Peoplevox offers two approaches to checking warehouse inventory. The stock take function on the mobile app allows operators to perform an ad-hoc blind count of either a location or a container. The cycle count feature allows administrators to schedule stock takes on a regular basis for warehouse locations.

This page explains how a stock take works, who needs which permission and how to choose between cycle counts and ad-hoc stock takes. The procedures are on two pages:

• Counting Stock, for setting stock take frequencies and counting on the mobile app.

• Approving Stock Take Variances, for deciding variances on the web app or the mobile app, and for the thresholds that approve small variances automatically.

The basic steps involved in either a scheduled or an ad-hoc stock take are the same, and are as follows:

1. Lock the location. The location is locked from the start of the count until its variance is decided, so the count stays accurate. The mobile app displays a padlock icon (). You cannot pick, move or remove items from a locked location. You can still use Adjustments in the web app, but avoid it during a stock take.

2. Count the contents. The operator counts any items and/or containers in the location. If the stock take is being performed on a container, then only items can be counted (containers cannot exist within other containers).

3. Generate a variance. The system automatically submits the count and generates a variance report that compares the expected to the actual contents. The location concerned is still locked at this stage.

4. Review and approve the variance. The variance report is reviewed by an administrator or stock controller. The variance is either approved (potentially leading to a change in inventory) or rejected (in which case no inventory is changed).

5. Unlock the location. As soon as the variance is handled, the location is unlocked and the inventory is again available for picking, moving, etc.

Key Points

• Every count creates a variance: what was counted compared with what Peoplevox expected. Approving it changes inventory to match the count; rejecting it changes nothing.

• The location is locked from the start of the count until its variance is approved or rejected, so decide variances promptly.

• Cycle counts are created automatically from the Stock take frequency on each location. Operators can also start an ad-hoc stock take on the mobile app at any time.

• Small variances can be approved automatically, using thresholds set for each site. A variance with a missing or unexpected container always goes to a person.

The diagram below shows the whole process, from setting up a location to the inventory change, and who does each part.

How a count becomes an inventory change. The person deciding a variance can use the web app or the mobile app.

Before You Start

Check these points before you roll out stock take or cycle counting.

• Applies to: the web app and the mobile app, at every site. Auto-approval is switched on and configured separately for each site.

• Requires: the PVX+ app on each device that uses the new count screens. The app sits alongside the PVX mobile app and shares its menu. Operators are prompted to install it the first time they open a new function.

• Also for cycle counting: each location needs a Stock take frequency. Locations without one are never cycle counted. See Counting Stock.

• Permissions: set on the user's role under Users > Roles in the web app, as in the table below.

• Doesn't cover: correcting a quantity outside a count (see Moving and Adjusting Inventory), and creating locations (see Setting Up and Editing Locations in PVX).

Role Permissions

Preview beta. If the Stock take variances menu item in the web app still displays a Beta tag on your account, the role also needs Preview beta for that item. Once the item is marked stable, the role no longer needs Preview beta.

Legacy and new screens side by side. The legacy functions and the new Stock Take and Cycle Count entries are separate permissions, so a role can keep the legacy entries while operators get used to the new screen. Remove the legacy entries when you are ready.

Choose How to Count

A count starts in one of two ways, and during either one an operator can mark a location or container as empty. All of them end in the same place: a variance that someone approves or rejects.

Counting Stock

Counting happens on the mobile app. An operator opens a location from the Cycle Count list or by scanning it, counts what is there and submits the count. For the steps, see Counting Stock.

Approving or Rejecting Variances

An administrator or stock controller approves or rejects each variance on the web app or the mobile app. Small variances can be approved automatically, using thresholds set for each site. For the steps and the thresholds, see Approving Stock Take Variances.

Reporting

The Stock take approval report lists every approval and rejection with the result of the count and of the review. In the web app, go to Reporting > Reports. See Reports.

Legacy Stock Take Workflows

The legacy stock take screens stay available until everyone has moved to the new Stock Take and Cycle Count screens. They appear on the mobile menu with (Legacy) after their names, and each needs its own permission (see the table in Before You Start).

• Stock Take Items: Count the items in a location. Remove the items, scan each one as you put it back, then scan the location barcode and tap STOCK TAKE.

• Stock Take Containers Only: Confirm which containers are in a location. This does not count the items inside the containers.

• Stock Take Clear Locations/Containers: Record a location or container as empty. A legacy stock take cannot record a quantity of zero, so use this function for an empty location.

If Something Goes Wrong

Before You Contact Descartes Customer Support

Note these details so Customer Support can find the count quickly:

• The site, and the location or container barcode

• The variance Reference Number from Stock take variances, if a variance was created

• Who did the count (the Operator Name on the variance) and on which device

• The date and time it happened, with your time zone

• The exact message shown on screen, if there was one

Recent Changes

For readers arriving from a release note. The release notes describe each change in full; this page and the two pages it links to describe the screens as they are now.

Related Articles

• Counting Stock, for setting up cycle counting and counting on the mobile app.

• Approving Stock Take Variances, for deciding variances and setting auto-approval thresholds.

• Setting Up and Editing Locations in PVX, for creating locations and the Locations CSV template.

• Moving and Adjusting Inventory, for correcting a quantity outside a stock take.

• Reports, for the Stock take approval report.

• Using Roles and Permissions to Manage Users, for the permissions in the table above.

• PVX Mobile App User's Guide, for the mobile app in general.

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