This article is relevant if you have set up NetSuite’s Inventory Count system and need worksheets and tools to facilitate and measure the results from the actual count.

Background

After our firm migrated a chemistry-based manufacturing organization to NetSuite, the Operations Manager sought to implement an Inventory Cycle Count program to improve overall inventory control. While the client’s long-term ambition is to move to complete electronic record processing, the organization is currently paper oriented to meet specific government regulatory requirements. Thus, they wanted to respect the existing practices, which we understood well.

We set up NetSuite’s Inventory Cycle Count program to work on a weekly frequency. Yet, the client sought leadership on how they would perform and capture the inventory counts. We offered two capture elements to their program which fit their general paper and tracking practices:

1. Detailed Item Count: during the counting process, the Quality Control department demanded to see information by manufacturing batch/lot numbers with supporting measurement calculations. The concern for different units of measure was an ongoing background concern. Because inventory must be weighed or measured volumetrically, we need to prompt how these calculations were to be captured.
2. Excel-Based Batch Count: the Operations Manager also sought to use an Excel-based approach for capturing information for all the items prescribed in the weekly count. The printed output from the Excel system would present a cover sheet for all the detailed item count sheets and offer an electronic mechanism to update the Inventory Count records.

Finally, the Operations Manager sought information that could be shown to his executives on how his Cycle Program was improving inventory accuracy.

Approach to Generate NetSuite Inventory Cycle Count Document Outputs

One of the difficulties with the inventory count is that no built-in form dimensions are available to connect a related Advanced PDF form.  However, using the saved search Template approach, you can create a Transaction Search based on the Inventory Count transaction type.  This requires more connection points, is disjointed, and limits the scope of data available.

Yet, readers of the blog will know that we have a license-free tool called the Content Renderer Engine (CRE) that allows us to create linked SQL and Saved Search queries that can easily be supplied to the Freemarker / BFO PDF engine, which allows us the incredible capacity to create exacting outputs we need without the need to resort to copying data between records due to NetSuite’s saved search reach limitations. Furthermore, the tool allows Administrators to avoid SuiteScripts and easily bind buttons to forms to naturally produce the outputs required.  Click here for a multitude of related article links about the tool.

Detailed Item Count

The Detailed Item count was easy to produce. We followed the style guidelines and came forth with a single PDF with item-level page breaks, making it easy to get organized for the count. Click the image to get a feel for the document.  The key is one page per item, allowing easier collection between multiple data collection parties.

Excel-Based Batch Count

The Excel-Based Batch Count is more interesting. Readers will be interested in my 2019 article on how to generate Dynamic NetSuite Excel Workbooks. Using this approach, we created a dynamic spreadsheet for the Operations Manager to use with his laptop to record the inputs.  Given this data capture mechanism, we could then use our other license-free Record Import/Export Manager (RIEM) tool to update the inventory count once the Operations Manager validates the values.   Click the image to see a sample Excel document.

Inventory Accuracy Report

After the Cycle Count work completes, we helped produce an inventory accuracy report that could be handed to management. We continued to use our Content Renderer Engine summarizing information by measurement unit group (consider that various elements are measured differently, affecting inventory control practices). We created a graphically-based inventory accuracy trendline of the last 10 weeks’ cycle count efforts. Click the image to see a sample of the Inventory Accuracy Report.

With these outputs, the client could implement the practice and produce refinements in the day-to-day production operation. In due course, the inventory accuracy objectives were met, and the program has helped reduce shrinkage while offering higher inventory information reliability in normal production processes.

Activate your NetSuite Cycle Count Program

NetSuite provides the basic technologies to set up the inventory cycle count program. Yet, the full program demands clarifying objectives, assessing existing and going forward practices, configuration and some additional refinements to round out the program.  As a NetSuite Systems Integrator that puts business requirements first and technology second, our clients frequently share that it is refreshing to be understood and to work with trusted leadership to realize the promises the NetSuite platform offers.

If you found this article relevant, feel free to sign up for notifications to new articles as I post them.  If it is time to activate your Inventory Cycle program and you want guidance and support, let’s have a conversation.

Marty Zigman

Holding all three official certifications, Marty is regarded as the top NetSuite expert and leads a team of senior professionals at Prolecto Resources, Inc. He is a former Deloitte & Touche CPA and has held CTO roles. For over 30 years, Marty has produced leadership in ERP, CRM and eCommerce business systems. Contact Marty to set up a conversation.

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