Performing Stock Counting Via WDC


This user guide provides comprehensive instructions for performing Stock Counting operations using the WDC (Warehouse Data Collection) module in Axanta ERP.

1. Introduction

Purpose

This document provides comprehensive instructions on performing stock counting operations using the WDC (Warehouse Data Collection) module in Axanta ERP. It details the procedures for counting specific products and performing full store/warehouse counts.

Overview

Stock counting is a critical inventory control process. Axanta ERP facilitates this through mobile WDC devices, allowing warehouse staff to scan barcodes, input quantities, and sync data seamlessly with the back-office ERP system.

Business Use Case

  • Cycle Counting: Periodic counting of specific high-value items or specific product categories.
  • Physical Inventory: Annual or bi-annual complete wall-to-wall warehouse counting.

Benefits

  • Real-time synchronization between warehouse floor and back-office.
  • Offline capability for areas with poor internet connectivity.
  • Reduction in manual data entry errors via barcode scanning.
  • Automated discrepancy calculations.

3. Configuration

Create WDC Operation Type

Navigation:

Inventory → Configuration → WDC Operation Types → New

Description: The configuration form to define how the Stock Counting operation behaves on the handheld device.

Fields:

  • Name: Enter the display name, for example, “Stock Counting”.
  • Type: Select the internal system type. It must be set to “Stock Counting”.
  • Enable Creation: If checked, allows the warehouse user to create a new Stock Counting Journal directly from the handheld device.
  • Validate Existing: Appears only if “Enable Creation” is checked. If checked, the system validates if a draft Stock Counting Journal already exists for the selected location in the back-office. If a draft exists, it prevents the creation of a duplicate journal.
Important Note: For warehouse-wide counts initiated from the back-office, Validate Existing should be checked to prevent duplicate journals.

4. Complete Step-by-Step Process

Scenario A
Stock Counting of Specific Products

Step 1: Open Stock Counting in WDC

  1. Open the WDC application.
  2. Tap the Stock Counting icon.

Step 2: Barcode Scanning Home

Choose how to initiate the stock count.

Procedure:

Choose from the available action buttons at the bottom of the screen:

  • Create Order: Starts a brand-new Stock Counting Journal from the device.
  • Search Order: Searches for an existing draft journal created in the back-office.
  • Scan barcode: Opens the device camera to scan a journal barcode directly.
Expected Result: Tapping Create opens the journal creation popup.

Step 3: Create Stock Counting Journal (WDC)

Procedure:

  1. Tap Create.
  2. Fill in the popup fields:
    • Journals: Defaults to the Stock Counting operation type.
    • Warehouse: Select the specific warehouse/location from the dropdown, for example, AL-SALAM CO-OP.
    • Inventory Date: Select the date of the physical count.
    • Reference: Enter a reference text, for example, “WDC TEST”.
System Behaviour: Generates a new journal document number and opens the scanning interface.

Step 4: Scanning Interface

Objective: Scan products to record quantities.

Procedure:

  1. Observe the top bar: Document No, Warehouse, and Location are displayed.
  2. An offline indicator (Red Icon) is present in the top-right, signifying offline capability.
  3. Use the device scanner to scan a product barcode. Alternatively, tap the Search icon (magnifying glass) to manually search by barcode or bin location, or use the Camera icon.
  4. You can Edit/Set the qunatity by using the Edit option.
System Behaviour: A successful scan instantly adds the product line and increments the quantity by 1. A green validation message appears.
 

Step 6: Product Lot Wizard

Procedure:

  1. Scan a product configured for Lot/Serial tracking.
  2. The Product Lot wizard automatically opens.
  3. On Hand Tab: Displays current system records for the lot and system quantities.
  4. All Lot Tab: Displays all lots for the product.
  5. Quantity Field: Enter the counted quantity.
  6. Select the appropriate lot from the list.
  7. Optional: If a new lot is found, tap the + Create button to generate a new lot number.

System Behaviour: The counted quantity is assigned strictly to the selected lot. If the barcode itself contains the linked lot data, this wizard is bypassed and the system automatically assigns the lot.

Step 7: Scan Summary

  1. Review the list of scanned products.
    • Fields displayed: Product Name, Lot Number (if applicable), Scanned Quantity, UOM, User, and Scan Date/Time.
  2. Search Bar: Use it to filter the scanned list.
  3. Delete Icon: Tap the trash-can icon to remove an incorrectly scanned line.
  4. Verify the Total Quantity at the top.
  5. Scanned by & Scan date.
  6. Tap Confirm at the top-right.

System Behaviour: The transaction is locked on the WDC and ready for back-office processing.

Step 8: Back Office - Import from WDC

Objective: Pull the WDC scanned data into the ERP draft journal.

Navigation:

Inventory → Journals → Stock Counting

Procedure:

  1. Open the Draft journal created by the WDC user.
  2. Click the Action button at the top-right.
  3. Select Import From WDC.
  4. A wizard opens displaying the lines scanned on the handheld.
  5. Counting UOM: Select the UOM to import: Base, Purchase, or Counting.
  6. Click Import.

Important:

When WDC transactions are available for the selected Stock Counting Journal, the system displays the following information message:

  • If you want to perform Full Warehouse/Store Counting, click the Load Products button and then click the Update Qty button.
  • If you want to perform Counting for Specific Products, use the Import From WDC option. This message helps the user choose the appropriate method based on the type of stock counting being performed.

WDC transactions are available for this document. View WDC Lines

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Step 9: Post Journal

Objective: Finalize the stock count and adjust inventory.

Procedure:

  1. Review the imported lines and differences.
  2. Click Post.
  3. A confirmation popup appears: “Are you sure you want to post these lines?” Click OK.

System Behaviour: The journal status changes to Done. Financial and stock movement entries are generated in the background.

Scenario B
Complete Store/Warehouse Count

Step 1: Back Office - Create Draft & Load Products

Navigation:

Inventory → Journals → Stock Counting → New

Procedure:

  1. Create a new journal.
  2. Click Load Products.
  3. In the popup, You can either, Select a Warehouse to load all products available in that warehouse for stock counting, or, apply one or more filters such as Category, Sub Category, Brand, Group, Division, Department, Supplier, Product, or Counting Group to load only a specific set of products.
  4. After selecting the required criteria, click Load.
  5. Select the Counting UOM, for example, Base.


System Behaviour: Every product with existing stock in that warehouse is loaded into the journal as a line item.
Load Products Wizard/ima

Step 11: Pending Pickings Warning

Objective: Identify active movements that may corrupt the count.

Procedure:

  1. Observe the top of the journal screen.
  2. If a yellow warning appears: “Warning: There are [X] Pending Pickings” , click the link.
  3. A list of pending deliveries or receipts opens.
Important Note: Ensure these pickings are resolved or halted before continuing the physical count.
 

Step 12: WDC - Search Existing Document

Objective: Open the back-office prepared journal on the handheld.

Procedure:

  1. On the WDC Barcode Scanning Home, tap Search.
  2. Enter the Document Number, for example, SC00013.
  3. Select the exact matching Warehouse.
  4. Tap Proceed.
System Behaviour: Opens the scanning interface linked directly to the back-office draft.

Step 13: Back Office - Update Quantity from WDC

Objective: Sync the full warehouse count back to the ERP.

Procedure:

  1. After the warehouse user completes scanning and taps Confirm on the WDC.
  2. Go to the Back Office journal.
  3. Click the Update Quantity button.
  4. Select Update From WDC from the options list

WDC Transactions Available

The following information message is displayed when scanned data is available from the WDC device: WDC transactions are available for this Document. View WDC Lines or Update Qty.

This indicates that the selected Stock Counting Journal has received transactions from the WDC device.


The available options are:

View WDC Lines – Displays all the product quantities that have been scanned and synchronized from the WDC device.

Update Qty – Updates the Counted Quantity in the Stock Counting Journal using the quantities received from the WDC.


Important:

This option is primarily used for Full Warehouse/Store Stock Counting, where the products have already been loaded into the Stock Counting Journal using the Load Products function.

After the warehouse users complete the physical counting on the WDC device, click Update Qty to populate the Counted Quantity for all scanned products.

Products that were loaded into the journal but not scanned will have their Counted Quantity updated to zero.

5. Click OK.

System Behaviour:

  • Scanned products update their respective Counted Quantity.
  • Products that were not scanned are automatically set to 0 Counted Quantity.
  • New products scanned that were not originally loaded are appended as new lines.

6. Special Scenarios

  • Lot/Serial Tracking: If a product requires tracking, the system intercepts the scan to force lot selection. If a barcode is embedded with standard GS1 lot identifiers, the system parses it and skips the manual selection wizard.
  • New Lots Discovered: Users can create new lots directly from the WDC if a physical item has a lot not registered in the system.
  • Multiple UOM Scanning: A user can scan a box barcode, for example, a box of 20, and individual pieces. When imported, the system aggregates these based on the base UOM conversion, for example, 1 Box + 5 pieces = 25 pieces.
  • Unscanned Products (Full Count): In a “Load Products” scenario, any product loaded into the journal but missed during the WDC scan is assumed missing. The system aggressively updates its counted quantity to 0, which will wipe the stock upon posting.
  • New Product Found: If a product not loaded in the draft is scanned, the system simply creates a new line item for it upon syncing.
Important: In a full-count scenario, products that were loaded but not scanned may be updated to a counted quantity of zero. Carefully review all unscanned products before posting the journal.

8. Important Notes

  • Warehouse Matching: When searching for an existing document on the WDC, the selected warehouse must exactly match the warehouse defined on the draft journal. Otherwise, the system will block access.
  • Single Location Restriction: WDC stock counting only supports single-location counting per journal. Multiple locations cannot be combined into one operation.
  • Counting UOM Visibility: The “Counting” UOM option in the import wizards will only be visible if it has been explicitly enabled in the global system settings.
Summary: Stock Counting Via WDC supports both selected-product counting and complete warehouse counting. Warehouse users scan physical inventory through the handheld interface, while inventory managers review, import, update, and post the resulting Stock Counting Journal through the Axanta ERP back office.

Next Topics :

 Spot Counting
Auto Enter Key for Honeywell Scanner
Direct Purchase Via WDC
Stock Adjustment (+/-)