Cycle Count Schedules allow users to generate recurring Work Orders for performing Part counts. This feature functions similarly to a Preventive Maintenance (PM) schedule.

Once configured, the system automatically creates Work Orders based on the defined frequency. Each generated Work Order contains the list of Parts assigned to the Cycle Count Schedule, enabling warehouse or inventory teams to complete count tasks consistently and accurately. 

 

How Cycle Count Schedules Work

• A Cycle Count Schedule defines which Parts need to be counted and how often they should be counted.

• When the schedule triggers, the system automatically generates a Cycle Count Work Order.

• Users complete the Work Order by performing a Part Count for each Part listed.

• This Smart Cycle Counting process supports inventory accuracy, audit compliance, and ongoing reconciliation of stock levels.

 

 

Steps to Set Up a Cycle Count Schedule

1.  Select Inventory.
2. Select Cycle Count Schedules. 
3. Select New.
4. Enter a Cycle Count Schedule ID.
5. Enter an Asset ID. We recommend linking a Location record that can be used to represent the physical location where the count is taking place, such as a warehouse or stock room.
6. Enter a Description to provide additional details about this Cycle Count.
7. Select the Recurrence subsection.
8. Enter a Next Due Date to determine the next date this Cycle Count Schedule will generate.
9. Select the generation recurrence (Daily, Weekly, Monthly, or Yearly).
10. Select the Criteria subsection.
11. Enter a Cycle Count Parts Filter to narrow down what Parts will be included in this Cycle Count. Select Preview to see which Parts are included based on your selected criteria. 
12. Enter information in any optional fields under the General section.
13. Add additional details such as Instructions, Costs, or Attachments.
14. Select Save. 

 

 

Cycle Count Schedule WOs

Work Orders generated from Cycle Count Schedules include a dedicated Cycle Counts subsection. This subsection is unique to Cycle Count Work Orders and serves as the operational workspace for completing Part Counts. It provides a structured list of all Part records assigned to the Cycle Count Schedule, ensuring technicians can quickly identify which items require verification. 

 

Performing the Part Count

 

1. Enter the Counted Quantity

To complete the count for a Part:

• Locate the Part within the Cycle Counts subsection.

• Enter the verified quantity into the Counted Quantity field.

This entry represents the actual physical quantity observed during the cycle count.

When you are in the Counted Quantity field, you can press the Tab button on your keyboard to automatically move to the next field. If your Cycle Count parts span multiple pages, you can still press Tab in the Counted Quantity fields to tab through pages.

2. Approval Status Automatically Updates

Once a Counted Quantity is entered:

• The Part’s Approval Status automatically changes from Not Counted to Updated.

• This status indicates that the count has been processed. This status can help users who are performing a Cycle Count with other users, or over multiple days, so finding where to start the count should be seamless.

3. Qty on Hand Updates Immediately

After the count is processed:

• The system updates the Part record’s Qty on Hand to match the Counted Quantity.

• This update occurs as part of the Work Order completion workflow, ensuring inventory accuracy is maintained in real time.

• If the count was entered incorrectly, the quantity counted can be changed, and a new Cycle Count transaction will process on the Part Record to indicate the new count

*As a note, once a count has been entered, it can not be deleted. If a count was entered accidentally, we suggest changing the count to the previous on-hand quantity, which can be found on the Part record, or you can perform an Adjust quantity action on the Part record, and then set the quantity on hand to the previously recorded quantity.*

This direct integration between Cycle Count Work Orders and Part records supports clean, audit‑ready inventory data.

 

 

 

Count Now Action

The Count Now action allows users to immediately generate upcoming Cycle Count Schedule instances without waiting for the next scheduled recurrence. This feature is useful when users need to trigger counts ahead of time or validate upcoming generation behavior. To use this action select Action> Count.

Then select an End Date and select Generate. The Count Now process works similarly to the Generate This PM action used in PM Scheduling.

 

 

End Date Requirement

To use Count Now, users must provide an End Date.

• The system evaluates the Cycle Count Schedule’s recurrence pattern.

• Any generation instances that occur on or before the End Date will generate immediately. The system will use the same generation logic as the PM Generation settings.

 

 

 

Cycle Count Schedule Fields

 

General

Cycle Count Schedule ID: This field displays the name of the Cycle Count Schedule.

Type: This field is used to link a Work Type.

WO Status: This field is used to determine what WO status will be applied to newly generated WOs.

Asset ID: This field is used to determine what Asset ID will be linked to the WO. In the case of Cycle Count Schedules, it's recommended that to link a Location Asset.

Priority: This field is used to determine what Priority will be applied to newly generated WOs.

Sub-Status: This field indicates the Sub-Status of generated WOs.

Description: This field is used to provide additional details about generated WOs.

Expense Class: This field is used to link Expense Class records to Cycle Count WOs.

Assigned To: Use this field to automatically assign Cycle Count WOs to a specific user. 

Craft Hours: Use this field to assign Craft Hours to generated WOs.

Skills: Use this field to assign Skills to generated WOs.

Tools: Use this field to assign Tools to generated WOs.

Notes: Use this field to add additional details and note templates. This will then appear as the Work Order notes on the Work Order.

Custom Fields: This will be a section where the Work Order Custom Fields will appear and can be filled out.

 

 

Recurrence

Next Due Date: This field determines the next date that the Cycle Count Schedule will come due. This date should represent the next instance of the recurrence pattern.

Generation Lead (Days): This field allows users to generate Cycle Count Schedules in advance of their Next Due Date. 

Completion Window (Days): This field is used to determine a Schedule Finish Date for generated WOs. The system will calculate this by adding the number of days in the Completion Window to the Next Due Date. 

Recurrence Pattern: This section will allow users to set up how often the Cycle Count Schedule generates. Options include Daily, Weekly, Monthly, and Yearly. Further details of recurrence can be selected to determine what days of the week or month that WOs will generate. 

Regenerate only if WO is completed: Select this option to prevent additional WOs from being generated if the last WO was not completed. 

 

 

Criteria

Randomize Cycle Count: Selecting this option instructs the system to automatically choose a random subset of Parts to include in each generated Cycle Count Work Order. This option is useful if you want unpredictable sampling for audit purposes. When enabled, the system will pull Parts from the filtered list (see Part Filter section below) and randomize which ones appear in each Work Order.

 

Maximum Number of Parts in Cycle Count: This field determines the maximum number of Part records that can be included in a single Cycle Count Work Order. For example if set to 25, no Cycle Count Work Order will contain more than 25 Parts, even if the filter returns hundreds of eligible Parts. This can be used to keep your team's workload manageable. 

 

Cycle Counts Part Filter: The Cycle Counts Part Filter determines which Parts are eligible to be included in the Cycle Count Schedule. By default, all Parts in MVP One are included. Adding a filter allows you to narrow the list based on specific criteria.

 

Common use cases:

• Limit counts to a specific Warehouse

• Include only Parts in a certain Part Class

• Exclude non‑stock or inactive Parts

• Target high‑value or high‑risk inventory categories

 

Example Filter

To include only Parts stored in a Warehouse named “Building 1”, create a filter with the criteria:

• Warehouse – Equal – Building 1

Once applied:

• Only Parts meeting this filter will be eligible for inclusion

• Randomization and maximum‑part limits will apply after filtering

• This ensures Cycle Count Work Orders focus on the correct inventory segment

 

Costs

Use the Costs section to add applicable Labor and Parts costs to the Cycle Count Schedule. These costs will then be added to any generated WOs. 

 

 

Instructions

Use the Instructions section to add Instruction steps to the Cycle Count Schedule. These instructions will then be added to any generated WOs.

 

 

History

The History section will display a list of all previously generated WOs from this Cycle Count Schedule. 

 

 

Attachments

The Attachments section can be used to attach images to WOs generated from this Cycle Count Schedule.

 

 

Audit History

The Audit History section will display a list of all edits and changes made to this record.