Step by Step: Conducting a Parts Count in G2

PURPOSE

To help clients run a successful parts inventory count using G2.

Astra Product

G2 Parts Manager.

Process

Conducting a parts count is an essential step in managing a parts department. A year end count is mandatory in most dealerships.

Cycle counts, which are conducted on a more frequent basis, are highly recommended.  In most dealerships monthly cycle counts are conducted to ensure parts are properly managed on an ongoing basis. This way, any discrepancies can be addressed in a timely manner.  

Both year end and cycle counts are launched by selecting Parts from the G2 navigator.

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Choose Utilities and then Conduct a Parts Count.

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The parts count window will display and ideally this window should display that there is no parts count in progress.

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Users are only able to conduct one parts count at a time within the dealership. Regardless of how many people are counting parts, the data is all entered in as a single count. 

If there is a count in progress, the id of the G2 user that started the count will be displayed, as well as the port number, in case the count needs to be reset in the users absence and the date and time the count was started.

Before you begin a parts count, ensure that any parts count in process is completed. Initializing a count will delete any count information that has been collected but not processed. Once it has been determined that a count can be conducted, click the Reset button to start a new count.  A window will display asking the user to confirm. 

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Click Yes to proceed. The screen will then display that there is no parts count currently in process.

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Step 1 is to establish what type of count the user will be conducting. A year end count automatically assumes you will be counting your entire parts inventory.

When the Year End Count option is chosen, the bin code display is disabled.

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If running a cycle count, the user will need to specify which bins you want to include in the current count. 

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Keep in mind this step is not conducted in a parts year end count, only a cycle count. 

In a cycle count a user can sort by bin or by bin description. The bins may also be narrowed down by a minimum part value by entering in the minimum value for the parts to be counted.

The minimum part value field is disabled when conducting a parts year end count because an annual inventory count should include everything. 

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Once the user has determined which bins will be counted in the cycle count, the next step is to Build the Count File. This will produce a list of parts that your inventory says should be in the bins selected. Once the file has been built a window will display giving the number of parts counted.

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Next, print the reports needed to assist in the count. Click on the Reports button located on the menu bar.

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Sub-menus are used to differentiate between Year End Count and Cycle Count Reports. When conducting a cycle count, only the Initial Parts Value report is needed. 

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This report displays the expected on hand quantity, cost, and extended cost for each part that will be counted. This report is useful for comparison and reconciliation as the count is conducted.

For Year End Counts the Initial Parts Value report will also need to be printed. It may also be helpful for users to print the Parts Inventory Count Sheets if the count is being done manually, rather than with a scanner.

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All reports are generated from the G2 report generator window.

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After selecting the desired report, a user can specify by bin and also by part number or by location.

The remainder of reports will be printed after counts have been completed.

Return to the parts count screen to begin step 2.

When returning to the parts count screen, a count will be in progress.

A list of parts to be counted will need to be printed out for comparison purposes. There are two options, print the pages if doing manual counts or load the parts to the scanner so that the user will know what parts are being looked for. By default the “To Scanner” option has already been selected. 

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There are currently only two scanners supported. These scanners default into the Scanner Type drop box.

Make sure the scanner has been docked before the transfer begins. This step also creates a grid that will be available on step three, parts update tab that will quickly and easily allow for any required adjustments to the parts file.

If a user is not sure how to use the scanner to create a parts count, there is documentation on the Dealer Resource Center (DRC) and then to the Downloads page. Under the Parts and Service Other section there is a document called Cycle Counts Using IDS Mobile Apps.

Year-end count documents can be found under the Year End Documents, Parts YE Inv Using IDS Mobile Apps and Parts YE Inv Using MC50/70 Scanner.

Once the parts count has been completed using the scanner, the count data will need to be uploaded from the scanner into G2.  Dock the scanner, Choose From Scanner and click begin transfer.

The system will prompt if the user would like to merge the parts count data with existing data or no, to overwrite existing count data. If using more than one scanner or if conducting several counting sessions, choose to merge counts.

If only one person is counting choose the overwrite option. Once the count has been uploaded, reconciliation will need to be done to find any discrepancies before updating the parts file with the actual counts.

To begin, select Step 3: Update Parts  

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The count data will be displayed in the grid and a manual adjustment of quantities and locations as required right in the grid.

There are a number of reports available to help with this process. The reports can be accessed on the menu bar under reports. Choose Year End Count or Cycle Count and the menu of reports will 

display. Reports can be used to investigate discrepancies between the quantities on the initial parts reports and the quantities that have been counted. The parts variance report will help find any discrepancies between what was expected and what was actually found. Reports can be re-run as often as needed.

Now back to the grid. Parts are displayed by page. To see specific parts, a different page number may be entered. There is also a part locator function that will allow a user to specify a part number. Right click in this field to launch the part lookup window.

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A user can also right click on a part number in the part number column. There are two choices: Delete a Part or Display Part Details. To make adjustments to reflect the parts count, click quantities in the main count column, or right click to select bin.

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Once the bin or quantity has been changed click the Save icon at the top.

Once all changes have been made, move the parts count data to actual. This will update G2 with the revised information.

Click on the Main tab and move on to Step 4 Move Count to Actual.

Notice the Create count journal entry is set to default. This is recommended and should always be done. This is the step that takes the adjusted count data and updates the parts count file with the actual data that was collected. Be sure all count data and adjustments have been made before continuing with this step. Parts that show as having not been counted will show up as having zero on hand quantities.

When ready, click Begin Move to Actual.

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The system will prompt to make sure step 3 has been completed.

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Once completed a confirmation message will display.

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The parts count is now complete. 

 

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