Eclipse ERP Cycle Count Procedure Template
Eclipse branches usually carry thousands of bins, and a full physical count means a day of lost shipping. A written cycle count procedure replaces that with steady, auditable counting. This template gives you a complete one to adapt, with ABC frequencies, tolerances and approval tiers already structured.
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Eclipse ERP Cycle Count Procedure Template
Cycle Count Procedure
Company: Lakeshore Industrial Supply Branch: Branch 04 - Dallas Effective: 2026-11-02 Owner: Inventory Control Manager
This procedure sets how Branch 04 - Dallas counts inventory on a rolling basis in Epicor Eclipse, how variances are investigated, and who approves inventory adjustments.
1. Purpose and scope
Cycle counting keeps system quantities accurate without shutting the branch for a full physical count. It covers all stocked items in the branch, including bin locations, will-call areas and consigned stock held on site. Counts run on Tuesday and Thursday, before opening so that no receipts or shipments are in progress against the items being counted.
2. Count frequency by class
| Item class | Frequency | Selection basis |
|---|---|---|
| A (high value or high movement) | Monthly | Annual usage value ranking |
| B (medium) | Quarterly | Annual usage value ranking |
| C (low movement) | Twice a year | Annual usage value ranking |
| Triggered | As needed | Negative on-hand, zero on-hand with open orders, pick shortage, recent large adjustment |
3. Counting method
Counters work from a count list that does not show the system quantity (blind count). Count by bin, record the unit of measure counted, and confirm item number against the label. Do not count items with open pick tickets or unposted receipts until those transactions are cleared. Use a second person for any item with a unit cost above the value threshold set by the supervisor.
4. Variance and recount rules
A variance within 2 percent of system quantity and under $250 extended value may be adjusted by the supervisor after one recount. Anything outside that range requires a second independent recount before any adjustment is proposed. The counter investigates likely causes first: unposted receipts, unreleased returns, wrong unit of measure, items in the wrong bin, and picking errors.
5. Adjustment approval
| Extended variance value | Approver | Evidence required |
|---|---|---|
| Up to $250 | Warehouse supervisor | Count sheet, recount, reason code |
| $250 to $1500 | Branch manager | Count sheet, recount, investigation notes |
| Above $1500 | Branch manager and finance | Full investigation and root cause |
6. Records and review
Keep signed count sheets and adjustment support for the retention period set by finance. Inventory control reviews variance by item, bin and counter monthly, tracks accuracy by class, and escalates repeat offenders. Root causes feed back into receiving, picking and putaway training.
Approvals
Starting-point procedure for a distribution branch. Adapt the tolerances, thresholds and approval levels to your own policies and audit requirements, and align the steps with how your Eclipse count and adjustment screens are actually configured. This is not accounting or legal advice.
Inventory accuracy report
Optional: we can outline a read-only report over your inventory transactions that shows variance by item, bin and counter.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in your company and branch, choose count frequencies for A, B and C items, and set the tolerances that match your risk appetite. The tolerance and value fields flow through the document so the variance rules and approval table stay consistent. Export to PDF for the branch binder or to Word if you want to edit the wording. Have your controller review the approval thresholds, since they affect segregation of duties.
Why ABC frequency works
A small share of items usually accounts for most of the inventory value and most of the movement. Counting those more often catches errors where they cost the most. A common pattern is monthly for A items, quarterly for B and once or twice a year for C. Add triggered counts for items showing negative on-hand, pick shortages or recent large adjustments, since those flag problems that a calendar schedule would miss for months.
Variance investigation
The procedure requires a recount before adjusting, and a root cause review before approving anything large. Most variances come from a short list: unposted receipts or returns, unit of measure confusion, product in the wrong bin, mis-picks, and unrecorded damage. Adjusting without investigating simply hides the cause and guarantees a repeat. Track accuracy by item class, not only overall, because a high overall number can hide poor accuracy on fast movers.
Common mistakes
Counting while transactions are open is the most frequent mistake, and it produces false variances. Showing counters the system quantity invites confirmation bias. Letting the same person count, recount and approve the adjustment removes the control entirely. Finally, do not treat tolerance as a target: a tolerance exists to decide who approves, not to make small errors acceptable forever.
Frequently Asked Questions
How often should a distributor cycle count?
A common pattern is A items monthly, B items quarterly and C items once or twice a year, plus triggered counts for suspicious items. Adjust frequency by observed accuracy: items that keep failing deserve more attention, items that always pass can be counted less often.
Do cycle counts replace the annual physical?
In many cases a well-run program with good accuracy can satisfy auditors in place of a full physical, but that depends on your auditors and jurisdiction. Agree it with your finance team and external auditor before dropping the annual count.
What tolerance should I set?
Many branches start with 1 to 2 percent of quantity or a small dollar value for routine adjustments, with tighter limits on high value items. Choose tolerances that decide who approves, then tighten them as accuracy improves.
Why use a blind count?
A blind count hides the system quantity so the counter records what is actually on the shelf. When counters see the expected number, they tend to confirm it. Blind counts catch more genuine errors and give cleaner accuracy statistics.
If you want count schedules and variance trends generated from your ERP inventory data, we can build a read-only report for your inventory control team.
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