Cycle Counts

Optional. Most jewelers count the whole store once or twice a year and never set up a single cycle count schedule. Nothing nags you to use this — if you create no schedules, nothing appears. See Taking a Physical Inventory for the count most shops actually run.

A cycle count is a scheduled partial count — instead of closing the store for a day to count everything once a year, you count one slice on a regular cadence. Over a quarter or a year, every slice gets covered.

Scheduling

Schedules live at Inventory Count → Manage all schedules (/inventory-count/schedules). Each schedule defines:

• Name — what the slice is called, e.g. “Front case diamonds”.
• Scope — the inventory types it covers (any combination of jewelry, watches, diamonds, colored stones and pearls) and, optionally, one location. This is the same scope a manually created session takes.
• Frequency — daily, weekly, biweekly, monthly, quarterly, or every N days. Weekly and biweekly take a day of the week; monthly and quarterly take a day of the month (1–28).
• Assigned employee and notes, for whoever will walk it.

A schedule can be switched inactive and back without losing its history. Reactivating recomputes the next due date from today rather than letting it reappear as instantly overdue.

Running one

When a schedule reaches its due date, it appears in a Cycle Counts Due band at the top of the Inventory Count list, overdue ones flagged in red. Pressing one creates a draft session already carrying that schedule’s scope and named after it, and drops you straight into it. From there it is an ordinary count — see Inventory Count Overview.

When you close that session, the schedule records the completion and rolls its next due date forward automatically. Nothing rolls forward until the session is actually closed, so a count left open stays visibly overdue.

Best practices

• Stagger schedules so several don’t come due the same week.
• Count the highest-value or fastest-moving sections more often.
• Treat a schedule that slips two cycles as a signal the cadence was set too aggressively, not as a reminder to work harder.

The Cycle Count Variance report

The Cycle Count Variance report (Reports module) pulls together every discrepancy across your closed count sessions — one row per variance, with Session, Closed date, Stock #, Stock Type, Description, Expected vs Counted, the resulting Variance Qty, the Variance Type and the Status. Filter by date range, session, and status.

Read it for patterns — a location or category that keeps coming up short — rather than treating each variance in isolation. Quantity corrections posted from Quantity Reconciliation land here too, as automatically closed spot sessions.