Sim Stock Counts

Oracle® Retail Store Inventory

Management

Stock Counts Overview

Release 13.2.x

April 2013

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Contents Stock Count Functional Overview .......................................................................................... 1

Additional References ...................................................................................................................... 2

Types of Stock Counts ............................................................................................................ 2

Stock Count Features Matrix ........................................................................................................... 3

Ad Hoc Stock Counts ....................................................................................................................... 3

Unit Stock Counts (Cycle Counts) .................................................................................................. 4

Problem Line Stock Counts ............................................................................................................. 4

Unit and Amount Stock Counts ...................................................................................................... 5

Stock Count Process Overview .............................................................................................. 6

Configuring a Stock Count .............................................................................................................. 6

Creating a Stock Count .................................................................................................................... 7

Scheduling a Stock Count ................................................................................................................ 7

Generating a Stock Count ................................................................................................................ 7

Starting a Stock Count ...................................................................................................................... 7

Counting ............................................................................................................................................ 7

Recounting ......................................................................................................................................... 7

Processing Third Party Results ....................................................................................................... 7

Viewing and Updating Rejected Items .......................................................................................... 7

Authorizing a Stock Count .............................................................................................................. 8

Updating Stock On Hand ................................................................................................................ 8

Stock Count Configuration ..................................................................................................... 8

System/Store Settings ...................................................................................................................... 8

Creating a Stock Count ......................................................................................................... 12

Overview .......................................................................................................................................... 12

Setting Variance for Ad Hoc Stock Count ................................................................................... 13

Selecting Attributes for the Stock Count Product Group .......................................................... 14

Variance Section ........................................................................................................................... 15

Counting Method Section ........................................................................................................... 17

Item Status Section ....................................................................................................................... 19

Stock on Hand Section ................................................................................................................. 20

Problem Line Section ................................................................................................................... 20

Selecting Components for the Stock Count Product Group ..................................................... 21

Product Group Element Section ................................................................................................. 23

Scheduling a Stock Count .................................................................................................... 24

Overview .......................................................................................................................................... 24

Creating a Schedule ........................................................................................................................ 25

Deleting a Schedule ........................................................................................................................ 26

Generating a Stock Count ..................................................................................................... 26

Overview of Stock Count Generation Batch Process ................................................................. 26

Child Count Creation ..................................................................................................................... 27

Item Retention ................................................................................................................................. 29

Extraction Timeline ......................................................................................................................... 29

Third Party Stock Count Extract ................................................................................................... 29

Starting a Stock Count .......................................................................................................... 30

Overview .......................................................................................................................................... 30

Status Changes ................................................................................................................................ 30

Future Stock Count ...................................................................................................................... 30

Taking the Snapshot ....................................................................................................................... 31

When Snapshots are Taken ......................................................................................................... 31

Unique Identification Numbers ................................................................................................. 32

Guided Counts ............................................................................................................................. 33

Sales Processing .............................................................................................................................. 33

Counting ................................................................................................................................. 34

Status Changes ................................................................................................................................ 35

Guided Counts ................................................................................................................................ 35

Unguided Counts............................................................................................................................ 36

Unique Identification Numbers .................................................................................................... 36

Stock Count Report ......................................................................................................................... 37

Recounting ............................................................................................................................. 38

Status Changes ................................................................................................................................ 39

Recount Snapshot ........................................................................................................................... 39

Stock Count Recount Report ......................................................................................................... 40

Processing Third Party Results ............................................................................................ 41

Third Party Stock Count Process .................................................................................................. 42

Batch Results Processing ................................................................................................................ 42

Stock Count Sales Processing ..................................................................................................... 43

Unique Identification Numbers ................................................................................................. 43

Third Party Stock Count Results File Layout Definition ........................................................... 44

Viewing and Updating Rejected Items ................................................................................. 44

Third Party Results ......................................................................................................................... 45

Reasons for Rejection ...................................................................................................................... 46

Rejected Items that Require UINs ................................................................................................. 47

Rules for Unique Identification Numbers ................................................................................... 47

Authorizing a Stock Count .................................................................................................... 48

Automatic Authorization ............................................................................................................... 48

Manual Authorization .................................................................................................................... 48

Status Changes ................................................................................................................................ 49

Authorization Rules for Unit, Ad Hoc, and Problem Line Counts .......................................... 50

Authorization Processing for Unit and Amount Count ............................................................ 50

Guided Stock Count ....................................................................................................................... 51

Stock Count Activity Locking During Authorization ................................................................ 51

Third Party Authorization ............................................................................................................. 52

Late Sales Processing ...................................................................................................................... 52

Updating Stock On Hand ....................................................................................................... 54

Integration with Oracle Retail Merchandising System .............................................................. 54

Unit, Ad Hoc, Problem Line Counts ......................................................................................... 54

Unit and Amount Stock Counts ................................................................................................. 55

Appendix A: Inventory Adjustments (Preloaded) ............................................................... 56

Appendix B: Third Party Stock Count Process Sample Flow ........................................... 57

Appendix C: Tables/Batches used for Unit and Amount Stock Counts ........................... 60

Appendix D: Stock Count Process Flows ........................................................................... 65

Stock Count Business Process Flow ............................................................................................. 65

Non-Third Party Stock Count System Process Flow .................................................................. 66

Third-Party Stock Count System Process Flow .......................................................................... 67

Stock Count PC Flow (Unit, Problem Line, Unit and Amount, and Third Party) ................. 68

Ad Hoc Stock Count ....................................................................................................................... 69

Glossary .................................................................................................................................. 70

Stock Counts Overview 1

Stock Count Functional Overview

Create Product

Group

Schedule Stock

CountTake Snapshot

Count/Recount

InventoryAuthorize Count

System Updates

Stock on Hand

Stock counts are one of the main tools retailers have to ensure their perpetual inventory is accurate. This is especially important when implementing any type of auto-replenishment model. If inventory is not accurate for the retailer, it is difficult to manage replenishing the stock accurately. In some cases, retailers need to reallocate stock between locations to manage a truckload deal or closeouts. Transferring stock from one location to another can happen quite frequently in order to keep up with customer demand. Even in a perfect receiving, shipping, and selling world, inventory gets out of balance. This is often due to breakage, theft, and inadequate quality control during shipment or detailed receiving that is skipped.

All stock counts in Oracle Retail Store Inventory Management (SIM) follow a similar process flow. The general process of taking a stock count starts with setting up a product group, with the exception of Ad Hoc stock counts. When a product group is created, it can be named in any way that is meaningful to the user. These groups can be a way to logically group the items, such as by department or a specific section of a store. After the product group is set up, the user must schedule the stock count. When the schedule date is reached, the stock count appears on the Stock Count List screen. The user can then perform the stock count.

Following is a summary of the steps in a stock count:

1. The stock count process generally starts with taking a snapshot. A snapshot is a one point-in-time view of the stock on hand positions.

2. The user starts counting and entering count values.

3. When completed, an optional recount can be taken for any discrepant items.

4. The final step in the stock count process is the authorization of the stock count. This is usually done by the manager who looks at the discrepant items. If the item count is accurate and does not need additional validation, the manager adds an authorized quantity and completes the stock count. The action of completing the stock count updates the corporate merchandise system.

SIM offers the ability to view stock counts scheduled for the future, but no action can be taken on these counts. The user has the option to generate a future count to view the count item details. The details are only available to view on the screen.

2 Oracle Retail Store Inventory Management

To get a full understanding of the stock count process, the following topics are covered in this document:

Types of stock counts

Stock count configuration and setup

Stock count end-to-end processing

Third-party processing

SIM includes the following types of counting methods for stock counts:

Unguided

Guided

Third Party

Portions of the stock count functionality, such as the setup of product groups, schedules, and authorizations, are performed on the PC only. The actual counting of inventory can be performed on both the PC and handheld (HH) device. A master count is created for a single product group and then broken down into one or more child counts based on the counting method or hierarchy breakdown chosen during the product group setup. The user is able to save a child stock count on the PC or HH and resume at a later time.

Additional References

Types of Stock Counts

SIM provides the ability to schedule, perform, and authorize stock counts. The following types of stock counts can be performed in SIM:

Ad Hoc

Problem Line

Unit (also known as cycle counting)

Unit and Amount

The counting processes are similar for the Problem Line, Unit, and Unit and Amount stock count types. However, there are some differences in setup and what items are scheduled for counting:

The Unit and Amount stock count typically includes the entire store and is a financial-based count.

The Problem Line and Unit stock counts deal more specifically with smaller areas of the store and are not financial-based.

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The Problem Line stock count is driven from items in a problem state, such as negative stock on hand (SOH).

The Unit stock count is for specific groups, such as high-theft items.

Stock Count Features Matrix The following matrix shows an overview of the features available for each stock count. Each stock count is described in more detail in the following sections.

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Unit and Amount X X X X X X X X X X X

Ad Hoc Stock Counts An Ad Hoc stock count is performed by a user scanning any items in the store that the user decides need to be counted. Ad Hoc stock count processing includes the following features:

SIM creates an inventory snapshot as each item is identified and added to the stock count.

Ad Hoc stock counts can only be initiated on the HH. Once the count is saved on the HH, it appears on the Stock Count List screen and can be completed on the PC or HH. Saving an Ad Hoc count on the HH enables the user to view, save, print, and complete it on the PC just as with any other stock count.

Unlike the other stock count types, Ad Hoc stock counts are not set up ahead of time using product groups. The user must set up discrepancy thresholds using the Ad Hoc Stock Count screen. Discrepancies are based on percent or unit thresholds by class.


If the authorized item count quantities entered by the user differ from the snapshot, inventory adjustments are created that are sent to the merchandising system.

The user always determines the order in which the items are scanned.

Unit Stock Counts (Cycle Counts) Unit stock counts are usually small stock counts set up on a recurring pattern every few weeks or monthly. They give the retailer the ability to monitor certain items more frequently and keep the perpetual inventory accurate for replenishment purposes.

Unit stock count processing includes the following specific features:

Setup of the stock count can be done at the item, supplier, promotion, or merchandise hierarchy level.

Schedule can be set up to run daily, weekly, monthly, or yearly.

Inventory adjustments are created for items when an authorized quantity differs from the stock on hand value. The inventory adjustments are also sent to the merchandising system.

To set up a Unit stock count, the user must first create a product group, which consists of any of the following:

Individual items

Item hierarchies

Variance percent

Variance unit of measure (UOM)

Indicator that a recount should be performed if the items are discrepant after the initial count

Unit product groups can then be scheduled for a stock count on a specified day or scheduled intervals (for example, daily, weekly, monthly, or annually). A stock count item list is generated at the store level using the ExtractUnitStockCount daily batch program. The system automatically creates a stock count from the items that fall within the parameters.

Problem Line Stock Counts The Problem Line product groups determine the criteria to use when problem items need to be counted. Individual items and item hierarchies are associated into a single problem line product group for a stock count. For example, the user might decide to count all of the items with negative stock on hand values.

Problem line stock count product groups can be set up to contain any of the following:

Items

Item hierarchies

Variance percent

Variance UOM

Indicator that a recount should be performed in case the items are discrepant after the initial count

The Product Group Scheduler defaults to daily when scheduling for a Problem Line product group and cannot be changed. The ProblemLineStockCount batch program looks at the Problem Line product groups and finds any items that meet the predefined problem line criteria shown in the following list:

Actual pick amount less than suggested pick amount


Negative available inventory

Negative stock on hand

Unique Identification Number (UIN) discrepancies

Once stores have created and scheduled the Problem Line product groups, a batch process runs daily to find any items that meet the criteria and add the items to the scheduled stock count. They are counted in the same way as a scheduled Unit stock count.

Problem Line stock count processing includes the following features:

Setup of the stock count can be done at the item, supplier, promotion, or merchandise hierarchy level.

Schedule can be set to run daily; it defaults to one day and cannot be changed.

Inventory adjustments are created for items when an authorized quantity differs from the stock on hand value. The inventory adjustments are also sent to the merchandising system.

Note: With the exception of the extraction criteria, the process (counting, snapshot taking, and authorizing) is the same as a regular Unit count.

Unit and Amount Stock Counts Unit and Amount stock counts are usually only done once or twice a year. They are often required by law to be performed once a year and done for the entire store or specific merchandise hierarchies. They give the retailer the ability to consolidate the actual counted values for merchandise and booking numbers at year end.

Unit and Amount stock count processing includes the following features:

Setup of the stock count can only be done at the merchandise hierarchy level or for all departments.

Unit and Amount product groups are scheduled for a specified day.

SIM sends the stock count schedule for Unit and Amount stock counts to the merchandising system anytime it is created, updated, or deleted.

Upon completion of authorization, a flat file is sent to the merchandising system.

It is possible to add items for Unit and Amount counts during the scan and during the Third Party results file upload, if the item was not ranged to the store but found during the count. The Allow Non-Range Item system option needs to be set to Yes. This allows the retailer to add items which exist, but were not previously assigned to the store. For more information, see “System/Store Settings.”

To set up a Unit and Amount stock count, the user first creates a product group which consists of any of the following:

Item hierarchies

Variance percent

Variance UOM

Variance value

Indicator that a recount should be performed if the items are discrepant after the initial count


During product group setup, for Unit and Amount stock count type, the user is restricted and cannot select the Item radio button on the Product Group Components tab, since RMS holds its amount valuation at the merchandise hierarchy level. Once a product group is set up, it can be reused for future stock counts.

The stock count is displayed on the Future Stock Count List screen. SIM deletes the record from this screen the day of the actual schedule date and extracts a new list to display on the main Stock Count List screen. The product group information is stored in the master stock count record in order for changes to be made to the product group without impacting extracted stock counts.

The product groups can then be scheduled for a specified day and cannot be scheduled for the current day. A lockout lead-time of one plus days applies when scheduling a count. When the Unit and Amount schedule is created, it is sent to the merchandising system so that it can also create a corresponding stock count. The nightly ExtractUnitAmountStockCount stock count batch program creates a record for each of the items in the product group scheduled to be counted.

Upon authorization of the Unit and Amount count, a flat file is sent to the merchandising system with a header that contains the stock count ID, stock count date, and store number that performed the count. The file contains details for each item and the quantity counted. This information is then staged in the merchandising system and can be used to overlay the inventory positions, create the correct booking adjustments, and create reports.

Stock Count Process Overview

Several processes need to take place for a successful stock count:

Configuring a stock count

Creating a stock count

Scheduling a stock count

Generating a stock count

Starting a stock count

Counting

Recounting

Processing third-party results

Viewing and updating rejected items

Authorizing a stock count

Updating stock on hand

Not all stock counts go through all of these processes. Each of these processes is described in a following section.

Configuring a Stock Count The retailer can configure stock counts in different ways based on system and store parameters.


Creating a Stock Count User-defined product groups are used to create different kinds of stock counts. The user assigns items to the product group and adds criteria to restrict the selected items. However, Ad Hoc stock counts do not use a predefined list since the stock count is created at the time of counting the items.

Scheduling a Stock Count Once the product group is created, the user is able to schedule the stock count using the previously created product group. This schedule extracts the stock count during specific intervals.

Generating a Stock Count The extraction batch process extracts stock counts at a specific time for a certain subset of items based on the stock count schedule.

Starting a Stock Count Taking the snapshot is the start of most stock counts. A snapshot is a view of an item’s stock on hand position at a certain point-in-time. The snapshot enables SIM to calculate the difference between the physical counted value and a static SOH system value (the snapshot). This allows the retailer to start normal transaction operations again after the physical count has been taken, but before the entire stock count has been authorized. The only transactions that update a snapshot are sales and inventory adjustments.

Late sales processing ensures that stock counts are updated accurately when sales are being processed. For more information, see “Late Sales Processing.” Other transactions need to be handled through a business process, since the system cannot anticipate if the transaction was included in the physical count.

Counting The first action the user typically does after taking the snapshot is to perform the count.

Recounting Depending on the setup in the product group, the user may have to do a recount of the stock count. The system calculates the variances for the items based on variance criteria set up when creating the product group.

Processing Third Party Results For Unit and Amount stock counts, a third-party service may perform the count and subsequently provide the results in a flat file which is imported into SIM. This may include assigning ID numbers to items rejected as part of the import process if the stock count is not set up to automatically authorize the stock count.

Viewing and Updating Rejected Items Some counted items might be rejected when data is scanned or imported into SIM. The user can view rejected items, if any, and assign valid SIM item IDs to not on file items and non-ranged items. The UIN can also be updated if they are required for some items in the count.


Authorizing a Stock Count After all the items have been counted and potentially recounted, the user needs to give final approval and authorize the stock count. This step may be bypassed if the stock count has been set up for auto-authorization.

Updating Stock On Hand Inventory adjustments are used to update the stock on hand position when completing a stock count. The inventory adjustments are also sent to the merchandising system. Unit and Amount stock counts send a flat file to the merchandising system upon confirmation of the last child count.

Stock Count Configuration

System/Store Settings The retailer can configure stock counts in different ways based on system and store parameters. System parameters apply to all store locations whereas store parameters apply only to the current store where the user is logged in. The only store parameter for stock counts is the Stock Count Default Timeframe parameter.

Parameter Valid Values (default in bold)

Description

Allow Non-Range Item

Yes, No This option allows the user to add non-ranged items to the stock count, as well as, a Third Party results file upload.

Caution: This setting applies to all SIM functional areas.

Allow Unexpected UINs

Yes, No If set to No, SIM rejects the UIN in the following situations by prompting the user with an error message:

Unexpected UIN for a transfer

Inventory adjustment when UIN was not assigned to the current store

Stock counts when the item was not originally assigned to the current store

If set to Yes, SIM allows the unexpected UIN for these situations, sends an email alert, and adds the item to Problem Line stock count.

Completing the transaction updates the UIN status and the store to which the UIN is assigned.



Description

Days to Hold Completed Stock Counts

30 Purge any records this number of days after the last stock count event occurred. In other words, when the schedule date is less than or equal to the current date, SIM subtracts the number of days to hold completed stock counts from the date and deletes when this date is reached. A record is purged if the stock count has a status of Complete, except in the case of Unit and Amount stock counts. Unit and Amount stock counts are deleted only when the status is Authorize Completed.

Days to Hold In Progress Ad Hoc Stock Counts

1 Any Ad Hoc count with a creation date/time stamp older than this number of days is deleted.

Enable GMT for Stock Counts

Yes, No Indicates which date/time stamp is used in the stock count message when it is being published.

Enable GMT for Third Party Stock Count

Yes, No Indicates whether the date/time stamp in the Third Party stock count file (DSLDAT) is in GMT or not.

Problem Line UI Limit

Not to exceed the value of the UI performance limitation configuration setting.

1500

This option determines the maximum number of line items allowed in a Problem Line stock count.

Stock Count Default Timeframe

Note: Store Parameter

Before Store Open, After Store Close

This option determines when the stock count for daily sales processing is performed in relation to store opening hours. It defines the default value for the Stock Count screen.

Stock Count Display Default Timeframe

Yes, No This option determines whether the Stock Count Default Time Frame value is a selectable option on the stock count screens on both the HH and PC.

Stock Count Lockout Days

1 This option specifies the lead time required by RMS to create a unit and value stock count schedule. This setting must hold the same value in the RMS system option, STAKE_REVIEW_DAYS. If RMS is not integrated, the value should remain at 1.



Description

Stock Count Null Count

Quantity = 0

Yes, No This option determines whether items with a null count quantity are interpreted as a zero quantity for Unit, Problem Line, and Ad Hoc stock counts.

If set to Yes, SIM sets any null count quantity field to 0.

If set to No, SIM does not set null count quantity fields to 0. Instead, the item is considered as not counted.

Stock Count Sales Processing

Timestamp Processing, Daily Sales Processing

This option determines the kind of sales processing used for sales that are uploaded during the stock count process. Timestamp Processing requires sales data to be uploaded with a specific time for every sales transaction. Daily Sales Processing requires the sales file to be uploaded with at least a date, but no time is required. Processing is less accurate with the latter option, and it can cause problems if stock counts are performed during the business day.

If the indicator is set to Timestamp Processing, the user does not have to select a time period for the stock count. Sales data has a timestamp as to when the sale or return occurred. This sales data timestamp is compared against the timestamps taken during the stock count. This option is also used when sales data is interfaced during real-time processing.

If the indicator is set to Daily Sales Processing, a timestamp is not used and the user needs to select whether the stock count occurs before or after business hours so that SIM knows how to handle late sales. This is an option available on the Stock Count Detail screen. The date is used to determine if a sale is late.

Note: If Timestamp Processing is selected, SIM prompts the user with a message:

Timestamp Processing should not be used if your Sales Audit and Merchandise system does not support sales transactions with timestamps. Do you want to continue?

If Yes is chosen, timestamp processing is used. If No is chosen, Daily Sales Processing is used.

For Daily Sales Processing, the retailer can configure SIM to prompt the user to decide whether the stock count is performed before the store opens or after it closes when counting on the HH or PC.

Unguided Stock Counts - Allow Multiple Users

Yes, No If Unguided stock counts are used, this option allows more than one user to scan simultaneously against the same stock count.



Description

Unguided Stock Counts Automatic Save

Yes, No If this parameter is set to Yes, the physical timestamp is taken as soon as the item is scanned for the first time, and is saved to the database along with the count value once the user scans the next item on the count.

If the parameter is set to No, SIM records the physical timestamp in memory once a user begins counting. The timestamp and count value are posted to the database when the user manually saves the count. With this option, it is assumed the user manually saves the count on a frequent basis, particularly when moving from one area in the store to another.

Unit and Amount Count UI Limit


5000

This option determines the maximum number of line items allowed on a Unit and Amount stock count. This check occurs in addition to the product group variances values.

Unit Count UI Limit


1500

This option determines the maximum number of line items allowed in a Unit stock count.



Description

Updating Stock On Hand

Discrepant Items Only, All Items

This option determines whether the stock on hand is updated for all items, both discrepant and non-discrepant items, or for discrepant items only when authorizing a Unit, Problem Line, or Ad Hoc stock count.

If set to Discrepant Items Only, SIM updates the SOH for discrepant items only when the count is authorized.

If set to All Items, SIM updates the SOH for all items that had a count quantity entered. This includes both discrepant and non-discrepant items. If the system parameter is set to All Items, selecting the Update Auth Qty button automatically updates or fills in the authorized count quantity field for both discrepant and non-discrepant items based on the last count. This also applies for stock counts that are set up for auto-authorization. If set to All Items, SIM automatically authorizes all counted items

Note: For Unit and Amount counts, selecting the Update Auth Qty button automatically updates the authorization quantity field for both discrepant and non-discrepant items, regardless of this parameter setting, since every item must be counted for a Unit and Amount count.

Creating a Stock Count

Overview With the proper security, the user can set up groups of items to be used to create stock counts. These groups can be comprised of entire areas of the merchandise hierarchy (for example, an entire subclass) or simply a group of individual and unrelated items.

The items associated to a product group are associated to a master stock count when generated, which in turn can be broken down based on the hierarchy selected by the user during the product group setup (for example, Department, Class, and Sub-class).

This section describes the options available to define the criteria used when creating and performing the stock count.

Product groups can be created for the following stock counts:

Unit stock counts

Unit and Amount stock counts

Problem Line stock counts

Note: Ad Hoc stock counts do not use a predefined list of items since the stock count is created when the first item is scanned.


Setting Variance for Ad Hoc Stock Count An Ad Hoc stock count is performed by a user walking through the store scanning any items that need to be counted. These stock counts do not have a product group or schedule functionality associated with them. The Ad Hoc stock count process follows the same general principle as the unguided unit count process. The main difference is that Ad Hoc stock counts do not have a predefined item list and can only be initiated on the HH. Once the count is saved on the HH, it appears in the Stock Count List screen and can be completed on the PC or HH.

Unlike the other stock count types, variance criteria are not set up through the product group setup process. The user must set up discrepancy thresholds using the Ad Hoc Stock Count screen and discrepancies based on percent or unit thresholds by class.

The user can set up details, such as the following:

Departments

Class

Variance percent

Variance standard Unit of Measure (UOM)

This screen is accessed from the Admin Menu by selecting Ad Hoc Stock Counts.

The criteria defined on this screen is used, when performing an Ad Hoc stock count, to determine which items should be considered discrepant. The criteria are defined per store. User access to this screen is controlled through security privileges. For a detailed explanation on how items are selected as discrepant, see “Variance Calculation.”


The Dept and Class fields are display-only fields. The user can enter the threshold for the item assigned to this class to be considered discrepant:

All classes in the item hierarchy associated with the current store are displayed. This table is auto-populated.

Whenever a new class is added to SIM, the class is added to this screen as well.

The Variance % field allows the user to enter the threshold in terms of a percentage of items counted for an item to be considered discrepant. The SOH inventory level is compared with the quantity entered in the stock count by the user:

Default value is set to 0.

Must be a non-negative whole number.

Null is a valid value if a variance Standard Unit of Measure (SUOM) exists.

Validation checking is done upon tabbing out of the field or selecting another field to ensure either the variance units or percent is populated for each class. The user is prompted with a validation message.

The Variance Standard UOM field allows the user to enter the threshold in the standard UOM for an item to be considered discrepant, when comparing the system total SOH inventory level with the quantity entered in the stock count by the user:

Default value is set to 0.

Must be a non-negative whole number.

Null is a valid value if a variance percent exists.

Validation checking is done upon tabbing out of the field or selecting another field to ensure either the variance units or percent is populated for each class. The user is prompted with a validation message.

Selecting Attributes for the Stock Count Product Group This section applies to all stock counts except Ad Hoc. For details on that setup, see “Setting Variance for Ad Hoc Stock Count.”

The Product Group Attributes tab allows the user to select the desired criteria or rules for generating and performing a stock count. The user can set up additional details such as the following:

Tolerances

Counting method (Guided, Unguided, or Third Party)

Hierarchy breakdown (Location/Dept/Class/Sub-class)

Recount discrepancies

Auto authorize

Item status

Stock on hand

Problem Line parameters

The first step to create a stock count is to select criteria during the product group setup to determine which items should be considered discrepant for the stock count. The following figure shows all the editable fields used when creating a standard Unit stock count. All fields that do not apply to stock count product groups are grayed out.


Variance Section This section shows the criteria used to determine which items should be considered discrepant on the stock count. At least one variance field must be set in order to create the product group. The Variance SUOM, Variance %, and Variance Value fields are checked to determine if an item is discrepant. If there is a value set for more than one variance, SIM considers the item discrepant if the count breaks any of the set thresholds.

Putting in a variance of 0 means the item is discrepant in every case unless the count quantity equals the SOH. If there is no value in any of the criteria fields, it means that the criterion is not used in determining whether an item is discrepant.

Variance SUOM

The Variance SUOM field allows the user to enter the threshold in the standard UOM for an item to be considered discrepant, when comparing the system total SOH inventory level with the quantity entered in the stock count by the user:

An item is discrepant if the variance units are equal to or greater than the variance SUOM set, plus or minus, unless the variance units are 0. If the variance is 0 and the count equals the SOH, the item is not discrepant.

For example, if the variance is set to 10 units, an item count variance fewer than 10 (plus or minus) is allowable, but an item count that varies by 10 units or more is discrepant.

If the variance is null, it is not used to determine discrepancies.


Variance %

The Variance % field allows the user to enter the threshold in terms of a percentage of items counted for an item to be considered discrepant. The SOH inventory level is compared with the quantity entered in the stock count by the user:

An item is discrepant if it deviates equal to or greater than, plus or minor, the variance percent. If the variance is 0 and the count equals the SOH, the item is not discrepant.

The variance percent can be null if the variance units field is populated. If the variance percent is null, it is not used to determine discrepancies.

For example, if the variance percent equals 10% and the SOH equals 20:

Stock count = 18, item would be considered discrepant.

Stock count = 19, item would not be considered discrepant.

Variance Value

The Variance Value field allows the user to enter the threshold in terms of a money amount for an item to be considered discrepant for Unit and Amount stock counts. This is a money amount compared to the number of discrepant units multiplied by the current unit retail of the goods. SIM uses the current retail price from the item lookup (the extracted promotion or clearance price is not used). If the calculated value exceeds the variance value, the item is considered discrepant during the stock counting process:

An item is discrepant if it deviates equal to or greater than, plus or minus, the variance value. If the variance is 0 and the count equals the SOH, the item is not discrepant.

Applies to Unit and Amount counts only.

If the variance is null, it is not used to determine discrepancies.

Variance Calculation

Upon completion of the count or recount, the variance is calculated and the count moves to the next stage, either recount or authorize.

Depending on how SIM is configured, a blank value during the initial count can be considered a counted or uncounted value:

If the Stock Count Null Count Quantity = 0 parameter is set to Yes, the item is considered counted.

If the Stock Count Null Count Quantity = 0 parameter is set to No, a null value for an item indicates the item is not counted.

The Stock Count Null Count Quantity = 0 parameter only applies to the count process.

If the Updating SOH parameter is set to All Items (instead of Discrepant Only) and the recount is blank for non-discrepant items, SIM fills in the non-discrepant items with last counted quantity.


Processing Blank Count Quantity Grid:

Type Parameter Complete Count

Complete Recount

Confirm from Authorization Screen

Confirm from Child List Screen (Blind Authorization)

Auto Authorization

Unit/Problem Line /Ad Hoc

Stock Count Null Count Quantity = 0 is set to No

If null, keep null (uncounted). Otherwise, use count quantity.

If null, keep null (uncounted). Otherwise, use recount quantity.

If null keep null (not counted). Otherwise, use authorization quantity.

If null, fill in with last count or recount value (which could be null). Otherwise, use authorization quantity.

If null, fill in with last count or recount value (which could be null). Otherwise, use authorization quantity.

Unit/Problem Line /Ad Hoc

Stock Count Null Count Quantity = 0 is set to Yes

If null, fill in with zero. Otherwise, use count quantity.

If null, fill in with last count value. Otherwise, use recount quantity.

If null, keep null (not counted). Otherwise, use authorization quantity.

If null, fill in with last count or recount value. Otherwise, use authorization quantity.

If null, fill in with last count or recount value). Otherwise, use authorization quantity.

Unit and Amount NA

If null, fill in with zero. Otherwise, use count quantity.

If null, fill in with last count value. Otherwise, use recount quantity.



If null, fill in with last count or recount value). Otherwise, use authorization quantity.

Counting Method Section This section allows the user to determine whether the count is guided, unguided, or performed by a third-party system:

The guided count method prompts the user to scan the next item in sequence. This feature is available for scheduled Unit, Problem Line, and Unit and Amount counts. Ad Hoc stock counts are never guided, but rather the scanning order is determined by the user doing the count. This feature is selected through the product group setup by choosing the Guided count method. SIM generates a master count broken down by location. A child count is created for every macro location and the user is prompted to scan the next item based on its location within the store. If an item exists in multiple macro locations, the user is warned if the item has not been counted in all macro locations.

Note: If sequencing is not set up for the items, the user is prompted in item order. For more information on using sequencing, see the Oracle Retail Store Inventory Management User Guide.

The unguided count method allows the user to scan any item in any order. This feature is available for Unit, Problem Line, or Unit and Amount counts. It is controlled through the product group setup by choosing Unguided for the counting method.


Multiple employees are able to scan items for the same stock count. The system option is called Unguided Stock Counts - Allow Multiple Users. It is the default option for Unit and Amount counts. For more information, see “System/Store Settings.”

Unguided stock counts cut down the time it takes to completely scan a count and provide more flexibility. This applies to both count and recount processes.

Some retailers find it cumbersome to manually save their stock counts on a regular basis. If the user forgets to save the stock count periodically and the HH battery fails or the wireless connection goes down, all the data recorded up to that point is lost. For unguided counts, the retailer can configure SIM to save the item count automatically when the user moves on to count a different item. This reduces the need for the user to manually save the count on a regular basis. It also allows the user to scan items continuously without being interrupted.

For example: if the user scans item A three times and then scans item B, the count value for item A is saved when scanning item B. This automatic save reduces the need for store personnel to remember to save count values manually and allows longer scan times without interrupting the scanning of items for the count. Users might forget to save, and if the system experiences a problem, the data recorded up to that point is saved, if SIM is configured to do so.

The system option is called Unguided Stock Counts - Automatic Save. It allows the retailer to determine whether the timestamp and count value is saved to the database each time a different item is scanned on the stock count. For more information, see “System/Store Settings.”

The Third Party count method allows a third-party service to perform the actual counting using a third-party system. This feature is controlled through the product group setup by choosing Third Party for the counting method. It is possible to create Third Party stock counts for any merchandise hierarchy level supported in SIM.

Hierarchy Breakdown

Hierarchy Breakdown is used to break down the stock count into separate child stock counts for each hierarchy added to the group. The child stock counts may be broken down further based on size. For more information, see “Total # Items in Group.” This field is disabled for all guided stock counts. Guided stock counts are always broken down by location based on macro sequencing. For a definition of macro location, see the Glossary.

If None is selected, SIM generates one master stock count based on all added components.

If Location is selected, SIM generates a master count with the child counts grouped by macro location.

Note: For guided counts, the hierarchy field always defaults to Location and is disabled since all guided counts are automatically broken down by location.

If Department is selected, SIM generates a single master stock count with items grouped by department for their child stock count. For example, if the user adds Dept 1000, Dept 1001, and Dept 1002 for Product Group A, SIM generates a single master stock count for Product Group A with 3 child stock count records (one for each department that was added to the group).


Note: The components selected could be at any level, but are grouped by the department, class, or subclass level.

If Class is selected, SIM generates a master stock count. The child stock counts are grouped by class.

If Sub-class is selected, SIM generates a master stock count. The child stock counts are grouped by sub-class.

The Re-count Discrepancies checkbox tells SIM whether a stock recount must be done for a stock count that contains discrepant items. If checked, a stock recount record is created if any discrepant items exist. This recount needs to be completed before the stock count is able to move on to the authorization process. Recounts are not available for Third Party counts since this count is performed outside of SIM.

Note: Third Party stock counts bypass the recount process since the assumption is the external system performed the task.

The Auto Authorize checkbox is used to identify stock counts that require SIM to automatically authorize the count. If checked, SIM automatically authorizes the stock count once the user has completed the count or recount stage. In this case, no user intervention is needed to authorize the count:

If the Auto Authorize checkbox is not selected, users with the proper security can view and modify the authorization quantity for items in the stock count that are discrepant and non-discrepant when compared to the SOH figure. Predefined variance limits (units, percent, and value difference) are used to determine which items fall outside the acceptable level.

If the Auto Authorize checkbox is selected, users with the proper security can view the authorization quantity for items in the stock count but cannot modify them.

Note: Third Party stock counts can also be auto-authorized. In this case, the count is performed by the third-party system and no user intervention is required in SIM after the snapshot has been taken and the third-party file has been uploaded to SIM.

Item Status Section This section applies to Unit product group types only. The user is able to choose which items to extract based on status (Active, Inactive, Discontinued, and Deleted).

Note: Active includes both active and Q status items. If the item is not ranged to the store, the item should be added for the current store in with a Q status. Q status is for temporary ranging, when the merchandising system sends it at a later time, it becomes active.

When the stock count is extracted, SIM includes only items with one of the flagged statuses. Multiple statuses can be flagged for a single product group. For example, the retailer may want to include both Active and Discontinued items in the product group. Checking the boxes for Active and Discontinued includes all items with a status of Active or Discontinued, but does not include deleted or inactive items.


If the status is unchecked, SIM does not extract items with that status. For example, if the Deleted checkbox is not checked, the extracted stock count does not include any deleted items.

SIM performs a validation, and at least one of the status boxes must be checked, before the product group can be created.

For Unit and Amount counts, these boxes are disabled and SIM extracts based on the Unit and Amount grid. For more information, see “Stock on Hand Section.”

Ad Hoc stock counts do not use product groups. They allow any item status to be scanned and counted.

Stock on Hand Section This section is used to identify which items to include in the stock count when SIM extracts the items for the stock count. For example, the user can select whether items with a zero stock on hand quantity should be included in the stock count:

For a Unit count, at least one checkbox must be checked before the product group can be created.

For a Unit and Amount count, SIM extracts items for the stock count based on the Unit and Amount grid shown in the following table.

The following table indicates when an item can be extracted for a Unit and Amount stock count.

Unit and Amount Count

Item Status SOH Larger than 0 SOH Equals 0 SOH Smaller than 0

Active (A) Allowed Allowed Allowed

Inactive (I) Allowed Not Allowed Allowed

Temporary (Q) Allowed Allowed Allowed

Discontinued (C) Allowed Allowed Allowed

Deleted (D) Allowed Not Allowed Allowed

Note: Because Unit and Amount counts are usually for the entire store, it is best to avoid counting items that likely are not in the store. If any are found during the Unit and Amount count, they can be added.

Problem Line Section This section is used to identify which items are considered a problem and need to be added to a stock count. This applies to the Problem Line product group type only and is not available for selection when other types are selected:

Actual Pick Amount less than Suggested Pick Amount – When a store is using the SIM feature for replenishing stock from a backroom, there may be some corrections to stock required based on the pick list quantity. If checked, SIM adds the item to the problem line count if the actual pick amount entered for the item on the pick list was less than the suggested system pick amount.


Negative Available Inventory – If checked, SIM adds the item to the Problem Line stock count if the item has negative available inventory. This can be the result of the cashier scanning one variety of an item, even though, several varieties were purchased, such as different flavors of a product were all scanned using one package. This could result in a negative inventory for the flavor scanned.

UIN Discrepancies – If checked, SIM adds the item to the Problem Line stock count if the item has UIN discrepancies. Discrepant UINs are items flagged by the store with a UIN status updated from one store to another as a result of on one of the following processes:

– Transfer for unexpected UIN.

– Inventory adjustment when UIN was not assigned to the store.

– Stock counts, when the item was not originally assigned to the store.

Selecting Components for the Stock Count Product Group

The Product Group Components tab allows the user to select the desired product for the group. This tab is not available until a product group type has been selected. The user can only add a single product group element at a time, but can create a combination of items and hierarchies for a single group.

At least one element must be added in order to create the group.

Note: The item criteria in the Stock Count Detail section is ignored when adding individual items. Instead, the batch handles this validation.


On the Product Group Components tab, SIM displays the type (Unit, Unit and Amount, or Problem Line) and counting method (Guided, Unguided, or Third Party) selected for the product group.

Total # of Recommended Items – This indicates the total number of recommended items for an individual product group element (that is, Item, Hierarchy, Supplier, Promotion ID, and so on). This value is not saved to the database and is refreshed with the latest results each time the user reenters the screen:

The Recommended # of Items field displays the maximum number of items allowed for the type of product group selected. This field is always displayed and pre-populated based on either the system parameter associated with the product group or the maximum configuration limit, whichever is lower.

Total # of Items in Group – This is the approximate number of items that may be extracted in the stock count based on a summation of all product group element criteria added to the group. This value is not saved to the database and is refreshed with the latest results each time the user reenters the screen. Each time the user selects a new product group element to add to the group on the Product Group Components tab, SIM increments this field to display the total number of items in the group up to that point. If the user removes an element from the list, the Total # of Items in Group field is decremented based on the element removed.

Product groups can contain thousands of line items. SIM can handle product groups that contain very large numbers of line items; however, these large groupings can be difficult for a retailer to manage when counting products in the stores. To resolve this, the retailer can configure SIM to automatically break down large product groups into multiple smaller records. The system administrator can set system parameters to control the maximum number of line items included in the product group, thus making the count more manageable.

If the number of line items in a product group exceeds the maximum line item limit, SIM breaks down the product groups into smaller sections. For Unit, Unit and Amount, and Problem Line product groups, SIM breaks down the stock count first by department, then by class, then by subclass. If the number of line item records for a department exceeds the maximum line limit value defined, then SIM breaks down the department into smaller sections starting with class. If a single class has more line items than the defined limit, SIM breaks the class down to the subclass level. This process results in the creation of a master stock count, based on a single product group, along with multiple child counts associated with the master count:

The system parameter value is limited to the value of the user interface (UI) performance limitation configuration setting. For example, if the maximum UI performance configuration setting is 10,000 line items, 10,000 is the maximum value for the parameters. The parameters allow the retailer to further limit the number of line items on each transaction for Problem Line, Unit and Unit, and Amount stock counts.

The parameters are used when breaking down transactions into smaller, more manageable portions. This limitation is in addition to the values entered by the user on the Product Group Detail screen, which also helps to limit the size of the transaction.

Note: For Problem Line stock counts, this is in addition to the store administration parameters: Negative Available Inventory, Negative Stock On Hand, and Actual Pick Amount less than suggested Pick Amount.


Product Group Element Section This section allows the user to select the product to include in the stock count. There are multiple ways to select items to add to the product group. The various methods are described here.

Hierarchy

If the user selects Hierarchy, the Department, Class, and Subclass drop-down lists appear. The Class drop-down does not enable until a department is selected and the Sub-class drop-down does not enable until a class is selected. Once the user selects the desired hierarchy and clicks Add to Group, the lowest level hierarchy is added to the count group. A line item is added to show the user all the hierarchies associated with the count group, as described in the following examples:

The user selects Dept=Home Shop, Class=Kitchen, Sub-Class=Bowls, and then Add to Group. A line is added to the Counting Group.

The user selects Dept=Clothing, and then Add Group. All classes and sub-classes under the item hierarchy are added to the Counting Group.

All Departments

If any other element is selected and added to the group, selecting All Departments clears out the other selections. Selecting All Departments ensures that the product group is set to include all departments in the stock count. An All Department stock count is assumed to be a stock count for the entire store. Selecting any other element option automatically turns off the All Departments selection.

Supplier

The user can select a supplier and all items associated with the supplier for the stock count. This is helpful when performing a count for a specific supplier.

Note: This is not available for the Unit and Amount product group type.

New items added in the merchandising system after this product group is created are not added to the product group automatically.

Applying a supplier adds individual items to the stock count.

Promotion ID

A promotion ID can be used to add items to the product group. This is helpful when monitoring items with high turnover or high theft during a promotional event.

Note: This is not available for the Unit and Amount product group type.

Using the Promotion ID does not automatically add new items to the product group if additional items are added to a promotion from an external pricing system or the integrated Oracle Retail Price Management (RPM).

Applying a promotion adds single items to the table.


Item

The user can enter an item to add to the product group. An Item Lookup feature allows the user to search on an item, if necessary. The description is displayed for the item entered:

Non-sellable items - The user is allowed to add regular non-sellable and sellable items. A non-sellable item is broken down to sellable components. If a non-sellable item is added to the product group, the extract adds the sellable components to the stock count since the inventory is held at this level. For more information on non-sellable items, see the Glossary.

Non-ranged items - Users are allowed to add active, Q status and non-ranged items, depending on configuration, to the product group through the Items product group element. For more information, see the Oracle Retail Store Inventory Management Implementation Guide - Volume 1, Configuration.

Note: The UI cannot restrict the user from adding non-ranged or Q status items because the product group can be used to schedule another store in which the item is ranged. However, when generating the stock count, the batch restricts the items in the count to only ranged items.

The Add to Group button adds the selected component to the group and displays it on the bottom half of the screen. The Delete button removes the selected records.

Note: If the user presses the Delete button when All Departments is selected, SIM removes all departments from the product group and allows the user to select a new product group element. There is no way for the user to highlight a specific department row and delete it.

Scheduling a Stock Count

Overview Once the products groups are created, the user can schedule how often each group is counted. Since Ad Hoc stocks counts are impromptu counts, a predefined list is not created and therefore are cannot be scheduled.

Product group schedules can be used for the following counts:

Unit stock counts

Unit and Amount stock counts

Problem Line stock counts


Creating a Schedule Using a calendar wizard, the user selects the count group and whether it is to be counted daily, weekly, monthly, or yearly. One or more stores can be assigned to the schedule, depending on the stores to which the user has access. Once the scheduled is created, the stock count can be viewed using the Stock Counts button which is accessible from the Inventory Management menu. If the stock count is scheduled for a date in the future, the count can be viewed from the Future Stock Count List screen. If the count is scheduled for the current date, it appears on the main Stock Count List screen.

For Unit and Amount stock counts, the user must schedule the count for at least 1 plus days out from the creation date of the schedule. The default setting for the Stock Count Lockout Days system option is 1 and identifies when the items to include in the stock count are populated into SIM from the merchandising system. The reason for the lockout days is that a store needs a certain amount of time to prepare for a count and therefore changes should not be allowed x number of days prior to the count.

The Stock Count Lockout Days can be changed on the System Admin screen, but SIM does not allow the user to schedule the count to run for the current day.

Note: If SIM is integrated with RMS, this value needs to be synched up with the RMS system option, STAKE_REVIEW_DAYS. If not integrated with RMS, the value should remain at 1.


Deleting a Schedule Occasionally, stock counts may need cancellation due to weather or other circumstances. If a stock count has not been completed, it can be cancelled by the user and a new one created. When the stock count is deleted, a message is sent through Oracle Retail Integration Bus (RIB) messaging in order for the merchandising system to be notified.

Generating a Stock Count

Overview of Stock Count Generation Batch Process The following are features of the batch process:

On a daily basis, a batch process is triggered that creates stock counts for the current day based on scheduled product groups.

Each master record is identified with the name of the scheduled product group and at least one child record associated with it.

The system creates the stock count item records for every item contained in the product group assigned to the scheduled stock count and ranged to the store.

The process creates the stock counts for each individual store. For example, if a scheduled count includes a list of 5 stores, then 5 separate stock counts are created, each with different stock count IDs.

Stock Count Status

All Stock Counts extracted through the batch process on the schedule date begin as Stock Count New and the type is set to Stock Count.


Child Count Creation If a Hierarchy Breakdown is selected during the product group setup, SIM extracts a separate child stock count for the specified hierarchy. A master count is created for a single product group and then broken down into one or more child counts based on the counting method or hierarchy breakdown chosen during the product group setup.

Product groups that contain hierarchies are expanded out to the item level when added to stock count schedules for Unit and Amount stock count types in the batch.

For any product group that exceeds the limit, SIM creates multiple child records and appends (x/y) to the description. This indicates that more than one child record is associated with the original master product group:

x is the sequence number of the child record

y is the total number of child records into which the product group is divided

For example, for a Batteries stock count broken down into six separate child stock count records, the description of the first stock count record of the group would be shown as follows:

On the PC: Batteries (1/6)

On the handheld: (1/6) Batteries

On the PC, multiple records associated with the same master product group are sorted based on ascending Department/Class/Subclass order, with (x/y) appended after the count description. For example, a large stock count might be broken down as follows, with the following child count records as listed:

Stock Count Record Breakdown

Batteries (1/6) Contains Dept A items

Batteries (2/6) Contains Dept B Class 1

Batteries (3/6) Contains Dept B Class 2

Batteries (4/6) Contains Dept B Class 3, 4

Batteries (5/6) Contains Dept B Class 5 Subclass 1

Batteries (6/6) Contains Dept C

On the HH, multiple records associated with the same master product group are sorted based on ascending Department/Class/Subclass order, with (x/y) appearing before the count description (because of display space limits on the handheld). For example, the same records would be displayed on the HH as follows:

1-(1/6) Batteries

2-(2/6) Batteries

3-(3/6) Batteries

4-(4/6) Batteries

5-(5/6) Batteries

6-(6/6) Batteries

Note: Child stock counts on the HH may not always be grouped together on the Stock Count List screen because the numbers appear before the description and affect how the records are sorted.


The following figure shows an example of how SIM automatically breaks down a large stock count. This figure is based on the following:

The maximum number of line items is 10,000

The total number of items in the product group is 40,000

In this example, the product group exceeds the maximum limit of 10,000 line items and must be broken down into smaller sections:

SIM first breaks down the count by department. If a department has 10,000 or fewer line items (like Department B in the example), the department does not need to be broken down. It is extracted into its own child count record.

If a single department exceeds the 10,000 line items limit, SIM breaks down the count further to the class level. If none of the classes exceed the maximum line items limit (like Class C1 and Class C2 in the example), SIM extracts each class as a single child count record.

If a class exceeds the maximum line limit, such as Class A1 in the example, SIM breaks down that class to the subclass level.

Unguided Stock Counts

When the count method of Unguided is selected during product group setup and sequencing is being used, if an item exists in multiple locations, SIM rolls up all the locations to one line item. The primary sequence location description displays in the Location field.

Guided Stock Counts

If an item exists in multiple locations and sequencing is being used, SIM displays a separate line item for each location and the corresponding location description in the Location field.


Item Retention SIM needs to validate items and data based on criteria selected during the product group setup:

Extract as a guided count if the Guided checkbox is checked.

Extract items based on what is selected under the Item Status section. For example, if the Active and Inactive checkboxes are checked and the rest are null, SIM extracts all items with a status equal to Active or Inactive, but excludes Discontinued and Deleted items:

– Active (includes Active and Q status items)

– Inactive

– Discontinued

– Deleted

Extract items based on selected SOH criteria. If all are checked, SIM extracts regardless of SOH value:

– SOH = 0

– SOH > 0

– SOH < 0

Extraction Timeline The batch allows the live extraction of stock counts up to one day in the future of the current time. This allows the retailer to start a large stock count up to 24 hours before the actual schedule date. This means entering tomorrow as a date is valid; it extracts tomorrow’s stock count as a live stock count and LAST_EXTRACTED_DATE.

Third Party Stock Count Extract The third-party counter needs to receive an extract of the items, quantities, and UINs to count from SIM. This report can be viewed on the screen and subsequently saved by a user. The report only needs to be accessible in the stock count dialogue.

The Third Party Stock Count Extraction Report allows a retailer to extract the snapshot value and in-store UINs in an XML format that should be counted for a specific stock count. This report may need to be modified by individual retailers for different third-parties when performing a stock count. It is only meant as a starting point. If this report is generated before a snapshot is taken, the UIN and snapshot quantity field are empty so that the extract is created after the snapshot is taken.

This XML report contains the following information:

Header: stock count ID, stock count type, and store ID

Detail: item number (SIM SKU number), item description, total snapshot quantity for the item, and UINs for the item


Starting a Stock Count

Overview After the user has located the stock count to perform, one of the first steps is to take a snapshot. When a snapshot is taken, SIM records the stock on hand position for each item in the count at that point in time. These values are compared against the counted values to determine whether there are discrepant items. After the snapshot is taken, the user can continue business without having to update the counted quantities with any transactions. This preserves the original counted quantities for an audit, if needed.

From the Stock Count List screen, the user double-clicks a master stock count and is guided to the Child Stock Count List screen where the user can execute the child stock counts associated with the master count. If a product group generates a master with multiple child counts, multiple stock counts appear on the Child List screen. If a product group generates a master count with one child record, only one stock count appears on the Child List screen.

SIM allows the user to save the child stock count and resume at a later time. This functionality exists on both the HH and PC. Saving the count indicates that the count is still in progress. The count does not move on to the next stock count phase (Count, Recount, Authorize) until the user selects the Complete button. This applies for all stock count types (Ad hoc, Unit, Problem Line, Unit and Amount).

Status Changes From start to completion, each stock count proceeds through the following stages of a stock count:

Future Stock Count

Stock Count

Recount

Authorize

Each stock count state for the master count, displayed as the type, has statuses and rules.

The status of the master stock count depends on the status of each child count. If the stock count type (stage) is Stock Count for the child count, then the master record also is Stock Count. The master does not change until all children have shifted to Recount or Authorize.

The status, however, changes from New to In Progress when a single child stock count moves to In Progress or when the snapshot is taken.

Note: For guided counts, a status of Pending for the child record indicates the child stock count is ready to be authorized, but that a snapshot has not been taken or the child count has an item that has not been counted in all locations.

Future Stock Count These stock counts have no status. The status column has an N/A to indicate status does not apply. The user cannot take the snapshot or take any action on a future stock count. These counts are view-only and accessed from the Future Stock Counts List screen until the schedule date is reached.


Selecting Search on the Future Stock Count Filter dialog brings the user to the Future Stock Count List screen with the results displayed based on the search criteria. Records are sorted by date, with the nearest date at the top of the list.

Double-clicking a single record prompts the user to generate the stock count. If the user chooses to generate the count at that point, SIM brings the user to a view only Child Stock Count List screen. It is identical to the regular Child Stock Count List screen except the only button available is Done. Closing out of the Child Stock Count List screen saves the record for the current day only and deletes the record at the end of each calendar day. A new record is generated each day if the user double-clicks the master record and chooses Yes to generate now.

The Child List screen displays the most current data based on the time the future count was generated. Any updates or changes to the product group detail or schedule information are updated the next time the future count is generated.

Once the schedule date is reached, SIM deletes the count from the Future Stock Count List screen and re-extracts the count on the schedule date for the most up-to-date data. The stock count then moves to the Stock Count List screen and status is changed to Stock Count New.

Taking the Snapshot Taking a snapshot is a function that captures the current stock on hand quantity for all items in a stock count at a given point in time. A date timestamp is associated with the snapshot and is used to determine if other transactions performed should increase or decrease the stock on hand quantity after the stock count has been authorized.

The snapshot is a view of an item’s stock on hand position at a certain point in time. This value is compared against the counted value. The snapshot enables the user to continue business after the count is taken and not have to update the counted quantity with any transactions, preserving the original stock on hand and counted quantity for a possible audit review.

Item Description Snapshot Counted Variance

100001 Item A 10 10 0

100002 Item B 20 25 5

100003 Item C 30 15 -15

100004 Item D 40 40 0

When Snapshots are Taken The point at which a snapshot is taken depends on the type of stock count. Taking the snapshot affects the status of each stock count.

Note: For a stock count using the Third Party counting method, a snapshot must be taken before the stock count data is uploaded to SIM.

Ad Hoc Stock Counts

For an Ad Hoc stock count, SIM takes a snapshot when the first item is scanned on the HH.


Unit and Problem Line Counts

For Unit and Problem Line stock count types, SIM takes a snapshot when the first item is scanned on the HH. The user can also take a snapshot for child counts by using the Take Snapshot button on the Stock Count List or Stock Count Detail screens. There is a separate snapshot taken during the Re-count stage.

On the Child Stock Count List screen, the Take Snapshot button triggers the snapshot for all selected child stock counts.

On the Child Stock Count Detail screen, the Take Snapshot button triggers the snapshot for the individual child count.

Unit and Amount Counts

For a Unit and Amount stock count, the snapshot must be taken from the PC. Unlike a Unit count, starting the Unit and Amount count process on the HH does not trigger the snapshot.

When a snapshot is taken for a Unit and Amount stock count type, it is taken for all child counts at the same time. Only one snapshot is taken for a Unit and Amount count type. There is not a separate snapshot for the Recount stage.

On the Child Stock Count List screen, the Take Snapshot button triggers the snapshot for all child counts regardless of what is selected on the Child List screen.

If the user selects the Complete button for one or more child counts before the snapshot has been taken, the highlighted child records for the Unit and Amount count go into Pending status until the snapshot is taken.

It is possible to add non-ranged items to a Unit and Amount count if the item falls within the hierarchy specified during the product group setup. In this case, the snapshot for that item is taken upon scanning the item with the HH if the user chooses Yes to add the non-ranged item.

The child counts within the master count cannot be moved to a type of Recount or Authorize until the Take Snapshot button is clicked.

The snapshot can be taken at anytime during the counting process for Unit and Amount counts and the user is able to enter count quantities on the Stock Count Detail screen and complete the count. Before going to recount or authorization, the snapshot has to be taken.

Note: If the store uses UINs, the snapshot must be taken before the count can begin.

When the Take Snapshot button is selected, the user is warned that they are taking a snapshot for the entire store.

SIM takes the snapshot, as well as, processes the stock count records in case any records need to move to a new type (stage) and status.

Unique Identification Numbers Retailers, who sell items such as electronics, cell phones, firearms, medications, and fresh items, often have to track unique numbers or attributes for a single item or group of items. These identifiers might be serial numbers, UINs, FCC IDs, International Mobile Equipment Identity (IMEI) numbers, or other kinds of identifiers. UINs aid the retailer in tracking expensive or controlled items, or items that may be subject to manufacturer recalls or investigations by legal authorities.

SIM provides the capability to track items by UIN.


Note: If SIM is not configured to use UINs, this does not apply. If UINs are not used, fields and functions related to UINs are not available in the SIM UI.

If UINs are required for an item, the UINs must be scanned, entered, or automatically generated when stock is received. When the user is generating UINs for tracking items, labels can be printed with the generated UINs.

Status on Snapshots

If the store uses UINs, the snapshot captures the status of those items in the store as part of the store’s stock on hand, as well as those UINs in missing status:

In Stock

Customer Order Reserved

Reserved for Shipping

Unavailable

Missing

Removed from Inventory

The UINs in these statuses are displayed on the Stock Count Authorization screen, to identify which UINs are not counted.

Guided Counts For guided counts, when the Take Snapshot button is pressed, SIM looks for any Pending location counts to determine which of the location counts have all of their items counted in all locations and can move to the next type (stage) of Recount New or Authorize New.

Sales Processing If Daily Sales Processing is set for the Stock Count Sales Processing system option, the user may have the option to select whether the count is being performed before or after store hours on either the HH or PC, depending on configuration. In some cases a retailer does not want to have the associate make that determination and SIM can be configured to hide this prompt from the user. For more information, see “System/Store Settings.”

Note: This selection cannot be changed after the count has moved to In Progress by starting the count process or taking the snapshot.

If Timestamp Processing is set for Stock Count Sales Processing system option, the user does not have to select a time period for the stock count. Sales data has a timestamp that indicates when the sale or return occurred. This sales data timestamp is compared against the timestamps taken during the stock count. This option is also used when sales data is interfaced during real-time processing.


Caution: Timestamp processing is not possible when using Oracle Retail Sales Audit (ReSA) since the audit process removes the timestamps from the entire process. Even after modifications, or using a third-party auditing system, timestamp processing can only be used for Ad Hoc, Problem Line, and Unit Count stock counts. Timestamp processing for Unit and Amount stock counts cannot be used with RMS. RMS is not a real-time system, and as such, sales processing can only be done on a daily basis.

Considerations

If the retailer is dealing with fast selling items in a 24/7 environment, it is recommended to count items on the shop floor first and then move to counting the back room. This can help to reduce the chance an item is picked up by a customer after the snapshot is taken, but before the timestamp is taken. If the customer picks up an item on the shop floor, after the initial scan has occurred, SIM only updates the SOH when the sale occurs. The snapshot does not get updated in this particular case. If the sale occurs after the snapshot, but before the initial scan, both the SOH and snapshot are updated.

For a Unit and Amount count, the recommendation is to count the backroom first, then take the snapshot before sales for the next day occur. After the snapshot is taken, count the shop floor. This results in a more accurate reflection of inventory while allowing the retailer to spread out the stock count process over multiple days or longer period of time. This way, sales can occur on the shop floor without updating the snapshot. When a sale occurs, the SOH is updated, but the snapshot remains the same until the snapshot is taken.

Note: If the retailer wants to take the snapshot right away, the shop floor should be counted first and then the back room, since the retailer has more control over stock movement in the back room.

Counting

When a user performs a stock count, all stock in the store is counted. Unavailable inventory must be counted as well. For example, if some items are ready to be returned to a supplier but the return has not yet been dispatched, the items are counted, even though they will not be placed on the shop floor for sale. They are still owned by the store until they are no longer in the store.

The user performs an initial count of the items listed in the stock count which can be completed immediately or saved and completed at a later time.


Status Changes The status of a stock count moves to In Progress after the user starts the counting process or takes the snapshot, with the exception of Unit and Amount counts.

The Unit and Amount count can move to In Progress when the user takes the snapshot manually, or when an item is scanned, even if the snapshot is not taken.

Guided Counts Some retailers divide the store into logical zones for counting stock. An item can exist in multiple zones within the store. Some items may not be assigned to a specific zone.

During the counting process, the user is guided through the micro-sequence order of the items within a child. If a particular child does not have a micro-sequence, the user is guided by item number.

If an item belongs to multiple children, the child waits for the other children the item belongs to before completing the child count and moving to the next phase (recount or authorization).

Scanning items out of order goes into an amend mode where the user can enter the new total quantity.

Note: The sequencing functionality in SIM allows the retailer to assign items to specific areas in the store. Some retailers may not want to spend the time and effort of defining where the merchandise is located in the store and instead want to be able to scan the entire store in segments, or zones, without predefining what items exist in each zone. SIM does not currently support this type of counting method.


Unguided Counts Unguided stock counts allow a user to scan any items in any order. It also allows for multiple users to scan against the same child count. Completing the child stock count brings the child to the next phase depending on the breakdown type selected. If a location is specified, the system checks to ensure all items are only in a single location before moving on to the next phase.

On the other hand, if the item belongs to a single child only, the count is moved to the next phase.

Stock Count Activity Locking

SIM contains activity-locking functionality. This allows one user to update a transaction at a time. Depending on the functional area, if another user is processing a transaction the user wants to initiate, a prompt is received to take over the transaction. If the user takes over the transaction, the original user receives a message when they try to save the transaction they no longer have the lock. This is to ensure only the user who currently owns the lock on the transaction can update the transaction.

Stock counts can be configured to allow multiple users to scan for the same transaction on the HH. The PC and HH are mutually exclusive, so the PC can lock out multiple users in this dialogue. The Unguided Stock Counts – Allow Multiple Users system option needs to be enabled if the retailer wants to allow multiple users to scan the same item during an unguided stock count. For more information, see “System/Store Settings.”

Record locking is done at the child level when the count type equals Count or Recount.

On the PC, only one user is able to access a single child record at a time and make changes to the count. If a record has been locked by a user and cannot be released because the HH lost its connection, a batch process can remove the lock. The batch program is called PurgeLockings. For more information, see the Oracle Retail Store Inventory Management Operations Guide.

The HH locks out the PC, but from the PC, the user can choose to break the lock.

It is possible to take the snapshot or print the stock count reports from the Child List screen even if a user has locked access to a child record.

If an item exists in multiple macro/micro locations, the quantity is stored at the location in which it is counted. If two users are counting the same item in the same location, the quantities are added together.

Unique Identification Numbers While performing SIM tasks such as transfers, receiving, adjustments, and stock counts, the user can add and update information about UINs. Numerous SIM functions require an accurate accounting of all UINs involved. The SIM interface has some standard fields and forms that work in a similar manner, regardless of the specific task.

For items that require UINs, the user must capture the UIN when performing a stock count on the PC or HH. The count quantity is always equal to the number of UINs captured for the item.

The Count and Recount stages only allow the user to count items that already exist in the store. If an UIN is found that does not exist in the store, the user needs to set it aside until authorization. When the count is confirmed, the UIN is created for the current store and the status moves to In Stock.


Stock Count Report SIM provides the functionality to schedule, perform, and authorize stock counts. The Stock Count Report provides the store users with the ability to print out scheduled stock counts and use the printed list of results of the counting on the printed list before entering them into the system.

The report consists of two sections with the following information:

Header

Description – Master stock count description.

Date – Scheduled date for the master stock count.

Total Items – Total number of items in the master stock count.

Stock Count User – User who last saved/completed the stock count.

Recount User – User who last saved/completed the recount.

Detail

Child Count Description – Description of the child count appears as a header to the detail section (separate header for each child count). For guided counts, this is the macro location name along with shopfloor/backroom if sequencing is being used.

Item – Item number for each line item in the stock count.

Description – Description of the item.

UOM – Unit of measure for the item.

Count – Physical count results entered for the stock count.


Recounting

After a count is completed, SIM performs variance calculations for all items. If the count for an item exceeds variance limits, the item count is discrepant. If the product group setup requires a recount of discrepant items, the user follows the same steps to take a snapshot. The recount snapshot records the current stock on hand levels for all the items on the recount. The user can take a recount snapshot from either the Stock Count Child List or Stock Re-Count Detail window.

The Stock Re-Count Detail window is similar to the Stock Count Detail window, but it also allows entry of recounted item quantities.

If the Re-count Discrepancies box was checked during the product group setup and at least one item is discrepant after the count, a recount is required. If the Re-count Discrepancies box was not checked, all items are moved to the Authorization screen and the items exceeding the variance limits appear as discrepant items.

Note: On the Authorization screen, the user is able to filter based on discrepant versus non-discrepant items and enter an authorization quantity for both types if desired.


Status Changes The stock count moves to Re-Count New after the initial count has been completed and discrepant items exist.

The user performs a recount after the initial count, that can be completed immediately or saved and completed at a later time. Stock Re-Count moves to Stock Re-Count In Progress after the user starts the recounting process or retakes the snapshot.

Recount Snapshot The first action of the recount is to take a snapshot for Unit and Problem Line counts.

After the user completes the stock count, the quantities entered by the user is compared to the snapshot quantities. If any of the entered quantities exceed the variance limits on the associated product group record, the item is considered discrepant.

If the product group is set up to recount discrepancies, the items exceeding the variance limits are moved to a stock count recount, and this record is created. Non-discrepant items are also included as a filter and the user is able to enter a recount quantity if desired.

Once the user takes the snapshot during the recount process, SIM takes a snapshot of the current SOH inventory levels for all the items in the stock recount. When the user completes the recount, those discrepant items with blank quantities are set to the counted quantity:

If the item was not discrepant and not recounted, the recount quantity remains blank. This item is considered not counted.

To help determine what a blank value means based for the Stock Count Null Count Quantity = 0 parameter, see “Processing Blank Count Quantity Grid.”

After the user completes the stock recount, the quantities entered by the user are compared to the snapshot quantities. If any of the entered quantities exceed the variance limits in the associated product group record, the item is considered discrepant.

Both discrepant and non-discrepant items appear on the Stock Count Authorization screen, where the user can manually approve each of the discrepant items or choose the Update Auth Qty button that auto-fills each item with the last counted quantity.

Ad Hoc Stock Count

The recount process does not exist for Ad Hoc stock counts. The recount snapshot does not apply for these counts.

Unit and Problem Line Stock Count

The recount process is optional and depends on product group setup.

Unit and Amount Stock Count

Unit and Amount counts do not have a snapshot on the recount. SIM uses the snapshot from the initial count.

If the Unit and Amount stock count uses a third-party method, the recounting process does not apply. It is assumed the third-party service performed the recount process.


Stock Count Recount Report In case a recount is triggered, the Stock Count Re Count Report provides store users the ability to print out the stock counts that need to be recounted and record the results of the recounts.

The report consists of two sections with the following information:

Header

Description – Master stock count description.

Date – Scheduled date for the master stock count.

Total Items – Total number of items in the master stock count.

Stock count user – User who last saved/completed the stock count.

Recount user – User who last saved/completed the recount.

Detail

Child Count Description – description of the child count appears as a header to the detail section (separate header for each child count). For guided counts, this is the macro location name along with shopfloor/backroom if sequencing is being used.

Item – Item number for each line item in the stock count.

Description – Description of the item.

UOM – Unit of measure for the item.

Count – Physical count results entered for the initial stock count.

Recount – Count results for the recount of the stock count.


Processing Third Party Results

For audit purposes, or specific store processes, some retailers decide to use their old legacy system or a third-party system/vendor. Many times, the third-party service uses their own equipment and software to capture the quantities counted to help with reducing the need to hire temporary labor.

SIM supports the importing of a stock count file from a third-party counting system, and updates the existing stock count records in SIM with the item and quantity data being returned. The following figure shows the process for uploading the count results for processing in SIM.


Third Party Stock Count Process Create Third

Party Product

Group and

Schedule Stock

Count

ExtractUnitAndAmount

nightly batch creates

Stock Count

Take SnapshotThird Party

Performs Count

Thirdpartystockcountparser

Third Party Results

imported into SIM

Rejected Items

loaded for

Review

Authorize Stock

Count

Inventory

Adjustments

created in SIM

Flat File created

to update

Merchandising

System

Any items not recognized by SIM during the import of the third-party stock count file are stored in a Rejected Items table. The rejected items are added to the database and purged when the stock count is removed from the system. If the Auto Authorize checkbox was not selected during product group setup, the user is allowed to assign a valid SIM item ID on the Rejected Items screen to the count information for any item not on file or items not previously part of the stock count. Once a valid item ID is assigned to the not on file items, SIM updates the appropriate stock count record with the count quantity. If the Auto Authorize checkbox is selected, the information on the Rejected Items screen is view-only. For additional information, see “Rejected Item Process.”

Batch Results Processing The stock count results prepared by the third-party are imported into SIM as a flat file. Any adjustments are made through the Approval and Rejected Item processes. It is not possible to upload adjustments, but multiple files, one per child, can be uploaded independently.

The retailer can configure the batch to trigger the snapshot. For more information, see the ThirdPartyStockCountParser batch in “Batch Processes.”. The snapshot is required prior to authorizing the stock count. If configured to do so, the snapshot is taken automatically after all items are uploaded, in case of item failure. This prevents the user from needing to manually take the snapshot ahead of time and potentially cause a delay in processing the results file. Caution needs to be taken when scheduling the upload to be sure the timing does not cause the counts to be off if the store begins receiving ahead of the batch.

It is assumed there is only one store ID per the Third Party Results file. SIM loads one file for each store and only data for that store is updated.

The Third Party Results file sends back the total quantity counted for each item, regardless if the item was counted in several areas of the store (rolled up total by item).

A single stock count results file contains all items of the lowest level of a single child.


The ThirdPartyStockCountParser upload batch program takes in a file created by a third-party system and updates the counted quantity in SIM. For more information on where to place the file and processing information, see the Oracle Retail Store Inventory Management Operations Guide.

The program validates that all the counted items exist in SIM and the stock count. If an item is not on file or not in the count, the item is placed in the Rejected Items table for resolution.

The items coming from the Third Party Results file are identified based on an item number such as unique system identifier, UPC, or other number set up in the merchandising system. All quantities in the Third Party Results file must be in the item’s SUOM (units, KG, and so on).

For items that exist in the SIM child stock count, but no counted quantity was sent back from the third-party system, SIM applies the standard rules previously explained around null value counts.

For items with SOH quantity in SIM, but a Third Party count of 0, the discrepancy check uses the variance units (not variance percent) value to determine if the item is discrepant.

If an item is valid for the Unit and Amount count, but was not extracted, SIM adds the item to the count.

The file is required to be delimited (user should not use | since this is used as a delimiter). A delimited-field file often uses less space than a fixed-length record file to store the same data. The main limitation with delimited fields is the need to add special handling to ensure that neither the field delimiter nor the record delimiter characters get added into a field value.

Stock Count Sales Processing The Stock Count Sales Processing System option determines the kind of sales processing used for sales uploaded during the stock count process. When determining the physical count timestamp, the third party batch uses the date field in the flat file that indicates the date/time the item was counted. Thetime stamp is at the item level to ensure accurate late sales processing.

Timestamp processing requires sales data to be uploaded with a specific time for every sales transaction. Daily Sales Processing requires the sales file to be uploaded with at least a date, but no time is required. Processing is less accurate with the latter option and can cause problems if stock counts are performed during the business day. For more information, see “Late Sales Processing.”

Unique Identification Numbers Items that require UINs can be assigned UINs through the Rejected Items dialog. If UINs are required for an item, they must be recorded when stock counts are performed.

When processing the Third Party Results file, if an item in the file has a capture time of Store Receiving, the associated UIN must be provided and the count quantity is always 1.

If the count quantity for the UIN is greater than 1, SIM batch automatically defaults the UIN count quantity to 1.

If the UIN is not present for an item that requires a UIN, the record is written to the Rejected Items table for later resolution. The Rejected Items screen allows the user to assign a serial number to those items.


Third Party Stock Count Results File Layout Definition

Record Name

Field Name Field Type Default Description

FHEAD Record Descriptor

Char(5) FHEAD File head marker

Store Number Char (10) NA Store number for which the file was uploaded. It is assumed only one store is passed in per file.

(Required)

Stock Count ID Number (12) NA Unique system-created identifier for a stock count. Assumption is SIM always takes the first stock count ID listed.

(Required)

FDETL Record Descriptor

Char(5) FDETL Detail record marker

Stock Count Date Date (14)

NA Indicates date/time item was physically counted by the third-party. (YYYYMMDDHH24MISS) such as, 20091019134600.

(Required)

Note: If using Daily Processing, use 00 for time.

Area Number Char (10) NA 10-digit code indicating where in the store the item is located.

UPC or Item Number

Char (25) NA 25-digit universal product code.

(Required)

Count Quantity Number (12,4)

NA Quantity counted for the item. This field must allow for decimals when counting in UOM other than eaches.

(Required)

UIN 128 NA Unique identification serial number for item; required if current item requires UIN.

Viewing and Updating Rejected Items

Rejected items can be created two ways:

Third Party stock counts that do not match the child for which they are uploaded

Invalid scans performed on the HH by a user


The user can view rejected items, if any, and assign valid SIM item IDs to items not on file and non-ranged items. UINs can also be updated if they are required for some items in the count.

Note: If there are no rejected items for the count, a message is displayed. In that case, the Rejected Items screen does not open.

Third Party Results The count result data from a third-party system must be imported into SIM for comparison against SIM inventory levels. In SIM, all discrepant item counts in the Third Party count can be viewed based on the variance limits (units, percent, and value differences) set up for the count.

Third Party counts can include inconsistencies to be resolved within SIM. Items might be counted that are not currently recorded in SIM inventory. Some counted items might not be currently ranged to the store and are not expected to appear in the count. The user can assign item IDs to items not on file and include non-ranged items in the stock count. Some items counted in a Third Party stock count might be items not included in the stock count product group and should not have been counted. Counts for these items are flagged as rejected not on count items; they cannot be assigned SIM item IDs. No action can be taken with these items. Any items SIM does not recognize can be added through the Rejected Items dialog box.


Note: For Unit and Amount counts, SIM exports the stock count information to the merchandising system. The merchandising system updates its SOH positions to reflect the data held in SIM and makes applicable financial adjustments relevant to the Unit and Amount stock count.

Any items not recognized by SIM during the import of the Third Party stock count file are stored in a Rejected Items table. The Rejected Items screen allows the user to assign a valid SIM item ID to the count information for items not on file and not on the count. Once a valid item ID is assigned to the not on file items, SIM updates the appropriate stock count records with the count quantity. This user is also able to add UINs at this time. The user is able to manage the rejected items only if the auto-authorize option has been disabled.

If any items sent from a third-party system are not already ranged to the store, the system configuration Allow Non-Range Item is set to Yes, and the count is a Unit and Amount count, SIM adds the item to the appropriate stock count record (based on merchandise hierarchy). The snapshot also sets the SOH amount to 0. Otherwise, the item is added to the Rejected Items table for resolution.

If the user has created the Third Party stock count within SIM and the batch has run, the department stock count records appear on the Child Stock Count List screen, however the user is not able to drill into the Stock Count Detail screen until the Third Party data has been imported.

The Rejected Items button on the Child Stock Count List screen takes the user to the Rejected Items Screen.

Note: The user is not required to assign a valid SIM ID to the not on file items before completing the count. Any items without a valid SIM ID are not part of the finalized stock count. Once the count is in Authorize Complete status, the Rejected Items screen is view-only.

Reasons for Rejection An Item that does not require UINs can be rejected for the following reasons:

Item Not on File

These items are not found in the SIM enterprise-wide inventory. These items might not be set up in the merchandising system. Not on file items can be added to the count.

Item Not at Store

These items are in the SIM enterprise-wide inventory, but are not ranged to the store. These items can also be added to the count.

Item Not on Count

These items are not included in the stock count product group defined during product group setup. These items cannot be added to the stock count and they should not have been counted. The user cannot take any action with these items.


Rejected Items that Require UINs

UIN Duplicate

The same UIN was counted twice for the same valid SIM item during the Third Party count. SIM accepts the first item/UIN combination, but rejects any duplicates

UIN Required

A valid SIM item was counted, but the UIN was not provided in the Third Party data file. The user can assign a valid SIM item ID and UIN.

UIN Not on Count

A UIN was scanned, but the item/UIN combination does not exist in the product group element selected for the count. The user cannot take any action with these items. The user can view the UINs counted.

UIN Not at Store

The item/UIN combination exists at a different store. Depending on the SIM configuration, the user may be able to reassign this item/UIN combination to the store. If the SIM configuration does not allow reassignment, the user cannot take any action with these items.

UIN Not on File

The item is not on file in SIM. The user can assign the item a valid SIM item ID, but must also enter a UIN for the item.

AGSN Required

If Auto Generated Serial Number (AGSN) types are required for the item but the counted items do not have AGSNs assigned in the third-party data file, the items are rejected. The user must generate the AGSNs.

Rules for Unique Identification Numbers The following rules apply to UINs:

If an item with a required UIN is not counted during the stock count but is currently In Stock, Reserved for Shipping, or Unavailable, the UIN status is updated to Missing.

If an item with a UIN in the stock count does not exist in the store, the UIN needs to be added during the Authorize stage. At that point, the UIN is created for the store where the stock count is occurring and the status is updated to In Stock after authorization.

If a UIN on the stock count was received in a different store and Allow Unexpected UINs is set to Enabled, the store attribute for the UIN is updated to the store of the stock count and the status updated to In Stock.

If the UIN on the stock count has the correct store attribute and is in Shipped to Warehouse, Shipped to Vendor, Removed from Inventory, Customer Order Fulfilled, Sold, or Missing status, the UIN status is updated to In Stock after authorization.

For UINs with a status of In Stock after the initial count but moved to another status before the count is authorized, SIM does not update the UIN and remains with a status of In Stock upon confirmation.


Authorizing a Stock Count

At this point, some stock count quantities might match SIM inventory levels or be within the variance count or percentage set for the product group. There might also be discrepant item counts, if the recount also resulted in discrepancies. The user can accept counted quantities or enter different authorized quantities for all items. If the user wants SIM to fill in authorized quantities, the quantities used are based on system settings and defaults as described in the following sections.

Automatic Authorization The Auto Authorize option is selected during the product group setup to enable automatic authorization.

If the product group was set up for automatic authorization of the count, the child stock counts are automatically authorized when completed and authorized quantities are updated automatically.

SIM automatically authorizes the Unit and Amount stock counts, and exports the stock count data to the merchandising system. If the Auto Authorize option is selected during the product group setup and the Third Party option is selected for the counting method, this process occurs as part of the import of the Third Party Results file. Some companies require the auto-authorization for SOX compliance reasons.

In this case, any items considered Rejected are not assigned an existing item ID. This business process assumes the retailer has resolved all discrepancies and data conflicts prior to the third-party service provider exporting the count data from the third-party system. The rejected items are view-only. This import process updates SIM with the stock count data from the Third Party Results file, and SIM exports the same results to the merchandising system. No user intervention occurs in SIM for this process to occur. The Auto authorize option is located on the Product Group Detail screen when creating the product group used for the stock count.

Manual Authorization To enable manual authorization, the Auto Authorize option is not selected during the product group setup.

When a stock count is ready for approval, the last state of the count requires entering the authorized (approved) quantities for items in the count.

At this point, some stock count quantities might match SIM inventory levels or be within the variance count or percentage set for the product group. There might also be discrepant item counts, if the recount also resulted in discrepancies. The user can accept counted quantities or enter different quantities. The quantities used are based on system settings and defaults.

The user can update authorized quantities by updating the quantities manually or by selecting various buttons to fill in any blank authorized quantities. The user can enter authorized quantities for any items in a stock count. For a count with many different items, the user may want to enter authorized quantities only for certain items.


On the Authorization screen, the SOH field always displays the last snapshot value, either the snapshot of the count or the recount. The user can enter authorization quantities for both discrepant and non-discrepant items. The screen defaults to discrepant items and the user has the option to filter to all items. Discrepant items are determined by the variance process as previously described. For more information, see the Oracle Retail Store Inventory Management User Guide.

Status Changes

Authorize New

The stock count moves to Authorize New after the count or recount have taken place.

The stock count is typically performed by a manager who authorizes the count and recount quantities. The user is able to select the Update Auth button to auto-fill all authorization quantities with the last count quantity.

Authorize In Progress

The stock count moves to Authorize In Progress after a single child count authorize quantity has been saved or confirmed.

Note: Moving to this state can be triggered by selecting the Update Auth button.

Authorize Completed

The stock count moves to Authorize Completed after all child counts have been confirmed.

Once in Authorize Completed, the stock count becomes view-only and no quantities can be changed. The only available button on any of the screens is the Done button, which returns the user to the previous screen without making any changes.


Authorization Rules for Unit, Ad Hoc, and Problem Line Counts The following rules apply for the Unit, Ad Hoc, and Problem Line Counts

When the user reenters a stock count in authorize that has or has not been completed, the SOH and the last snapshot remains constant.

The Filter drop-down list on the Authorization screen allows the user to view the All Items part of the stock count. The user is allowed to enter data into the Authorized Quantity field for both discrepant and non-discrepant items.

The Authorized Qty field can be auto-filled by selecting the Update Auth Qty button.

A warning is displayed to the user if some items do not have an authorized quantity entered when the Confirm Authorization button is clicked.

If the user selects OK and the Stock Count Null Count Quantity = 0 parameter is set to No, all items without an Authorization Quantity have their SOH left as is, with no adjustments made. The item is considered not counted in this case.

If the user selects OK and the Stock Count Null Count Quantity = 0 parameter is set to Yes, all items without an authorization quantity have their SOH set to the last counted quantity. This is 0 if the user never physically entered a count quantity.

If Cancel is selected, the user is returned to the Authorization screen without confirming the count. Any quantities that were entered by the user remain on the screen.

Once the user selects Confirm, the system adjusts the SOH to the authorization quantity entered for the item.

If the Updating Stock on Hand parameter is set to Discrepant Items Only, SIM only updates the SOH for discrepant items that were counted.

If the Updating Stock on Hand parameter is set to All Items, SIM adjusts the SOH for both discrepant and non-discrepant items that were counted.

When the Confirm button is selected for the last child count needing authorization, the status for the stock count changes to Completed and, at this point, the stock count is read-only.

An inventory adjustment record is automatically created to adjust the inventory to the quantity entered for the item. For a list of the SIM preloaded inventory adjustments, see Appendix A.

Authorization Processing for Unit and Amount Count Upon authorization, a warning is displayed to the user when items with blank quantities are set to 0 or to the last counted quantity.

When Confirm is selected for the last child count needing authorization, the status for the stock count changes to Completed.

Once the last child count is confirmed from the Child List or Authorization screen, SIM completes the master stock count process and sends all authorized quantities for the entire stock count record (discrepant and non-discrepant items) back to the merchandising system. The stock count status is set to Completed and no further changes are allowed in SIM.

Results are automatically exported to the merchandising system upon confirmation of the last child count.


The Stock Count Authorization screen still updates the inventory adjustments within SIM for discrepant and non-discrepant items. It does not update the inventory adjustments for the stock counts to the merchandising system. Instead, a flat file is created with the new inventory position that is sent to the merchandising system. For more information, see “Updating Stock On Hand.”

The quantity displayed in the SOH field comes from the snapshot taken on the Stock Count Detail screen or the Child Stock Count List screen.

Items in deleted or inactive status that still have SOH are included in the Unit and Amount stock counts.

There is not a filter for Discrepancy or All Items for Third Party stock counts.

Guided Stock Count

Multiple Location Validation

Sequencing must be implemented to use guided stock counts and multiple location validation. It is possible for a single item on a stock count to be located in multiple locations in the store. For Unit and Problem Line stock counts, SIM performs a check for guided stock counts when authorizing the stock count to indicate to the user if some locations for the items have not been counted.

The warning message only appears if the items have been counted in at least one location but have not been counted in all locations. There is not a separate message for each item affected. The message only appears once and the user is given the option to continue counting. This option allows the user to finish counting the items in all locations and enter a more accurate authorized quantity count.

Note: This event can happen when counting items that exist in multiple macro locations and the user skips the count for one of the item’s locations by entering a null count or selecting Enter instead of entering a quantity on the HH.

Stock Count Activity Locking During Authorization On the PC, authorization is locked at the child level when count Type equals Authorize. Multiple users are able to select the Authorize button at the same time and go to the Authorization screen to authorize those quantities of child records that have moved to the authorize stage. Locking occurs at the child level. If a user selects the Search button when the filtered child record is locked by another user, they are prompted with a locking message.

Note: This is not applicable to the HH since authorization can only take place on the PC.

If the user selects Complete on the Child List screen, locks may exist on one or more of the child counts the user has highlighted to complete. For both guided and unguided counts, the user is prompted to confirm they want to complete the count with a warning that there may be active users in the count.


Third Party Authorization If the Auto Authorize option is not selected during the product group setup process, SIM populates the Count Quantity on the stock count records, and sets the Authorize Quantity equal to the Count Quantity. Once the file has been imported from the third-party system, the stock count records Type are set to Authorize and the status set to In Progress.

As with any other type of stock count, the user needs to authorize the count on the Stock Count Authorization screen. Once Confirm is selected, the inventory adjustment is written in SIM for Unit and Problem Line counts. For Unit and Amount counts, the inventory adjustment is done upon confirming the last child count from the Child Stock Count List or Stock Count Authorization screen and the results are also exported to the merchandising system.

Late Sales Processing

SIM

ReSA

RIB

-Sales Data

RMS

Batch/flat file

-Inventory Adjustments (InvAdjDesc)

Late sales processing

Sales

-Sa

les D

ata

The following sections provide an overview of late sales processing. The sections describe what it is and how some of the choices during system setup or starting a stock count impact the processing of late posted sales records.

Late Sales functionality allows for sales that happen before the stock count, but are uploaded after (or during) the count was finalized, to not impact the current inventory levels in SIM since the stock count already took these sales into account. This is done by reversing the stock count inventory adjustment and recording the sale.

Timestamp Sales Processing

The retailer is able to define in SIM whether they use timestamp processing or daily sales processing.

Caution: If RMS is used as the merchandising system, this option cannot be selected as RMS does not allow for timestamp processing.


Daily Sales Processing

If the sales data received in SIM does not have a timestamp, the user needs to define in SIM whether the stock count is performed before the store opens or after the store closes in order to determine how to process the daily transactions.

It is recommended stock counts be done while the store is closed, however SIM does allow the user to perform a stock count at any time. Often times, a stock count is performed during the regular business day, but this can cause issues with inventory due to late sales processing.

A late sale is a sales transaction that took place before a stock count is authorized but processed after authorization. Since such a transaction was counted into the physical count, it is imperative no double counting takes place and the corporate inventory system is updated:

Late sales are only performed after the stock count is closed and for those sales that happened before or during the closed stock count by comparing against the authorization timestamp.

If the sales timestamp is later than the authorization timestamp, late sales processing does not take place.

If there are multiple stock counts for the same item, SIM checks the authorization timestamp to ensure at least one stock count was completed since the late sale happened.

When posting late sales for an item, SIM checks the sales date and time (if available) against the authorization timestamp for the item.

Due to the real-time nature of the store retail business, it is not possible to be 100% accurate when performing a stock count during store hours. For example, a customer could have an item in the cart while the count is being performed on the sales floor. The system cannot anticipate if that item was already in the cart when the physical count was made or if the item was still on the display shelf. In this particular case, SIM is not able to determine whether this item was accounted for in the SOH.


Updating Stock On Hand

Integration with Oracle Retail Merchandising System

Unit, Ad Hoc, Problem Line Counts

SIM RMS

RIB

-Inventory Adjustments (InvAdjDesc)

Once a stock count is completed and confirmed in SIM, any discrepant items have their SOH decremented or incremented in SIM and the appropriate inventory adjustment is sent to RMS to keep RMS and SIM in sync. These types of counts only send the difference between the counted value and the snapshot to RMS. This means that if RMS started out with a different inventory position than SIM, that discrepancy stays the same.

Depending on how the system option Updating Stock On Hand is configured, an inventory adjustment is created for discrepant items only or both discrepant and non-discrepant items. This option determines whether the stock on hand is updated for all items, both discrepant and non-discrepant items, or for discrepant items only when authorizing a Unit, Problem Line, or Ad Hoc stock count:

If set to Discrepant Items Only, SIM updates the SOH for discrepant items only when the count is authorized.

If set to All Items, SIM updates the SOH for all items where a quantity was entered and when the count is authorized. This includes both discrepant and non-discrepant items. The Update Auth Qty button automatically updates or fills in the authorized count quantity field for both discrepant and non-discrepant items based on the last count. SIM automatically authorizes all counted items when a product group was created to auto authorize.


Unit and Amount Stock Counts

SIM

RMS

RIB

-Stock Count Schedule (StkCountSchDesc)

Third Party

Results FileBatch/flat file

Batch/flat file

-Stock Count Batch

-Third Party File Layout

Once a stock count is authorized and completed, the stock count results upload file is generated when the user authorizes a stock count from PC or an auto-authorized ThirdPartyStockCountParser batch process. Unlike the other count types, SIM sends the full count value to the merchandising system.

Flat files are used due to the large amount of data being communicated.

The RMS stock upload module can upload this file to update their inventory with the actual physical stock count data.

If RMS is implemented, here are some additional considerations:

When a Unit and Amount stock count is scheduled in SIM, the schedule information is sent to RMS (Store, Dept, Class, Subclass, and Start Date) using RIB messaging. A message is sent to RMS each time a schedule is created, updated, or deleted. Whenever an update is made, RMS performs a complete deletion of the stock count and reinserts with the modified information.

The stock count items are populated for a Unit and Amount count through a batch process rather than online due to the lockout days having to be greater than or equal to 1.

For a third-party Unit and Amount stock counts, a third-party service, comes into the store to count the items and then sends a results flat file which is in turn imported into SIM with the stock count results.

Once a Unit and Amount stock count is completed and confirmed in SIM, items have their SOH decremented or incremented in SIM through an inventory adjustment and a flat file is sent to RMS (schedule ID, store, item, quantity) to keep the systems in sync.

For Unit and Amount counts, selecting the Update Auth Qty button always automatically updates the Auth Qty field for both discrepant and non-discrepant items, regardless of the Updating Stock On Hand system setting, since every item must be counted for a Unit and Amount stock count.


Appendix A: Inventory Adjustments

(Preloaded)

Internal Code External Code Reason Code Description Disposition

9 87 Stock In Out to Available

10 88 Stock Out Available to Out

24 77 Unit Late Sales Decrease SOH Available to Out

25 79 Unit and Amount Late Sales Decrease SOH

Available to Out

26 78 Unit and Amount Late Sales Increase SOH

Out to Available

27 76 Unit Late Sales Increase SOH Out to Available

31 75 Stock Count UIN Unavailable to Missing

Unavailable to Available


Appendix B: Third Party Stock Count Process

Sample Flow

Third Party Unit and Amount Stock Count Data Flow with RMST

hird

Pa

rty

Se

rvic

eS

IM S

yste

mR

MS

Syste

mS

IM U

se

r

Create Product

Group

(Unit and Amount)

Update

RK_PRODUCT_GROUP

RK_PRODUCT_GROUP_MH

Update

STAKE_HEAD

(RMS Cycle_Count = SIM Prod

Gr Sched ID)

STAKE_LOCATION

STAKE_PRODUCT

Create Stock Count – Batch

ExtractUnitAmountStockCount.sh

STOCK_COUNT

STOCK_COUNT_LOCATION

STOCK_COUNT_LINE_ITEM

1

2

3

Communicate

Stock Count ID to

3rd

Party Service

from

STOCK_COUNT

table

Extract Item Hierarchy - Batch

STKSCHDXPLD.PC

STAKE_PROD_LOC

Extract Item by

Location – Batch

STKXPLD.PC

STAKE_SKU_LOC

Receive

Stock Count ID to

include in Results

file

Take Snapshot – Batch

STKUPD.PC

STAKE_SKU_LOC

(updates snapshot qty)

Take Snapshot in SIM

Update

STOCK_SKU_LOC

(update snapshot qty)

Perform

Stock Count

Receive

Item File extracted

from

Merchandising

System

4

4

5 6

4

7

8

8

9

Import

RK_THIR_PARTY_IMPORT_TEMP

RK_THIRD_PARTY_IMPORT

RK_THIRD_PARTY_ITEM_GROUP

RK_THIRD_PARTY_NON_RANGE_IT

EMS

RK_THIRD_PARTY_STORE_STOCK

Send

Results File to

STOCK_COUNT_UPLOAD_DIR

OR

Move to STOCK_COUNT_DIR

10

11

Cont’d

Third Party Unit and Amount Stock Count Data Flow with RMS (continued)

RM

S U

se

rR

MS

Syste

mS

IM S

yste

mS

IM U

se

r

Cont’dAuto-Approve?

N

Correct

Rejected Items

Approve

Stock Count

Manually

Approve

Stock Count

Systematically

Y

Create

Inventory

Adjustments

(for SIM only)

Create flat file

Location specified in

STOCK_COUNT_UP

LOAD_DIR

Import - Batch

Stock Count Results

– Batch

STKUPLD

STAKE_SKU_LOC

Review Stock Qty

OR Auto-process

Calculate Stock

Value – Batch

STKVAR

STAKE_PROD_LOC

ITEM_LOC_SOH

Post to Stock

Ledger – Batch

STKDLY

Count Lag Days

12

12 12

13 14

15

16

17 19

Review Value

Variance Report

and Make

Adjustments

18

Correct

Authorized

Quantity

12

The following steps describe the steps in the figures:

1. SIM – Create Unit and Amount product group for the stock count:

Include all items in the count in the product group or they are not processed

Make sure Third Party is selected


RK_PRODUCT_GROUP

RK_PRODUCT_GROUP_MH (merchandise hierarchy)

2. SIM – Create Unit and Amount product group schedule:

RK_PRODUCT_GROUP_SCHEDULE

RK_PRODUCT_GROUP_SCHED_STORE

3. RMS – Stock count schedule from SIM through RIB:

STAKE_HEAD (RMS Cycle_Count equals SIM product group Sched ID)

STAKE_LOCATION

STAKE_PRODUCT

Can view Stock Count

4. SIM – Batch program: create stock count:

ExtractStockCount.sh or ExtractUnitAmountStockCount.sh

STOCK_COUNT

Communicate Stock Count ID to third-party service from STOCK_COUNT file

STOCK_COUNT_LOCATION

STOCK_COUNT_LINE_ITEM

5. RMS – Batch program: create stock count with items extracted:

STKSCHDXPLD.PC

STAKE_PROD_LOC (merchandise hierarchy)

6. RMS – Batch program: item extract by stock count location:

STKXPLD.PC

STAKE_SKU_LOC

7. RMS – Batch program: take snapshot:

STKUPD.PC

Must run on the day of the count

STAKE_SKU_LOC (update Shapshot Qty)

8. SIM - Snapshot stock count in SIM:

Manually take in SIM or send parameter with ExtractStockCount.sh or ExtractUnitAmountStockCount.sh

STOCK_COUNT_LINE_ITEM (updates snapshot for each item)

9. Third party performs stock count:

10. Third party uploads the results file in Third Party file format:

Move to STOCK_COUNT_DIR or STOCK_COUNT_UPLOAD_DIR

11. SIM - Results file is imported into SIM using ThirdPartyStockCountFileParser batch:

RK_THIRD_PARTY_IMPORT_TEMP

RK_THIRD_PARTY_IMPORT

RK_THIRD_PARTY_ITEM_GROUP

RK_THIRD_PARTY_NON_RANGE_ITEMS

RK_THIRD_PARTY_STORE_STOCK


12. SIM - Complete stock count:

If Auto-Approve = YES, stock count is completed automatically

If Auto-Approve = NO, review rejected items, update authorized quantity and finalize stock count in SIM

13. SIM completes inventory adjustments inside SIM for items in the Third Party stock count.

14. SIM creates results flat file to be exported:

The location of the generated output file is specified by STOCK_COUNT_UPLOAD_DIR

select * from dba_directories where directory_name = 'STOCK_COUNT_UPLOAD_DIR';

15. RMS – Batch program: import SIM stock count results to RMS:

STKUPLD

STAKE_SKU_LOC

16. RMS – Review Stock quantity and make no adjustments or this can be auto-processed.

17. RMS – Batch program: calculate stock value:

STKVAR

STAKE_PROD_LOC

ITEM_LOC_SOH

18. RMS - Review value variance report and make adjustments.

19. RMS – Batch program: post to stock ledger:

STKDLY

Count lag days


Appendix C: Tables/Batches used for Unit and

Amount Stock Counts

Sys Table or Batch Process Description Fields/Rules

SIM RK_STOCK_COUNT This table has one row for each stock count in the system. It defines the stock count instances of a stock count schedule. These records are generated by the SIM batch processes using the defined stock count schedules.

ID

STORE_ID

PRODUCT_GROUP_SCHEDULE_ID

PRODUCT_GROUP_ID

TYPE

PHASE

METHOD

DESCRIPTION

GROUP_DESCRIPTION

STATUS

SCHEDULE_DATE

COUNTER

RECOUNTER

APPROVER

BEFORE_STORE_OPEN

ITEMS_TO_COUNT

VARIANCE_COUNT

VARIANCE_PERCENT

VARIANCE_VALUE

NO_LOCATION_ID

RECOUNT

PROCESS_TYPE

COUNT_START_TIME

LAST_UPDATED

RIB rmssub_stakeschedules Package to subscribe to stock count schedule message, parse the details, and pass them into a new stock schedule package.

VALIDATE_VALUES

Cannot delete a cycle count if it has been processed.

Cannot update a cycle count that has started or has been set to be deleted.

Cannot process anything if stock count is currently locked

VALIDATE_HIERARCHY

Unit and Amount stock counts at a warehouse must be at the department level only.

Validate department, class, and subclass.



VALIDATE_LOCATION

Only stockholding (virtual) warehouses can be on a stock count.

PROCESS_PROD

Validate and create a STAKE_PRODUCT record. No validation is done if the record is passed in for initial processing.

PROCESS_LOC

Validate and create a STAKE_LOCATION record. No validation is done if the record is passed in for initial processing.

PROCESS_DEL

CREATE_SH_REC

Create a record for STAKE_HEAD.

CREATE_SP_REC

Create a STAKE_PRODUCT record.

DELETE_RECS

Delete from STAKE_PRODUCT and STAKE_LOCATION tables.

SIM ExtractStockCount The Extract Stock Count Batch program generates Unit stock counts or Unit and Amount stock counts. On a daily basis, the batch process creates the stock counts that are scheduled for the current day or future date which matches the next scheduled date. The system looks at all the scheduled stock count records and determines whether any are scheduled for today or the user specified future date. The process creates the stock counts for each individual store. If a scheduled count includes a list of 5 stores, 5 separate stock count records are created.



SIM RK_PRODUCT_GROUP

This table holds all product groups that are created within the system. Product groups are used to schedule events within the system that need to occur at certain times. Product groups are used for item requests, stock counts (including Unit, Unit and Amount, and Problem Lines), Pick Lists, and Wastage.

ID

DESCRIPTION

DO_RECOUNT

STORE_ID

TYPE

UOM_TYPE

STATUS

EXPIRATION_DAYS

REQUEST_DELIVERY_DAYS

VARIANCE_COUNT

VARIANCE_PERCENT

VARIANCE_VALUE

SIM RK_PRODUCT_GROUP_MH

This table holds one row for each level of the hierarchy that is assigned to the product group.

PRODUCT_GROUP_ID

HIERARCHY_ID

SIM RK_PRODUCT_GROUP_ITEM

This table holds one row for each item that has been added to the product group. This table holds items that are added to the product group using the Item, Supplier or Promotion options. For Supplier and Promotion (which is only used for item request type product groups), only those items that have a replenishment type of SO are added. For the Item option, any item specified is added to the product group.

PRODUCT_GROUP_ID

ITEM_ID

SIM RK_PRODUCT_GROUP_SCHEDULE

This table defines, for any product group, the schedule of how often the batch program should process the items that belong to the product group.

ID

PRODUCT_GROUP_ID

DESCRIPTION

TYPE

STATUS

START_DATE

END_DATE



SCHED_PARAM_1

SCHED_PARAM_2

SCHED_PARAM_3

SIM RK_STOCK_COUNT_LINE

This table defines the results of a stock count for each item in a stock count.

ID

STOCK_COUNT_ID

STORE_ID

ITEM_ID

LOCATION_ID

PRIMARY_LOCATION

COUNTED_QUANTITY

RECOUNTED_QUANTITY

APPROVED_QUANTITY

DISCREPANT

MULTI_LOCATED

COUNT_SNAPSHOT

RECOUNT_SNAPSHOT

PHYS_COUNT_TIMESTAMP

AUTHORIZED_TIMESTAMP

SNAPSHOT_TIMESTAMP

COUNTED_TOTAL

RECOUNTED_TOTAL

SIM RK_STOCK_COUNT_LOCATION

This table contains a row for each location that is being counted for the stock count.

ID

STOCK_COUNT_ID

LOCATION_ID

STORE_ID

COUNTER_ID

RECOUNTER_ID

APPROVER_ID

STATUS

SIM RK_PRODUCT_GROUP_SCHED_STORE

For each product group schedule that is defined, this table has one record for each store that belongs to the schedule.

PRODUCT_GROUP_SCHEDULE_ID

STORE_ID

LAST_EXTRACTED_DATE



SIM RK_STORE_ITEM_SOH

This table defines the current inventory numbers for items on a location bases. The types of inventory buckets that are held include available for sale, unavailable for sale, in transit, and reserved for a pending stock inventory event.

ID_ITM

ID_STR_RT

TOTAL_QUANTITY

RESERVED_QUANTITY

CUSTOMER_RESV_QUANTITY

IN_TRANSIT_QUANTITY

DAMAGED_QUANTITY

RTV_QUANTITY

TFR_EXPECTED_QUANTITY

ADJUST_UNAVAIL_QTY

LAST_RECIEVED_DAY

LAST_RECIEVED_QUANTITY

SHOP_FLOOR_QUANTITY

DELIVERY_BAY_QUANTITY

LAST_APPROVED_STK_CNT_DATE

LAST_STK_CNT_TYPE

OPEN_STOCK_COUNTS

LAST_STK_CNT_BEFORE_IND

SIM Thirdpartystockcountparser

This batch process imports the stock count file from a third-party counting system and updates the stock on hand quantities for the existing Unit and Amount stock count records in SIM.

If the auto authorize admin flag is set to no, the following is true:

The import file contains item and quantity counted information. SIM populates the count quantity on the stock count records and sets the authorize quantity equal to the count quantity. Once the file has been imported from the external system, the stock count records type is set to Authorize and the status is set to In Progress.

If the auto authorize admin flag is set to yes, the following is true:

The import file contains item and quantity counted information. SIM populates the count quantity on the stock count records and sets the authorize quantity equal to the count quantity. Once the file has been imported from the external system, the stock count records type is set to Authorize and the status is set to Completed.


Appendix D: Stock Count Process Flows

Stock Count Business Process Flow

Create List of

Items to Count

based on specific

criteria

Schedule a time to

perform the stock

count

Desire to

Reconcile SOH in

the store and at

corporate

Perform stock

count via HH or

PC

Re-count Items

with discrepancies

Review count

information and

authorizes count

quantities

Communicate

stock count results

to external system

and update SOH


Non-Third Party Stock Count System Process Flow

SIM sends

Inventory Adj

or flat file to

RMS

User recounts

discrepant

items, if

required

User counts

items using

HH or PC

Batch

Process

Generates

Stock Count

Create

Product

Group

Create

Product

Group

Schedule

SIM identifies

discrepant

items

Snapshot

Taken

User

Authorizes

Count in SIM

Inventory Adj

Created in

SIM


Third-Party Stock Count System Process Flow

Flat File

exported to

RMS

User

Authorizes

Count in SIM

User imports

Third Party

flat file into

SIM

User counts

items using

third party

system

Batch

Process

Generates

Stock Count

Create

Product

Group

Create

Product

Group

Schedule

Auto

Authorize?

NoYes

Inventory Adj

created in

SIM only

based on

variances

Unit and

Amount?

Yes

Inventory Adj

created in

SIM and sent

to RMS

No


Stock Count PC Flow (Unit, Problem Line, Unit and Amount, and Third Party)

Stock Count List

Select Master

Stock Count

Child Stock Count

ListRe-count

counted?

Stock Re-Count

Detail

(not for third party)

Yes

No

Stock Count

Authorization

Select Child Stock

Count

Stock Count Detail

(not for third party)

Counted?

Yes

No

Rejected Items

Re-count

exists?

Yes

No

Note: Third Party count/recount process is not

performed in SIM, it is performed through the third

party system.

Future Stock

Counts button

Future Stock

Count List

Select Date or

Date Range

Select Future

Stock Count

Child Stock Count

List

Generate

Now?Yes

No

Exit Child List


Ad Hoc Stock Count

Stock Count List

Select Master

Stock Count

Child Stock Count

ListStock Count

Authorization

Select Child Stock

Count

Stock Count Detail

Counted? Yes

No

Note: Ad Hoc count process is initiated on the HH.

Authorization occurs on the PC only. There is no recount for Ad

Hoc and an Ad Hoc will only have one child count.


Glossary

ad hoc stock count

Verifying and correcting stock on hand quantities when something seems wrong. Counts are initiated from a handheld device where the product is located. They are not scheduled.

AGSN

Unique numbers generated by SIM to identify each instance of the item. Item labels with this number can be printed in order to place the number on the item. This may be used in addition to, or in place of, a manufacturer serial number on a product when it is difficult to get access for scanning or viewing.

authorization

Process in which a user can approve the quantities counted in a stock count. This allows the system to update the available stock quantities and generate necessary transactions to account for any differences.

authorize completed

Stock count records type is set to Authorize and status is set to Completed when an outside (external) stock count results file is imported and the stock count is configured to auto authorized. No further changes can be made to the stock count.

authorize processing

Successfully authorized stock counts move to the Authorized Completed state.

authorize processing state

Stock count is put into this unique state when an error occurs during the final processing of a stock count. The StockCountAuthorizeRecovery batch process looks for stock counts stuck in an Authorize Processing state. The batch attempts to fully authorize the stock count. Errors that occur during the batch process are logged to the server error logs and indicate the reason for any further processing failures.

authorize stage

Phase in which quantities are approved for the stock count. This is the last stage of the process and results in updated inventory positions.

authorized quantity

Quantity approved for each item in the stock count. If this field is left blank for any items, a message appears stating that all items with blank authorized quantities are filled in with the last counted quantity.

auto authorize

Process in which a user does not need to manually approve a stock count. This is a setting configured when a third-party service is used to perform the Unit and Amount stock count and no further verification is needed. When turned on, once the Third Party results file is imported, the stock count is automatically authorized without further intervention.

See also import file; third-party service; unit and amount stock count.

Auto-Generated Serial Numbers (AGSN)

See AGSN.


batch

Service used for bulk integrations which process large amounts of data and in which near real-time processing is not required. This is typically scheduled to run at a set time or kicked off by an administrator on an ad hoc basis. Batch processes are used for extracting stock counts, processing POS data, and importing the Third Party stock count results file.

child count

Stock count size limits automatically break down very large stock counts into multiple smaller stock counts. This breaks down the stock count first by department, then by class, and subclass.

See also master stock count; product group.

child level

Lowest record that holds the quantity of the item being counted.

child record

See child level.

count stage

Phase of a stock count. A stock count goes through the following stages: future stock count, stock count, recount, and authorize. The recount stage is optional. Each stock count stage, displayed as Type, for the master stock count has statuses and rules.

See master stock count.

count type

See count stage.

counting method

Process used for performing the stock count. There are three types: Guided, Unguided, and Third Party.

See guided stock count; unguided stock count; third party stock count.

discrepant

Item defined as falling outside of an acceptable range of tolerance. The system utilizes discrepancy thresholds (established in administration, set up by the retailer) based on a percentage or standard unit of measure by the item's class in the merchandise hierarchy. Discrepant items are outside the tolerance and, therefore, are included in the recount phase of a stock count.

See non-discrepant.

export process

Process of extracting data from a system for use in another system. For stock counts, an item file is exported from the merchandising system to provide to a third-party service. SIM also exports the stock on hand positions and sends them to system merchandising to reflect the data held in SIM and makes the applicable financial adjustments relevant to the Unit and Amount stock count.


extract (stock count)

Process to generate scheduled stock counts. On a daily basis, the batch process creates the stock counts scheduled for the current day or future date which matches the next scheduled date. The process creates the stock counts for each individual store. This command runs the ExtractUnitAmountStockCount batch: ExtractUnitAmountStockCount.sh.

flat file (stock count)

Set of records containing the details for each item and quantity counted. This file also includes the stock count ID, stock count date, and store location that processed the count. This information is sent to the merchandising system and can be used in reports.

guided stock count

Stock count method in which the system organizes the count by shelf location, using the sequence already defined. Unit only, Unit and Amount, and Problem Line counts using a guided stock count method are divided up in order for each user of an HH to perform a stock count according to a macro location (for example, vegetables, cereals, and so on). Guided stock counts prompt the user to scan the next item in sequence. If sequencing is not set up for some items, the user is prompted in item number order. A guided stock count requires sequencing in the store location of at least one item in a shelf location. Ad Hoc counts cannot be set up as a guided count.

hierarchy

Method of grouping and ranking. Merchandise hierarchies are used to group items into departments, classes, and sub-classes.

import process (stock counts)

Process of bringing data into the system from an outside (external) stock counting system. The import file contains item and quantity counted information. SIM populates the quantity in the stock count records and sets the authorized quantity equal to the count quantity, if the process has been configured for auto-authorization. Otherwise, the data is loaded into a staging table for approval by the user.

inventory adjustments

Transaction initiated by a user or created by the system to increase or reduce the quantity of an item available for sales. There are several different reason codes available. Some reason codes are not available for the user to select. The reason codes may vary from client to client. For proper configuration, the same reason codes must exist in RMS.

item status

State of an item. The status can include active, Q status, inactive, discontinued, or deleted. When configuring a product group to use for stock counts, the user can decide which statuses to include in the stock count. If the item is not ranged to the selling store, the item should be added for the current selling store in with a Q status. Q status is for temporary ranging, when the RMS sends it at a later time, it becomes active.

late sale items

Sales transaction occurring after the count has started but before it is completed and the sale data file is processed.

See late sales processing; late sale inventory adjustment.


late sale inventory adjustment

Inventory adjustment that results from a late sale item in the sale data file being processed. When SIM encounters a late sale item, it must correct the inventory for stock counts processed after the time of the sale. The stock count creates inventory adjustments for discrepancies during the count that are out of sync. The batch process records the late sales records in the ePOS Transaction History table as a Non-Inventory Impact transaction.

The LateSalesInventoryAdjustmentPublishJob process publishes the late sale inventory adjustment records to the merchandise system through the RIB. This batch can be run anytime.

See late sales processing; late sale items; retail integration bus.

late sales processing

Sales that occur prior to a stock count but are not processed until after the stock count is finalized. The processing of these sales should not impact the current inventory level because the stock count already took these sales into account. SIM system parameter STOCK_COUNT_SALES_PROCESSING with a value of Timestamp Processing or Daily Sales Processing indicates if the POSU sales transaction data contains the transaction date timestamp. RMS is only capable of processing at a Daily Sales Processing level and therefore, when RMS and SIM are integrated, this setting must be set to Daily.

See late sale inventory adjustment; late sale items.

macro location

Sequence for a shelf location assigned to an item to identify where an item resides in a store. When sequencing is implemented, a user can be prompted during a stock count for the next item in the list.

master stock count

Main stock count created for a single product group. This can then be broken down further into one or more child counts based on the counting method or hierarchy breakdown chosen during product group setup.

See product group; child count.

merchandising system

Main system that SIM integrates with in order to obtain foundational data, supplier information, and other merchandising data. This can be a third-party system or the integrated Oracle Retail Merchandising System.

See Oracle Retail Merchandising System.

non-discrepant

Item falling within an acceptable range of difference. This term is typically used when referring to items counted during a stock count. During the recount phase of a stock count, items are included in the recount if they are outside of a specified tolerance. Non-discrepant items are within the tolerance and, therefore, are not included in the recount phase of a stock count.

See discrepant.


non-inventory item

Item has no inventory but can be sold in the store, such as, warranty plans or gift cards. SIM flags these items as non-inventory and the stock on hand does not change when these items are sold. These items never show in a stock count.

non-ranged item

Item not assigned to a store location, but exists as a valid item in the system. Various system/store configurations are based on whether to allow or disallow non-ranged items from certain transactions. The process of ranging an item is owned by the merchandising system.

See non-ranged item.

non-sellable item

Item in which inventory is tracked at the component level. The pack number does not track inventory and, therefore, the user is not allowed to scan the pack during a stock count.

For more information on this type of item, see the Oracle Retail Store Inventory Management Item Configuration White Paper.

not on count item

Item counted in a Third Party stock count not included in the stock count product group. These items are flagged as rejected not on count items and cannot be assigned SIM item IDs. No action can be taken with these items.

not on file item

Item scanned, but not in SIM. Some items counted in a Third Party stock count might not currently exist in SIM. These items can be assigned item IDs from the Rejected Items dialog box after the stock count results file has been imported.

open stock count item

Item in which a stock count is currently in progress while the ResaFileParser is running. The batch refreshes the item inventory buckets as well as the snapshot.

Oracle Retail Integration Bus

Integration service used between systems where near real-time integration is needed to ensure timely execution of transactions. This method is used for the majority of integration with SIM.

See also RIB messaging.

Oracle Retail Merchandising System

Application that provides the foundation data, supplier, and location updates to SIM.

Oracle Retail Sales Audit

Application that provides inventory sales updates to SIM, to assure accurate and timely inventory positions.

perpetual inventory

System which automatically updates stock inventory from various system transactions such as receiving items, transferring items, and selling items.


problem line stock count

Used to identify problem items based on predefined criteria. For example, the user might decide to count all of the items with a negative stock on hand value. Product groups define the criteria with the product group type as problem line stock count. After the criteria are established, a batch process finds all items that meet the criteria.

The problem line batch ProblemLineStockCount process goes through the list of items in the group, determining which fall within the parameters.

product group

Collection of departments, classes, subclasses or items to be used for a common purpose such as scheduling stock counts, ordering products, replenishing store shelves, and decrementing for wastage.

product group type

Defines for what the product group is used. The selection includes item request, pick list, problem line, unit stock count, unit and amount stock count, and wastage.

q status

If the item is not ranged to the selling store, the item should be added for the current selling store in with a Q status. Q status is for temporary ranging, when the merchandising system sends it at a later time, it becomes active.

ranged item

Item assigned to a store location. Various system/store configurations are based on whether to allow or disallow non-ranged items from certain transactions. The process of ranging an item is owned by the merchandising system.

See non-ranged item.

recount discrepancies

Items are included in the recount if they are outside of a specified tolerance. Discrepant items are outside the tolerance and, therefore, are included in the recount.

See discrepant; non-discrepant.

recount phase

During a stock count, items can be counted or entered into the system incorrectly. Controls are put into place to recount items with a large difference in the system value compared to the counted value. The recount phase of a stock count identifies these items for recounting. The system uses discrepancy thresholds, established during product group setup, based on a percentage or standard unit of measure by the item class in the merchandise hierarchy. Recounts are performed only when the stock count product group is set up to require recounts of discrepant items. Recounts do not apply to Third Party or Ad Hoc stock counts.

See count stage.

rejected item

Reasons an item is rejected may include item not at the store, item not on file, or item not in the count.

reserved stock

Units approved for outgoing transfers and allocations remaining at the store.


RIB messaging

Messaging service used for the RIB integration in which other applications subscribe to the messaging and publish messages for other applications to consume. This provides a method for which multiple applications can subscribe to the same message published from an application. When a message fails incoming or outgoing, it is sent to the RIB Hospital for resolution after a set number of retries.

See Oracle Retail Integration Bus.

sellable only item

Item that does not hold any inventory in the system. Sellable only items are not linked to any supplier and therefore no cost information is associated with this item type.

serial number

Unique identifier for individual instances of an item. This is typically attached to items by the manufacturer. This is one of two types of UIN attributes.

See UIN.

SIM item ID

System-created unique number assigned to an item in the item master application, often the merchandising system. This number can be assigned to items in the Rejected Items dialog box after a Third Party stock count results file has been processed.

snapshot

Function that captures the current stock on hand quantity for all items in a stock count at a given point in time. A date timestamp is associated with the snapshot that is used to determine if other transactions performed should increase or decrease the stock on hand quantity after the stock count has been authorized.

See late sales processing.

SOH

Total number of units on hand at a location, including inventory in RTV, unavailable inventory, stock in transit inventory, and reserved inventory.

Standard Unit of Measure (SUOM)

See SUOM.

stock count ID

System-created number assigned to a stock count. It must be included when a Third Party stock count results file is imported into SIM.

stock count lockout days

Lead time required by the retailer to plan a Unit and Amount stock count schedule. If RMS is not integrated, the value 1 is used. If RMS is integrated, this value must agree with the RMS option.

stock on hand (SOH)

See SOH.


stock schedule count data

Data used by the merchandising system to help maintain the synchronization of the inventory levels in SIM and the merchandising system. When the merchandising system has the stock count schedule data, SIM and the merchandising system perform a snapshot count on the same day. The store does a physical count and uploads the results, and the merchandising system compares the discrepancies.

SUOM

Unit of measure by which stock is tracked at the corporate level. The merchandising system tracks various units of measure (UOM) for each item, such as, the unit of purchase or the selling unit of measure. When SIM interacts or interfaces with external systems, there is a need to convert from one UOM to another.

For more information on conversion between units of measure, see the Oracle Retail Store Inventory Management Item Configuration White Paper.

third-party batch

Service used for bulk integrations which processes large amounts of data and in which near real-time processing is not required. This is typically scheduled to run at a set time or kicked off by an administrator on an ad hoc basis. The third-party batch processes the stock count results file sent from the third-party service that performed the stock count.

third-party service

Includes third-party system and Third Party Results file.

third party stock count

Type of counting method in which an item file is supplied to an outside service and the count results are imported from another system.

third party upload

Process in which stock count data is imported from another system.

UIN

Unique number assigned to an item to aid the retailer in tracking expensive or controlled items such as electronics, cell phones, firearms, medications or fresh items. UINs can be serial numbers, FCC IDs, IMEI numbers or other kinds of identifiers. If UINs are required for an item, they must be recorded when stock counts are performed. The status a UIN can be in include Unconfirmed, Missing, In Stock, In Receiving, Reserved for Shipping, Customer Order Reserved, Shipped to Warehouse, Shipped to Store, Shipped to Vendor, Removed from Inventory, Customer Order Fulfilled, Sold, or Unavailable. There are two types of UINs each with unique functionality: Serial Number and Auto-Generated Serial Numbers (AGSN).

See serial number; AGSN.

UIN status: in stock

Item is in stock and can be sold.

See UIN.


UIN status: missing

UIN is updated to Missing status when performing a stock count.

See UIN.

unavailable inventory

Item that is not available for purchase. The inventory bucket displayed on the Lookup screen and is calculated using the following formula:

RTV Reserved + Transfer Reserved + Customer Order + Adjustment Unavailable Qty

unguided stock count

Stock count method in which the items can be counted and the count results entered in any order without being prompted for the next item to scan. If sequencing (shelf assignment to an item) is implemented, either the guided or unguided stock count can be used. There is also an option to use an unguided count by macro location. The user might also choose to break down an unguided master count by hierarchy (dept/class/sub-class).

See sequencing; guided stock count; macro location.

unit and amount stock count

Process of systematically counting priority items by scheduling, typically, on an annual or semi-annual basis. This type of count can be performed by a third-party service or in-house. This stock count is used to reset the inventory quantity and obtain the current financial value of the inventory.

See unit stock.

Unit of Measure (UOM)

See UOM.

unit stock count

Process of systematically counting priority items by scheduling a Unit count product group stock count. The extraction batch process, ExtractUnitStockCount, goes through the list of items in the product group, determining which fall within the parameters. SIM automatically creates a stock count from the items within the parameters defined during product group creation. The results systematically create adjustments to increase or decrease the inventory. The adjustments are also sent the merchandising system. This type of stock count is typically performed in cycles, such as quarterly or monthly, to help keep the inventory quantities in check for replenishing stock. This stock count is not used to obtain the financial value.

See unit and amount stock count.

Unique Identification Number (UIN)

See UIN.

UOM

Unit in which the item is measured, such as, eaches or cases. The merchandising system tracks various units of measure for each item, such as, unit of purchase or the selling unit of measure.

For more information on conversion between units of measure, see the Oracle Retail Store Inventory Management Item Configuration White Paper.


UPC type 2

Type of UPC in which the barcode contains a prefix, UPC, price, and check digit. This is typically used for items sold by the pound and where the weight can vary. These items are set up in RMS as catchweight items. The system calculates the quantity by dividing the total retail price by the current per pound retail price in the system.

variance calculation

See variance percent; variance units; variance value.

variance percent

Maximum allowed percentage of units counted. The count can vary from the system stock on hand level before it is considered a discrepancy. If the variance percent is equal to or greater than the variance percent set, the item counted is discrepant.

variance units

Maximum allowed number of units, expressed in the standard unit of measure (SUOM). The count can vary from the system stock-on-hand level before it is considered a discrepancy. If the variance unit is equal to or greater than the variance SUOM set, the item counted is discrepant.

variance value

Monetary amount compared to the number of discrepant units multiplied by the current unit retail of the goods. SIM uses the current retail from item lookup, not an extracted promotion or clearance price. If the variance monetary amount is equal to or greater than the variance value set, the item is discrepant.

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