Doc ID 548764.1) if your topic is not currently scheduled please suggest it.

References
NOTE:625452.1 - E1: 41: Inbound Cycle Count Interoperability (P4141Z1 / R4141Z1I / R4141Z1P) NOTE:625570.1 - E1: 46: Cycle Count with Advanced Warehousing

Related Products JD Edwards EnterpriseOne > Distribution > Inventory > JD Edwards EnterpriseOne Inventory Management Keywords 4126; 4128; 4152; 4154; CYCLE COUNT; R41411; R41413; JDE141COUNTS

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