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Import and Export Parts for a Cycle Count

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This lets you export the parts to a file, next you can modify the files, and then later import it back into the cycle count.

Inventory has a setting in the Roles Management called “Inventory - Include expected count in cycle count” which allows you to export the cycle count parts with or without the expected count. Learn more about roles in Security Roles and Roles Management.

The Export and the Import of the parts has a maximum limit of 1,000 parts.

Step 1. Create the Cycle Count

Step 2. Export the Parts from the Cycle Count

  1. Click the Export button.

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  1. Navigate to the download file called DataGrid.csv.
  2. Open the DataGrid.csv file.

For example:

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The columns in the export file contain:

  • PartID
  • Description
  • Part Type
  • Bin Location
  • Current Count
  • Part Cost

Step 3. Modify the file and record the Cycle Count

  1. Modify the export file so it will become the import file.
Export File Description Import File
PartID Same column name Part ID
Description Same column name Description
Part Type Delete this column.  
Bin Location

Same column name

If the part is in a different bin location. 

 Bin Location
Current Count

Same column name

This is the count of the part.

 Current count
Part Cost

Change column name to Current cost

If the part's cost is incorrect, enter the current cost.

 Current cost
  1. Save the file with a new Import Filename. For example, Filter Parts Cycle Count Import.

Step 4. Physical Count

  • Your assign contact(s) complete the physical count using the spreadsheet.

Step 5. Import the Parts into Cycle Count

Now, you are ready to import the cycle count.

  1. Click the Import Parts button.

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The Cycle Count Parts Import screen displays.

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  1. Click the Choose File button.
  2. Navigate to, select, and open the import file.
  3. Click the Map Data button.

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  1. Click the Preview button.

This lets you check your columns and import data, and the Error tab lets you correct any errors in the import.

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  1. When you are ready, click the Import button and the data is imported in.

(A) You will see that the status is still NOT STARTED.

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  1. (B) Click the Post Count to submit the count into the system.

After the count is posted, Eptura Asset displays the (C) status as RECOUNT REQUIRED as in this example the counts need to be entered again. Learn more about the status and the (D) notices icons in Complete the Cycle Counts article.

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Step 6. Recount the Physical Parts

Let's continue with this example ...

  1. Adjust the Import spreadsheet to remove the parts that had their Current Count column display in green, as these don't need a recount.
  2. The assigned contact(s) returns to the Warehouse and completes a recount only for the parts that need a recount.
  3. Where in this example, this results in the sample counts being recorded. 
  4. Next, you upload the cycle count import again, repeating Step 5. Import the Parts into Cycle Count.
  5. Click the Post Count button.

This results in the following:

  • (E) The status is changed to CLOSED
  • (F) The Current Count column displays either the accepted recount count in green and the discrepancy of the current count in red.
  • (G) The Notices column displays the recount has been accepted and it displays any work orders the part is allocated to.

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