Published: July 28, 2022  Updated: May 19, 2025

Accurate Inventory Counts: A Streamlined Approach with CMMS

The ability to maintain an accurate tally of available parts and supplies represents a fundamental aspect of operational efficiency. Many individuals who have undertaken home improvement projects can recall the moment of realizing a shortage of necessary materials, a situation that can introduce delays and frustration. This predicament, while inconvenient in a domestic setting, carries significantly greater implications within a professional environment where timely project completion often proves critical. Let's look at getting a more accurate inventory count by streamlining the approach with a computerized maintenance management system.

Implementing routine physical counts emerges as a common practice for organizations striving to maintain precise inventory levels. However, the execution of these counts can present challenges, particularly when dealing with extensive inventories, multiple storage locations, or the need for specific item counts. Traditional methods, often involving manual counting and spreadsheet updates, can prove time-consuming and susceptible to errors. Fortunately, contemporary technology offers more sophisticated solutions.

Simplifying Physical Inventory Counts with CMMS

A Computerized Maintenance Management System (CMMS) like that offered by Mapcon Technologies provides a structured and simplified approach to the physical counting of inventory. The system organizes the quantities of parts, tools, and supplies through a straightforward three-step process. Navigation begins within the system at: Inventory > Inventory Physical Count Menu. It is important to note that four distinct reports within the system will reflect the data entered during these steps, underscoring the interconnectedness of the inventory management process.

Step 1: Managing Inventory Cycles

The initial phase involves the creation of count cycles, which essentially define the specific inventory items intended for the count. Within the MAPCON system, the "Lookup" tab displays any currently established cycles. The "Create Cycle" tab then allows for the configuration of new counting parameters. While several optional fields exist, three require specific input.

Defining Count Cycles

The "Cycles" field necessitates a descriptive name for each count cycle, employing an identification system that aligns with organizational needs. This naming convention might relate to a specific stockroom or even a particular location within a stockroom, such as a shelf or cabinet. The optimal naming strategy often depends on how inventory is stored and the scope of items intended for a particular count.

Consider a scenario with a single stockroom containing three shelves and four cabinets. A cycle named "All" could indicate a comprehensive count of all items. Conversely, a cycle labeled "Shelf 2" or "Cab 4" would denote a count limited to the items on the specified shelf or within the designated cabinet.

In a more complex environment featuring multiple stockrooms across several buildings, a cycle named "B1-All" could signify a count of all inventory within Building 1. Another cycle, such as "B2-Bin 5," would target only the items located in Bin 5 of Building 2. The flexibility of the naming convention allows for tailored count cycles that meet specific requirements.

Specifying the Stockroom

The "Stockroom" field requires the designation of the relevant storage area. For companies with a single inventory location, a common name like "Main" or "Storage" likely suffices. Organizations with multiple stockrooms will input the corresponding names for each location.

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Setting the Maximum Items per Count Sheet Section

The "Maximum Number of items per cycle count sheet section" field allows for the segmentation of large inventory counts into more manageable portions. For instance, if a count encompasses 1000 parts and a maximum of 250 items per section is specified, the system will generate four count sheets, each listing 250 items. This division enables the assignment of count sheets to multiple individuals for simultaneous counting or facilitates counting in smaller, more focused segments. This approach can contribute to improved accuracy by mitigating potential fatigue associated with counting large quantities.

An alternative strategy involves setting an even lower maximum number of items per section to facilitate quicker counts. Complementary to this, establishing a "freeze" period for the stockroom is advisable. This entails preventing any inflow or outflow of parts during the counting process to ensure the accuracy of the count. Various methods can achieve this stockroom control.

Optional Filtering Criteria

Several optional filters provide additional control over what items are included in a count cycle. The "Price Filter" and "Filter Price" options allow for the inclusion or exclusion of items based on their price, enabling the exclusion of very low-value items if desired. The "Classes" field accommodates industries that utilize inventory classification systems. Further information regarding these classifications can typically be found through resources like Indeed. MAPCON provides the flexibility to incorporate these class designations into the count cycles.

Checkboxes offer the ability to include items not currently assigned to a specific location, items not yet "seeded" within the system (meaning they lack an initial quantity), and non-valued items. Counting non-located items, which are then sorted by part number, is generally recommended for separate, focused counts due to the potential time required to locate them. Counting non-seeded items is crucial for establishing an initial quantity within the system, thereby allowing these items to be issued in the future. Once a count cycle is saved, it can be readily accessed and utilized for subsequent inventory counts.

The "Location," "Specific Items," and "Items by Category" windows offer further refinement options for specifying the scope of the count.

Once a count cycle configuration is complete and saved, the generation of physical count sheets becomes the next step. Clicking "Generate Cycle Count Sheets Now" prompts a query regarding immediate printing. Selecting "yes" provides a preview of the sheets for printing and subsequent distribution for the physical count. Alternatively, multiple count cycles can be created, and the corresponding sheets can be printed collectively via the "Print Count Sheets" menu item.

Step 2: Entering Item Count Quantities

Upon completion of the physical count, the recorded quantities are ready for entry into the MAPCON system. The "Lookup" tab again displays the list of created cycles. Typically, a double-click on the relevant cycle opens the detailed inventory information for that count. This view presents key data points such as the stock number, item description, location, Quantity On Hand (QOH) as per the system, and the Current Quantity On Hand (CURR QOH), which represents the physically counted amount.

Updating Current Quantities

The primary focus during this step involves updating the "QOH" field with the quantities obtained during the physical count. These figures are entered into the designated blue fields within the system.

Utilizing the "Copy Qty On Hand" Function

To enhance efficiency, especially when dealing with items exhibiting minimal or no quantity changes between counts, the "Copy Qty On Hand" function proves invaluable. Clicking this button automatically populates the "QOH" fields with the values currently present in the "CURR QOH" fields. This eliminates the need for repetitive data entry, requiring only the modification of quantities that differ from the system's recorded values.

It is important to note that a numerical value must be entered for each item, even if no physical stock was found. The system does not permit blank entries in these fields, preventing the inadvertent skipping of items during data input. In instances where an item is out of stock, a value of zero should be entered.

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Step 3: Reconciling Counted Items

The final stage in the inventory count process involves reconciling the physically counted quantities with the system's records and approving the updated information. Double-clicking the relevant cycle again opens the inventory details, now displaying a "Count Sheets" window within the "Main" tab. This window allows for the searching and addition of related count sheets and provides a history of when sheets were generated, printed, updated, and last reconciled. Two checkboxes, "Ready to be reconciled" and "Reconcile Now," guide the finalization process.

Reviewing the Pre-Reconciliation Report

Prior to finalizing the reconciliation, generating a "Pre-Reconciliation Report" offers a valuable opportunity to review all the counted totals and any discrepancies identified between the physical count and the system's records. Before selecting "Reconcile Checked Items," the system allows for the designation of whether discrepancies should be flagged. This provides a crucial double-check mechanism before the count is officially approved. The system will then prompt for confirmation to accept the new inventory information. This step allows for further investigation of any questionable discrepancies.

Once the reconciliation process is complete, the MAPCON system reflects the updated inventory quantities, providing an accurate snapshot of current stock levels.

Leveraging Inventory Reports

As previously mentioned, the menu contains several other reports that draw upon the data generated through these count cycles and reconciliations. Of particular significance is the "Item Count Accuracy" report. This report details each item, the date of its last count, the counted quantity on hand, the difference between the counted and recorded quantities, and the resulting accuracy rate. This report serves as a valuable tool for ongoing monitoring and ensuring the integrity of inventory records.

While maintaining excessively large inventories can negatively impact cost-effectiveness, running out of essential parts can disrupt operations. By employing a CMMS with robust inventory cycle count functionality, organizations can achieve a more precise understanding of their on-hand inventory, mitigating the risks associated with both overstocking and stockouts.

For additional details regarding inventory cycle counts and how a CMMS can benefit your organization, please call MAPCON at 800-922-4336.