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 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.  
+
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.
 +
 +
---
  
 
<h2>Station Inventory Reporting Location</h2>
 
<h2>Station Inventory Reporting Location</h2>
  
−
Pressing the “Inventory Counts” option from “Daily Activities” -> “Inventory Counts” will display the
+
Navigate to:
−
following page;
 
−
 
 
  
 +
“Daily Activities” -> “Inventory Counts”
  
 
[[File:Count_1.png]]
 
[[File:Count_1.png]]
  
 +
You will see a list of all inventory counts for your station.
  
−
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.
+
The list displays:
  
 +
* The most recent counts first.
 +
* Open counts awaiting completion.
 +
* Historical counts and their final status.
  
−
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.
+
Count statuses may include:
  
 +
* Pending
 +
* Complete / Under Review
 +
* Recount
 +
* Approved
 +
* Partially Approved
 +
* Cancelled
  
−
You can view the detail of a report by pressing the Show Icon on the line you want to view.
+
You can:
  
 +
* View a count using the Show icon.
 
[[File:Count_2.png]]
 
[[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]]
  
−
If the report is pending you can also edit it and enter/change count figures by pressing the Edit Icon on the line you want to edit.
+
''Suggested screenshot/diagram: Inventory Count Lifecycle showing Pending → Under Review → Approved / Recount / Partially Approved.''
  
−
[[File:Count_3.png]]
+
---
 +
 
 +
<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.
  
−
<h2>General Tips and Guidelines about Stock Counting</h2>
+
When this occurs:
  
−
This section is not related to the system but just provides some general tips and guidelines concerning inventory counting in general.  
+
* 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.
  
−
• It is best to count at the end of the operational day, i.e. after all departing flights have left and all arriving flights have been unloaded.  
+
This approach allows inventory reporting cycles to continue without losing completed validation work.
  
−
• If required to count floating stock, you need to count everything in the kitchen that also includes stock waiting to be loaded to outbound aircraft and stock unloaded from arriving aircraft that has not yet been processed.
+
---
  
−
• The unit of measure in which quantities should be entered is the stocking unit and this is shown on the count screens (see later). You should be aware that for some items the stocking unit may be a box and others it may be a piece. You will always enter both back up and floating quantity in the same unit (the stocking unit). This means that you are likely to have to convert one or the other. For example, if the stocking unit is a box then counting the backup stock which is usually in boxes will be straight forward but the floating stock will typically be in pieces (opened) so whatever you count will need to be converted to boxes. On the other hand, if the stocking unit is a piece then it will work the other way around and floating stock will be straight forward but when you count boxes in the backup store you will need to convert them to pieces before entering them in the system.
+
<h2>Relationship with Station Item Status</h2>
  
−
• Pay special attention to any receipts received on the day of the count. If you have such a situation, you should receive the shipment with that day’s date and include it in your count figures. If you do not include the figures in your count, for example if the receipt was late just before the count was finished and there is not time for you to include it, then you must receive it into the system the next day with the next day’s date. If you don’t do this the forecasting system will think that the count included that shipment and miscalculate the suggested order quantities.
+
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.
 +
|}
  
−
<h2>Editing an Inventory Count</h2>
+
<h3>TempSub Status</h3>
  
−
As described in the previous section if you have a count at “Pending status” you can enter the count figures by pressing the Edit Icon.
+
TempSub (Temporary Substitute) is used when inventory is reported against an item that is not currently present within the Station Par Level.
  
−
[[File:Count_4.png]]
+
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.
  
−
The following screen will be displayed;
+
---
  
−
[[File:Count_5.png]]
+
<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.
  
−
In this screen you are required to enter the “Actual Count Date” in which the inventory count took place, this is a vital piece of information which will need to be accurate for the planning and forecasting side of Skylog.
+
---
  
−
If your station is setup for uploading the count details via an excel update you will be sent an email with it attached when the count is created but if you misplace it you can download a fresh copy from the same screen as the “Download Blank Count Sheet” button will be presented;
+
<h2>Editing an Inventory Count</h2>
  
 +
Open a Pending count and click Edit:
  
−
[[File:Count_6.png]]
+
[[File:Count_4.png]]
  
 +
Enter the '''Actual Count Date''':
  
−
Once you click “Save” you will be presented the page to enter the amount of stock you have counted against each item setup for your station;
+
[[File:Count_5.png]]
  
 +
If applicable, download the Excel count sheet:
  
−
[[File:Count_7.png]]
+
[[File:Count_6.png]]
  
 +
Proceed to enter inventory quantities:
  
−
In the detail section against each line you may see two quantity fields, “Backup” quantity is the amount you have in your store room/ area and “Float” quantity is any inventory you have outside the backup store e.g. on the kitchen floor. You will need to enter a figure against each line so if there is no inventory you should enter a zero. If you only see a backup quantity it means that you are not expected to count the floating stock but if you do see a floating quantity field, then you must count the floating stock. Floating stock means all stock on your facility at the time of the count which includes stock waiting to be loaded to outgoing aircraft and stock that has been received from arriving aircraft but not yet processed. It is most efficient and will help to get accurate and consistent measures of the floating stock if you perform the count at the close of the operational day after all departing aircraft for that day have been loaded and all arriving aircraft have been unloaded.
+
[[File:Count_7.png]]
  
 +
Quantity fields include:
  
−
The detail section will always display in pages of 10 at a time in the example below we can see there are 338 items in the count and this is shown over 34 pages.
+
* '''Backup''' = Storage inventory.
 +
* '''Float''' = Operational inventory (kitchen, unloading, loading, etc.).
  
 +
Pagination example:
  
 
[[File:Count_8.png]]
 
[[File:Count_8.png]]
  
 +
Available actions:
 +
 +
[[File:Count_9.png]]
  
−
You can move backwards and forwards through the pages with the arrow keys. You can also display everything on one screen by changing the drop down for “10” to “All” or select a certain number between 10 and 100 as well.
+
* Upload Completed Count Sheet
 +
* View Uploaded File Errors
 +
* Save and Continue
 +
* Save and Exit
 +
* Submit
  
−
At the bottom of the page you will see the following buttons;
+
After submission:
  
 +
* Status changes to '''Complete / Under Review'''.
 +
* Further editing is no longer permitted.
  
−
[[File:Count_9.png]]
+
---
  
 +
<h2>Adding an Item to a Count</h2>
  
−
Upload Completed Count Sheet – If your station is setup to accept population of the count via an excel upload this will be presented to you, please follow the steps when clicked on uploading the completed document.
+
Additional items can be added when required.
  
−
• '''View Uploaded File Errors''' – Again only visible for stations that upload counts via excel, this will detail any errors once you have attempted an upload.
+
[[File:Count_10.png]]
  
−
• '''Save and Continue''' - Allows you to save what you have entered but will leave you in the screen.
+
Select the item:
  
−
• '''Save and Exit''' – Saves anything you have entered but will exit the page and return you to the main “Inventory Count” page.
+
[[File:Count_11.png]]
  
−
• '''Submit''' - Will save your work and mark the count as complete and change the status to “Pending Review” after this you will no longer be able to change any of the figures. The next step is that Skylogistix will review what you have entered and may come back to you to do a recount – see later section in this manual for details of recounts.
+
[[File:Count_12.png]]
  
 +
Enter the relevant inventory quantities and save.
  
−
<h2>Adding an Item to a Count</h2>
+
---
  
 +
<h2>Submitting a Count</h2>
  
−
The list of items shown on the count detail page should include all the items you are expected to have at your location. If, however you have an item that is not showing you can add it with the add item button at the top of the page.
+
<h3><u>Submitting via the Portal</u></h3>
  
−
[[File:Count_10.png]]
+
After all quantities have been entered:
  
 +
* Click '''Submit'''.
 +
* All items must contain a value, including zero quantities where applicable.
  
−
This will display the following;
+
[[File:Count_13.png]]
  
−
[[File:Count_11.png]]
+
After submission:
  
 +
* Status updates to '''Complete / Under Review'''.
 +
* A confirmation notification is generated.
 +
* The count enters the review workflow.
  
−
Press the “Select Stock Item” button to search and choose the item you want to add. (Use the three dots under “Code” or “Description” to filter for a specific item) then click “Select”.
+
---
  
−
[[File:Count_12.png]]
+
<h3><u>Submitting via a Count Sheet</u></h3>
  
 +
Inventory counts may also be submitted using the downloadable count sheet.
  
−
Once the item is added you can then fill in the “Float” and “Backup” quantities.
+
Recommendations:
  
 +
* Always download the count sheet from the specific count being reported.
 +
* Ensure all required quantities are completed prior to upload.
  
−
<h2>Submitting a Count</h2>
+
[[File:Stock_Count_Excel_1.PNG]]
  
−
As mentioned previously to submit a count to Skylogistix for review you press the Submit button at the bottom of the page. Until you do this the count is not marked as complete and doesn’t move to the next stage and you will continue to get email reminders that your count is overdue.
+
[[File:Stock_Count_Excel_4.PNG]]
  
−
If you haven’t entered a figure for every item, you will see the message shown below and the count will not be submitted. You will then need to enter the missing figures and press submit again.
+
[[File:Stock_Count_Excel_2.PNG]]
  
−
[[File:Count_13.png]]
+
[[File:Stock_Count_Excel_5.PNG]]
  
 +
Upload using:
  
−
Once you have successfully submitted the count you will be returned to the main page that lists all your counts and you should see that the count is now marked as “Complete”, You will now no longer be able to edit the count and you should receive an email confirming that the count has been submitted.
+
* '''Upload Completed Count Sheet'''
  
−
After a while the status will also change to “Under Review” and you will receive an email telling you that the count has been submitted successfully, which means SkylogistiX is reviewing the figures you entered.
+
Where upload issues occur, review:
  
−
[[File:Count_14.png]]
+
* '''View Uploaded File Errors'''
  
 +
---
  
 
<h2>Resubmitting a Recount</h2>
 
<h2>Resubmitting a Recount</h2>
  
−
After SkylogistiX have reviewed your count if they have a query/ concern over any of the figures you have submitted you will receive an email advising you of the need to recount certain items. If you get such an email you should go to the main Inventory Reporting page described in the above section 4.1 where you should see a count marked status “Recount”.
+
If a recount is requested:
−
+
 
−
Press the Edit icon, and then once that page is displayed set the Query filter to “Yes” to see all the lines that have been queried by SkylogistiX.
+
* Open the count in status '''Recount'''.
 +
* Filter by '''Query = Yes'''.
 +
 
 +
[[File:Count_14.png]]
  
 
[[File:Count_15.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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