Cycle Counts

A cycle count is a physical stock take of part of your inventory, compared against what Raya shows. Counting a slice at a time keeps records accurate without shutting the warehouse for a full annual count — and when a line doesn't match, finalising the count posts the correction straight to a stock adjustment with a full audit trail. This page runs a count over a rack at Vatva WH-1.

Why count in cycles

	Annual full count	Cycle count
Warehouse	Shut for a day	Stays open
Frequency	Once a year	Continuous, a slice at a time
Error detection	Late — errors sit for months	Early — caught within the cycle
Adjustment size	One big correction	Many small ones

Worked example — count rack A2

We count the granules and drums held in rack A2 / B2 at Vatva WH-1.

1. Open the count

1. Go to Inventory → Cycle Counts → ＋ New Count.
2. Pick the Location — Vatva WH-1.
3. Set the Scope — a category, a rack (here A2 + B2), or a specific set of items. Narrow scope keeps a count quick and a variance easy to trace.
4. Print or open the count sheet.

2. Record the physical quantity

Walk the rack and record what's actually there. Blind counting (the counter doesn't see system numbers) gives the truest result. Then enter the counted figures:

Item	Batch / serial	System qty	Counted qty	Variance
HDPE Granules — Grade A	HD-2405-A	55.0 MT	54.4 MT	−0.6 MT
Blue Masterbatch	MB-2403	120 Kg	120 Kg	0
50 L HDPE Drum	(serial-tracked)	480 Pc	485 Pc	+5 Pc

Raya shows the system quantity beside each line and highlights the variance — counted minus system — positive when you found more than expected, negative when short.

3. Review and finalise

Zero-variance lines (the masterbatch) confirm the records are already right — nothing to do. Investigate the two that differ, then Finalise the count.

:::note Serial-tracked lines name the extras For the drums, a +5 variance means five serials were on the shelf that the system had elsewhere (or missing). Reconcile the actual serial numbers so custody stays correct — a bare +5 on a serial item should always resolve to specific serials. :::

Variance → adjustment

Finalising a count with variances posts a stock adjustment for the differences, so on-hand matches reality and the correction is captured with a reason code:

Adjustment Decrease   HDPE Granules — Grade A   −0.6 MT   @ Vatva WH-1  (reason: Stock take)
Adjustment Increase   50 L HDPE Drum            +5 Pc     @ Vatva WH-1  (reason: Stock take)

Downstream effects:

• On-hand at Vatva WH-1 is corrected (granules 54.4 MT, drums 485 pc).
• Stock is revalued — the 0.6 MT shortfall removes 0.6 × ₹95,000 = ₹57,000 from inventory value; the 5 found drums add value back at their cost.
• Each item's last counted date is stamped, so you can see what's been checked recently and what's overdue.

:::tip Count little and often Rotate through high-value or fast-moving items more frequently than the rest — count the granules monthly, slow packaging quarterly. Small, regular counts catch errors early and keep any single adjustment small enough to explain. :::

:::caution The adjustment is immutable The adjustment a count posts is a permanent ledger entry — like any adjustment, it can't be edited or deleted, only reversed. So resolve the physical discrepancy before you finalise, not after. :::

A simple counting cadence

There's no need to schedule everything the same way. A workable rotation for our items:

Item class	Example	Count frequency
High-value / fast-moving	HDPE Granules — Grade A	Monthly
Serial-tracked returnables	50 L HDPE Drum	Monthly (reconcile serials)
Consumables	Blue Masterbatch	Quarterly
Slow packaging	Drum Label	Twice a year

The Last counted on date in Product Locations tells you what's overdue, so the next cycle count almost picks itself.

Related

• Stock Adjustments — where variances are posted.
• Locations — the racks and locations you count.
• Serial Inventory — reconciling serialised counts.
• Costing & Reports — how a variance changes stock value.