This user guide explains how to conduct a Hard Count in HotWax
The Hard Count process in HotWax allows the fulfillment team to count every item in the store, helping provide an accurate inventory view across the company. The Hard Count process requires the fulfillment team to manually count every item in the store, ensuring an accurate inventory snapshot.
Identifying Hard Count Cards:
Hard Count tasks can be found under the Assigned tab, just like regular cycle counts. They are distinguished by the Hard Count count type in yellow text on the card.
Starting the Count: Fulfillment team members can click on a Hard Count card to begin the process.
Unlike normal cycle counts, Hard Count are not assgined with pre-assigned items.Upon opening a Hard Count card, the list will be blank. The team members will scan and add all items during the count process.
When an item is scanned, its details are automatically fetched from the system and added to the count.
If an item’s scanned barcode does not match the expected identifier (according to the system’s settings), it will be flagged and moved to the Unmatched tab for further action.
If any item fails to match during the scanning process, it will appear in the Unmatched tab. Here’s how to resolve these items:
Navigate to the Unmatched Tab: This tab lists all items that could not be matched during the scan.
Resolve an Unmatched Item:
Click on the item to view its details.
A Match Product button will appear beneath the product details.
Click the Match Product button to open a modal to search for the correct item.
Search for the Correct Product:
In the search bar, enter the SKU or product name.
A list of potential matches will appear. Select the correct product from the list.
The matched item will automatically move to the All tab.
Items that have already been counted will be pre-selected in the search list for ease of use.
Handling Duplicate Scans:
If an item is counted more than once, the fulfillment team will have the option to either:
Add the count to the existing one, or
Replace the existing count with the new scan, based on the situation.
Once all items have been scanned and any unmatched items resolved, the fulfillment team can submit the count for review.
Submit for Review:
Click the Submit for Review button at the bottom-right corner of the page.
A confirmation modal will appear, allowing you to review the details of the count.
Review and Confirm:
Verify all details and click Submit to finalize the count.
After submission, the count will be sent for review, following the same process as regular cycle counts.
Comprehensive guide for store associates using the Directed Cycle Count app, covering assigned counts, detailed item tracking, submission for review, and viewing closed cycle counts.
Managing cycle counts often requires extensive manual communication, especially for merchants with a large inventory network. Operations Managers and Admins may not always be in a position to directly communicate cycle count requests to ground teams and often rely on static forms of communication like email. When merchants need inventory reconciliation for multiple items, inconsistencies in information flow can lead to inaccurate inventory records.
The Directed Cycle Count app is designed to adapt to the user operating it. When a fulfillment team member logs in, they are provided with a focused, action-oriented interface that displays only the functions relevant to their role.
The first page a fulfillment team member sees upon logging in is the Assigned Cycle Count tab. When an operations team member assigns a cycle count to a facility, the cycle count becomes visible in the Assigned Tab.
Store associates can view all the cycle counts assigned to their facility, including the number of items assigned, the creation date, and the due date for each cycle count. Users can click on a cycle count card to access the Count Details page.
When store associates click on a Cycle Count card, they can view the complete details of the cycle count, including a full list of all items in that cycle count. Items that have not yet been counted will appear in the Pending tab, while items for which inventory has been counted will appear in the Completed tab. Easy access to view completed counts ensures that other team members can check which items have already been counted, facilitating a collaborative cycle counting experience for the fulfillment team.
Store associates can search for or scan an item to retrieve its details before submitting the cycle count. Clicking on an item in the list opens its cycle count details. Store associates can manually enter or scan the count into the count field. The count will be saved once the store associate clicks on the Save New Count button. If the operations team has enabled the option to show systematic inventory, associates will be able to view the systematic record of the cycle count along with any variance. If a user believes the cycle count is inaccurate, they can click the "Re-count" button to update the count.
Store associates need to click the Send button at the bottom right to submit the cycle count for review. Once submitted, the cycle count cannot be altered by the store associates unless the operations team reassigns the count.
If a cycle count is reassigned, store associates can view all accepted and rejected item counts, marked with appropriate badges. Users are not allowed to update cycle counts that have been accepted or rejected. Items assigned again for recounting by the operations team will be listed with a Pending badge.
Cycle counts submitted for review will appear in the Pending Review tab. Store associates can click on cycle count cards to view detailed item counts, including which counts have been accepted and which have been rejected by the operations team.
Once a cycle count is closed by the operations team, it will be moved to the Closed tab. Store associates can view the due date, submission date, and closed date, along with item count details, such as how many items were counted out of the total assigned, how many were rejected, and the variance.