Cycle Counts for QuickBooks Enterprise
Weekly counts picked from QuickBooks’s own usage, counted blind by someone who never signs in, reviewed and closed, and a variance that becomes an adjustment only when a person posts it in an inventory adjustment.
Purchasing & inventoryUpdated Oct 202620 ERPs
See it work on QuickBooks.
Click through the steps. Fictional data, in QuickBooks’s terms; the real thing runs on QuickBooks.
Something gets counted every week, picked from usage. Monday’s list: the top 25 drywall items, handed to J. Alvarez.
The problem, as it happens in QuickBooks.
Everyone agrees the yard should count a little every week. Nobody has a way to pick what, hand it to a counter who doesn’t have a login to QuickBooks, and know on Friday whether it got done. An inventory adjustment was built for the annual physical, not for Monday’s top twenty-five.
So the counting happens once a year, over a weekend, and the variance is a surprise. In between, QuickBooks says sixty-one pails of joint compound are on the shelf when there are fifty-eight, the reorder never fires, and the pro desk finds out when the shelf is empty.
How it works.
- 1
Pick the SKUs
A weekly list picked from QuickBooks’s usage, by method: top sellers this week, randomised by usage, a bin, a category. Monday’s top-25 drywall items, if that’s what you asked for.
- 2
Hand it to a counter
A printed sheet or a phone link. Counters never sign in. Counts are blind: the quantity QuickBooks has on hand is hidden until review.
- 3
Review and close
Variances over your threshold get a recount. Close freezes the figures. A variance becomes an adjustment only when a person posts it in an inventory adjustment.
- 4
During a physical
A running variance board read from an inventory adjustment, so the controller sees the book moving while the yard counts, and a recount is called while the counter is still in the aisle.
How it connects to QuickBooks.
Lunica reads the item list, on-hand quantities by branch, bin locations, sales and receipt history, and an inventory adjustment through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. The weekly pick is made from what moved. The blind sheet carries the item and the bin, never the quantity, and during a physical the posting is read as the yard keys it, so a variance is seen while there is still time to recount.
Nothing is posted to QuickBooks on its own. A closed count is a list of variances with the counter’s name and the recount beside each one; it becomes an adjustment only when a person posts it in an inventory adjustment, and Lunica sees the new on-hand the next morning and closes the loop. The reorder alert goes to the buyer you enrolled, and the Friday count email to the people you named.
What a week looks like.
- Something gets counted every week.
- Counters are accountable by name, in a Friday email.
- Variance stops being an annual surprise.
- The buyer gets a daily reorder alert, with an all-clear on quiet days so silence means a fault.
Questions
Does it adjust quantities in QuickBooks?
No. A variance becomes an adjustment only when a person posts it in an inventory adjustment. Lunica sees the new on-hand and closes the loop.
Do counters need a login?
No. A sheet or a link, nothing else. Nobody in the yard signs in to anything.
How does it pick what to count?
By the method you set: top sellers this week from QuickBooks’s sales history, randomised by usage, a bin, a category. An item doesn’t come up twice in a cycle unless its variance put it back.
Can we count in QuickBooks’s own physical screen instead?
Yes. Count there and review here; the variance board reads an inventory adjustment as it is keyed.
What’s in the Friday email?
Whether the week’s counts got done and what each counter counted, by name. It goes to the people you enrolled.
Who gets the reorder alert?
The buyer you enrolled, once a day, with every item at or under its minimum in QuickBooks. On a quiet day it still goes, as an all-clear, so a missing email means something broke.
Where does it run?
On one Windows server inside your network, beside the company file. It reads QuickBooks over the LAN; counters open a link or carry a sheet, and nothing comes in from outside.
Does it need a server?
Lunica runs on one Windows server inside your network, beside the company file, set up and maintained by Lunica. It reads QuickBooks Enterprise through the QuickBooks SDK on the machine that hosts the company file, under a read-only connection. There is no inbound connection from outside your network.
What does Lunica read in QuickBooks?
The customer record, open items and terms, purchase orders and receipts, the item list, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to QuickBooks?
Nothing lands in QuickBooks without a person. What belongs in QuickBooks goes back as the QuickBooks SDK where it allows, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the attachments on the transaction. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Cycle Counts is written for every system on the list. You’re reading the QuickBooks version.
Lumber and building materials
Wholesale distribution
General business
- Dynamics 365 Business Central
- NetSuite
- Sage 100
- QuickBooks Enterprise
- Acumatica
- SAP Business One
- Epicor Kinetic
Another system? Tell us which →
See it on your QuickBooks data.
Thirty minutes. We walk the workflow on QuickBooks data, then map it to yours.