Difference between revisions of "StationCount Index"

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 +
Please use our [[http://wiki.skylogportal.com/index.php?title=Tips_and_Tricks '''Tips and Tricks''']] page for understanding how the SkySuite portal works and how to navigate faster and easier.
 +
 
__TOC__
 
__TOC__
  
 
<h1>Station Inventory Reporting</h1>
 
<h1>Station Inventory Reporting</h1>
  
 +
The airline you represent requires that inventory counts are completed at your station according to agreed reporting schedules.
 +
 +
Inventory counts provide visibility of stock levels held at the station and support downstream processes including forecasting, replenishment planning, inventory management and requisition generation.
  
−
The airline you represent will require that you enter your locations inventory counts on agreed timelines, this page will walk you through how it is possible to do this via SkyLog.  
+
This page explains how inventory counts are managed within SkySuite, the available count statuses, the relationship between inventory counts and Station Par Levels (SPL), and how to perform and submit inventory counts.
  
 +
---
  
 
<h2>Station Inventory Reporting Location</h2>
 
<h2>Station Inventory Reporting Location</h2>
  
 +
Navigate to:
 +
 +
“Daily Activities” -> “Inventory Counts”
 +
 +
[[File:Count_1.png]]
 +
 +
You will see a list of all inventory counts for your station.
 +
 +
The list displays:
 +
 +
* The most recent counts first.
 +
* Open counts awaiting completion.
 +
* Historical counts and their final status.
 +
 +
Count statuses may include:
 +
 +
* Pending
 +
* Complete / Under Review
 +
* Recount
 +
* Approved
 +
* Partially Approved
 +
* Cancelled
 +
 +
You can:
 +
 +
* View a count using the Show icon.
 +
[[File:Count_2.png]]
 +
 +
* Edit an open count using the Edit icon.
 +
[[File:Count_3.png]]
 +
 +
---
 +
 +
<h2>Understanding Count Statuses</h2>
 +
 +
Inventory counts progress through a defined lifecycle.
 +
 +
{| class="wikitable"
 +
! Status
 +
! Description
 +
|-
 +
| '''Pending'''
 +
| Count has been created and is awaiting completion.
 +
|-
 +
| '''Complete / Under Review'''
 +
| Count has been submitted and is undergoing validation and review.
 +
|-
 +
| '''Recount'''
 +
| Additional verification is required for one or more count lines.
 +
|-
 +
| '''Approved'''
 +
| Count has been fully reviewed and accepted.
 +
|-
 +
| '''Partially Approved'''
 +
| Count has been concluded while unresolved queried items remain open.
 +
|-
 +
| '''Cancelled'''
 +
| Count has been cancelled and is no longer active.
 +
|}
 +
 +
[[File:Count_Status_Lifecycle.png]]
 +
 +
''Suggested screenshot/diagram: Inventory Count Lifecycle showing Pending → Under Review → Approved / Recount / Partially Approved.''
 +
 +
---
 +
 +
<h3>Partially Approved</h3>
 +
 +
Partially Approved is a status introduced to prevent loss of review work when inventory count cycles overlap.
 +
 +
A count may be marked as '''Partially Approved''' when:
 +
 +
* A new inventory count is generated before a previous count has been fully reviewed and approved.
  
−
Pressing the “Inventory Counts” option from “Daily Activities” -> “Inventory Counts” will display the
+
When this occurs:
−
following page;
 
  
 +
* Reviewed and accepted count lines are processed normally.
 +
* Completed review work is retained.
 +
* Lines still marked with '''Query = Yes''' remain unresolved.
 +
* Unresolved items may be highlighted in future inventory counts.
 +
* Unresolved items may also be identified in downstream processes such as requisitions.
  
 +
This approach allows inventory reporting cycles to continue without losing completed validation work.
  
−
[[File:Count_1.png]]
+
---
 +
 
 +
<h2>Relationship with Station Item Status</h2>
 +
 
 +
Inventory counts are closely related to the Station Par Level (SPL).
 +
 
 +
The Station Item Status determines whether an item is available for counting and whether it can be ordered through requisitions.
  
 +
{| class="wikitable"
 +
! Station Item Status
 +
! Visible in Inventory Counts
 +
! Available for Ordering
 +
! Description
 +
|-
 +
| '''Active'''
 +
| Yes
 +
| Yes
 +
| Standard operational status.
 +
|-
 +
| '''Phased Out'''
 +
| Yes
 +
| Yes, until the final supply date
 +
| Item is being withdrawn from active use while remaining stock is consumed.
 +
|-
 +
| '''Provisional'''
 +
| Yes
 +
| No
 +
| Item can be counted but cannot be selected in requisitions.
 +
|-
 +
| '''TempSub'''
 +
| Yes
 +
| No
 +
| Temporary status used when inventory is reported for an item that is not currently configured within the station's active SPL.
 +
|}
  
−
In the above screen I am logged in as someone at the Los Angeles caterer of British Airways so I see all the reports for Los Angeles (LAX) but each station will only see their own reports.
+
<h3>TempSub Status</h3>
  
−
The counts are listed with the most recent at the top, in the example above the top line show a count at “Pending” status which means it has not taken place yet but is expected to happen on the 7th of November (The expected date). Below this line you see all the previous counts will have all been completed and approved or cancelled in the past.
+
TempSub (Temporary Substitute) is used when inventory is reported against an item that is not currently present within the Station Par Level.
  
−
You can view the detail of a report by pressing the Show Icon on the line you want to view.
+
Characteristics of TempSub include:
  
−
[[File:Count_2.PNG]]
+
* The item remains visible for inventory reporting.
 +
* The item can continue to appear on inventory counts.
 +
* The item cannot be selected in requisitions.
 +
* The status is intended to be temporary until the item is appropriately configured within the SPL or removed from inventory reporting.
  
 +
---
  
 
<h2>General Tips and Guidelines about Stock Counting</h2>
 
<h2>General Tips and Guidelines about Stock Counting</h2>
 +
 +
* Count at the end of the operational day.
 +
* Include all stock (backup and floating where applicable).
 +
* Always use the defined stocking unit (for example: box, piece, bottle).
 +
* Convert quantities where necessary.
 +
* Ensure receipts occurring on the count day are handled correctly to avoid forecasting inaccuracies.
 +
 +
---
 +
 +
<h2>Editing an Inventory Count</h2>
 +
 +
Open a Pending count and click Edit:
 +
 +
[[File:Count_4.png]]
 +
 +
Enter the '''Actual Count Date''':
 +
 +
[[File:Count_5.png]]
 +
 +
If applicable, download the Excel count sheet:
 +
 +
[[File:Count_6.png]]
 +
 +
Proceed to enter inventory quantities:
 +
 +
[[File:Count_7.png]]
 +
 +
Quantity fields include:
 +
 +
* '''Backup''' = Storage inventory.
 +
* '''Float''' = Operational inventory (kitchen, unloading, loading, etc.).
 +
 +
Pagination example:
 +
 +
[[File:Count_8.png]]
 +
 +
Available actions:
 +
 +
[[File:Count_9.png]]
 +
 +
* Upload Completed Count Sheet
 +
* View Uploaded File Errors
 +
* Save and Continue
 +
* Save and Exit
 +
* Submit
 +
 +
After submission:
 +
 +
* Status changes to '''Complete / Under Review'''.
 +
* Further editing is no longer permitted.
 +
 +
---
 +
 +
<h2>Adding an Item to a Count</h2>
 +
 +
Additional items can be added when required.
 +
 +
[[File:Count_10.png]]
 +
 +
Select the item:
 +
 +
[[File:Count_11.png]]
 +
 +
[[File:Count_12.png]]
 +
 +
Enter the relevant inventory quantities and save.
 +
 +
---
 +
 +
<h2>Submitting a Count</h2>
 +
 +
<h3><u>Submitting via the Portal</u></h3>
 +
 +
After all quantities have been entered:
 +
 +
* Click '''Submit'''.
 +
* All items must contain a value, including zero quantities where applicable.
 +
 +
[[File:Count_13.png]]
 +
 +
After submission:
 +
 +
* Status updates to '''Complete / Under Review'''.
 +
* A confirmation notification is generated.
 +
* The count enters the review workflow.
 +
 +
---
 +
 +
<h3><u>Submitting via a Count Sheet</u></h3>
 +
 +
Inventory counts may also be submitted using the downloadable count sheet.
 +
 +
Recommendations:
 +
 +
* Always download the count sheet from the specific count being reported.
 +
* Ensure all required quantities are completed prior to upload.
 +
 +
[[File:Stock_Count_Excel_1.PNG]]
 +
 +
[[File:Stock_Count_Excel_4.PNG]]
 +
 +
[[File:Stock_Count_Excel_2.PNG]]
 +
 +
[[File:Stock_Count_Excel_5.PNG]]
 +
 +
Upload using:
 +
 +
* '''Upload Completed Count Sheet'''
 +
 +
Where upload issues occur, review:
 +
 +
* '''View Uploaded File Errors'''
 +
 +
---
 +
 +
<h2>Resubmitting a Recount</h2>
 +
 +
If a recount is requested:
 +
 +
* Open the count in status '''Recount'''.
 +
* Filter by '''Query = Yes'''.
 +
 +
[[File:Count_14.png]]
 +
 +
[[File:Count_15.png]]
 +
 +
Review:
 +
 +
* Reported quantities.
 +
* Query comments.
 +
* Any required adjustments.
 +
 +
After updating the relevant lines:
 +
 +
* Submit the count again for review.
 +
 +
Multiple recount cycles may occur until all discrepancies have been resolved.
 +
 +
---
 +
 +
<h2>Inventory Count Continuity</h2>
 +
 +
Inventory counts operate as continuous reporting cycles.
 +
 +
When a new count is generated before the previous count has completed review, SkySuite may automatically conclude the earlier count as '''Partially Approved'''.
 +
 +
Benefits include:
 +
 +
* Prevention of lost review work.
 +
* Retention of reviewed inventory lines.
 +
* Improved visibility of unresolved discrepancies.
 +
* Continuity between reporting cycles.
 +
 +
[[File:Partially_Approved_Example.png]]
 +
 +
''Suggested screenshot: Example showing reviewed lines retained while unresolved queried items are carried forward.''
 +
 +
---
 +
 +
<h2>Flagged Items from Previous Counts</h2>
 +
 +
If an item remains unresolved from a previous count:
 +
 +
* The item may be highlighted in the next inventory count.
 +
* Additional validation may be required during counting.
 +
* The item may also be identified in downstream replenishment or requisition processes.
 +
 +
[[File:Flagged_Items_Example.png]]
 +
 +
This behaviour improves visibility of recurring inventory discrepancies and helps ensure unresolved issues are not overlooked.
 +
 +
---
 +
 +
<h2>System Timing Considerations</h2>
 +
 +
Inventory counts are generated automatically by the system scheduler.
 +
 +
Count creation timing depends on:
 +
 +
* Count frequency.
 +
* Notify Days configuration.
 +
* Scheduler execution timing.
 +
 +
Although exact creation times cannot be guaranteed:
 +
 +
* Notification mechanisms help ensure counts can be completed within the required reporting period.
 +
 +
Users should complete counts as early as practical to allow sufficient time for review and discrepancy resolution.

Latest revision as of 08:13, 13 August 2026

Please use our [Tips and Tricks] page for understanding how the SkySuite portal works and how to navigate faster and easier.

Station Inventory Reporting

The airline you represent requires that inventory counts are completed at your station according to agreed reporting schedules.

Inventory counts provide visibility of stock levels held at the station and support downstream processes including forecasting, replenishment planning, inventory management and requisition generation.

This page explains how inventory counts are managed within SkySuite, the available count statuses, the relationship between inventory counts and Station Par Levels (SPL), and how to perform and submit inventory counts.

---

Station Inventory Reporting Location

Navigate to:

“Daily Activities” -> “Inventory Counts”

Count 1.png

You will see a list of all inventory counts for your station.

The list displays:

  • The most recent counts first.
  • Open counts awaiting completion.
  • Historical counts and their final status.

Count statuses may include:

  • Pending
  • Complete / Under Review
  • Recount
  • Approved
  • Partially Approved
  • Cancelled

You can:

  • View a count using the Show icon.

Count 2.png

  • Edit an open count using the Edit icon.

Count 3.png

---

Understanding Count Statuses

Inventory counts progress through a defined lifecycle.

Status Description
Pending Count has been created and is awaiting completion.
Complete / Under Review Count has been submitted and is undergoing validation and review.
Recount Additional verification is required for one or more count lines.
Approved Count has been fully reviewed and accepted.
Partially Approved Count has been concluded while unresolved queried items remain open.
Cancelled Count has been cancelled and is no longer active.

File:Count Status Lifecycle.png

Suggested screenshot/diagram: Inventory Count Lifecycle showing Pending → Under Review → Approved / Recount / Partially Approved.

---

Partially Approved

Partially Approved is a status introduced to prevent loss of review work when inventory count cycles overlap.

A count may be marked as Partially Approved when:

  • A new inventory count is generated before a previous count has been fully reviewed and approved.

When this occurs:

  • Reviewed and accepted count lines are processed normally.
  • Completed review work is retained.
  • Lines still marked with Query = Yes remain unresolved.
  • Unresolved items may be highlighted in future inventory counts.
  • Unresolved items may also be identified in downstream processes such as requisitions.

This approach allows inventory reporting cycles to continue without losing completed validation work.

---

Relationship with Station Item Status

Inventory counts are closely related to the Station Par Level (SPL).

The Station Item Status determines whether an item is available for counting and whether it can be ordered through requisitions.

Station Item Status Visible in Inventory Counts Available for Ordering Description
Active Yes Yes Standard operational status.
Phased Out Yes Yes, until the final supply date Item is being withdrawn from active use while remaining stock is consumed.
Provisional Yes No Item can be counted but cannot be selected in requisitions.
TempSub Yes No Temporary status used when inventory is reported for an item that is not currently configured within the station's active SPL.

TempSub Status

TempSub (Temporary Substitute) is used when inventory is reported against an item that is not currently present within the Station Par Level.

Characteristics of TempSub include:

  • The item remains visible for inventory reporting.
  • The item can continue to appear on inventory counts.
  • The item cannot be selected in requisitions.
  • The status is intended to be temporary until the item is appropriately configured within the SPL or removed from inventory reporting.

---

General Tips and Guidelines about Stock Counting

  • Count at the end of the operational day.
  • Include all stock (backup and floating where applicable).
  • Always use the defined stocking unit (for example: box, piece, bottle).
  • Convert quantities where necessary.
  • Ensure receipts occurring on the count day are handled correctly to avoid forecasting inaccuracies.

---

Editing an Inventory Count

Open a Pending count and click Edit:

Count 4.png

Enter the Actual Count Date:

Count 5.png

If applicable, download the Excel count sheet:

Count 6.png

Proceed to enter inventory quantities:

Count 7.png

Quantity fields include:

  • Backup = Storage inventory.
  • Float = Operational inventory (kitchen, unloading, loading, etc.).

Pagination example:

Count 8.png

Available actions:

Count 9.png

  • Upload Completed Count Sheet
  • View Uploaded File Errors
  • Save and Continue
  • Save and Exit
  • Submit

After submission:

  • Status changes to Complete / Under Review.
  • Further editing is no longer permitted.

---

Adding an Item to a Count

Additional items can be added when required.

Count 10.png

Select the item:

Count 11.png

Count 12.png

Enter the relevant inventory quantities and save.

---

Submitting a Count

Submitting via the Portal

After all quantities have been entered:

  • Click Submit.
  • All items must contain a value, including zero quantities where applicable.

Count 13.png

After submission:

  • Status updates to Complete / Under Review.
  • A confirmation notification is generated.
  • The count enters the review workflow.

---

Submitting via a Count Sheet

Inventory counts may also be submitted using the downloadable count sheet.

Recommendations:

  • Always download the count sheet from the specific count being reported.
  • Ensure all required quantities are completed prior to upload.

Stock Count Excel 1.PNG

Stock Count Excel 4.PNG

Stock Count Excel 2.PNG

Stock Count Excel 5.PNG

Upload using:

  • Upload Completed Count Sheet

Where upload issues occur, review:

  • View Uploaded File Errors

---

Resubmitting a Recount

If a recount is requested:

  • Open the count in status Recount.
  • Filter by Query = Yes.

Count 14.png

Count 15.png

Review:

  • Reported quantities.
  • Query comments.
  • Any required adjustments.

After updating the relevant lines:

  • Submit the count again for review.

Multiple recount cycles may occur until all discrepancies have been resolved.

---

Inventory Count Continuity

Inventory counts operate as continuous reporting cycles.

When a new count is generated before the previous count has completed review, SkySuite may automatically conclude the earlier count as Partially Approved.

Benefits include:

  • Prevention of lost review work.
  • Retention of reviewed inventory lines.
  • Improved visibility of unresolved discrepancies.
  • Continuity between reporting cycles.

File:Partially Approved Example.png

Suggested screenshot: Example showing reviewed lines retained while unresolved queried items are carried forward.

---

Flagged Items from Previous Counts

If an item remains unresolved from a previous count:

  • The item may be highlighted in the next inventory count.
  • Additional validation may be required during counting.
  • The item may also be identified in downstream replenishment or requisition processes.

File:Flagged Items Example.png

This behaviour improves visibility of recurring inventory discrepancies and helps ensure unresolved issues are not overlooked.

---

System Timing Considerations

Inventory counts are generated automatically by the system scheduler.

Count creation timing depends on:

  • Count frequency.
  • Notify Days configuration.
  • Scheduler execution timing.

Although exact creation times cannot be guaranteed:

  • Notification mechanisms help ensure counts can be completed within the required reporting period.

Users should complete counts as early as practical to allow sufficient time for review and discrepancy resolution.

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