Manual Cycle Counts – DealerVu Help Center

If you are doing partial counts manually, using a count sheet and manually entering the count in to DealerVu

Manual Cycle Counts

If you are doing partial counts manually, using a count sheet and manually entering the count in to DealerVu, you should do this by location. This will allow you to confirm that parts are in the proper location as reported in DealerVu. The first thing you will do is to print Part Inventory Worksheet.

From the DealerVu Start window click on Part Sales and Management in the department menu.
Click on the Part Inventory link in the Options menu, this will open the part inventory filter window.
On the Tool bar click on Reports.
From the drop down menu select Part Inventory Worksheet.

This will open the Part Inventory Worksheet which will look similar to the image below.

To print a count sheet by location you need to select which locations you are going to count and enter them into the Location From and To fields.

Note: the location that defaults in the filter is No Location Assigned this is different the having that field blank. No Location Assigned will give you the list of parts that have not been assigned a location.

If you want to see what parts do not have locations assigned to them you would select “No Location Assigned” in the Location From and To fields and then use the Qty in Stock filter for Greater then zero.

To get a list of parts that you have in stock that do not have locations assigned to them your Part Inventory worksheet filter would look like this:

If you are doing manual cycle counts it is important to have all stocked parts assigned to a location because it is by locations that you would perform your count. When printing a Part Inventory Worksheet it is recommended that you print one section at a time. The reason for doing a single location at a time is then you can give the proper Part Inventory Worksheet to the person responsible for counting that location. If a person is going to counting the entire area you could do that area in the range but again doing that means that data entry cannot begin until the count is done. If each location is a separate sheet then as the count for a location is completed that sheet can be given to some one who is entering the data and data can be entered as other data is being collected.

When you run a Part Inventory Worksheet for a single location and a part that is assigned to that location is also assign to a second location the part will have both locations listed. When doing a manual inventory DealerVu does not add duplicate part numbers together that will need to be done manually prior to entering the count in to DealerVu.

When entering the actual count you will need to count all parts both what is currently on the shelf and what is assigned to open service orders. Therefore it is recommended that before the count is started that you print a copy of Parts in Progress Valuation report.

This is found by starting at the DealerVu Start window and clicking on Business Office in the department menu
Click on the Reports and Graphs link on the Option menu. This opens the Reports and Graphs tree.
Click on the plus sign (+) in front of Inventory report and then find the Parts in Progress Valuation report in the list. This report will give you a list of all parts that are currently assigned to an unpaid part sales invoice or service order it will be up to you to determine if these parts have been issued or not.

Recommendation: Prior to doing a count it is recommended that all parts assigned to an open service order or open parts sales invoice be set aside so they can be accounted for as being issued to the appropriate invoice. By doing this you will count the parts on the shelf and add the number of parts assigned to the invoices based on the Part In progress Valuation report and this will give you an accurate count for your inventory.

When doing the physical count you would enter the total count of the part, the total count would include all locations and all parts as signed to open sales invoices and service orders, in the Actual count column.

Once you have the Part Inventory Worksheet completed you will be ready to enter those counts into DealerVu. To enter the counts from the DealerVu Start window click on Parts Sales and Management in the department menu then click on the Part Inventory link in the Option menu, this sill open the Part inventory filter window. On the Part Inventory Filter window click on Tools on the tool menu then click on the Part Inventory Worksheet from the drop down menu. This will open the Part Inventory Worksheet tool where you will enter the part count that was collected on the Part Inventor Worksheet report. If you set the filter the same on the Part Inventory Worksheet tool as you did on the Part Inventory Worksheet report then the parts will be listed in the same order to make it easy for entering the count.

Enter the data into the Actual Qty column. The system will adjust the Qty in Stock and the Qty Available based on the value you enter in the Actual Qty Column. If Qty Reserve needs to be adjusted you would adjust that value independent of the Actual Qty column.

When you enter a value in the Actual Qty column and then press the down arrow a yellow flag will appear to the right of the Actual column indicating that the value had been changed.

Once you have entered and verified the entries you can make the changes permanent by clicking on the Save icon

When you click on the Save icon

this will update the part details to match the changes you entered onto the Part Inventory Worksheet and you will be ready to move on to the next location.

Note 1: When you use the Part Inventory Worksheet to enter your count into DealerVu it will update the GL accordingly, you do not have an option not to update the GL.

Note 2: It is important to remind you that there are 2 different Part Inventory worksheets. One is the report, which is your count sheet. The other is the tool, which is where you enter your data into DealerVu.

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