Difference between revisions of "StationCount Index"

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<h1>Station Inventory Reporting</h1>
 
<h1>Station Inventory Reporting</h1>
  
−
The airline you represent requires that you complete inventory counts at your station on agreed timelines. This page explains how to perform, submit, and manage inventory counts within 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.
  
 
---
 
---
Line 12: Line 16:
  
 
Navigate to:
 
Navigate to:
 +
 
“Daily Activities” -> “Inventory Counts”
 
“Daily Activities” -> “Inventory Counts”
  
Line 18: Line 23:
 
You will see a list of all inventory counts for your station.
 
You will see a list of all inventory counts for your station.
  
−
- The most recent counts appear at the top
+
The list displays:
−
- A count in “Pending” status has not yet been completed
+
 
−
- Historical counts will show statuses such as Approved, Partially Approved, or Cancelled
+
* 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:
 
You can:
−
- View a count using the Show icon
+
 
 +
* View a count using the Show icon.
 
[[File:Count_2.png]]
 
[[File:Count_2.png]]
−
- Edit a pending count using the Edit icon
+
 
 +
* Edit an open count using the Edit icon.
 
[[File:Count_3.png]]
 
[[File:Count_3.png]]
  
Line 32: Line 50:
 
<h2>Understanding Count Statuses</h2>
 
<h2>Understanding Count Statuses</h2>
  
−
Inventory counts may have the following statuses:
+
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.
 +
 
 +
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.
 +
 
 +
---
 +
 
 +
<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.
  
−
- '''Pending''' – Count has not yet been completed 
+
{| class="wikitable"
−
- '''Complete / Under Review''' – Submitted and awaiting review 
+
! Station Item Status
−
- '''Recount''' – Certain lines require re-validation 
+
! Visible in Inventory Counts
−
- '''Approved''' – Fully reviewed and accepted 
+
! Available for Ordering
−
- '''Partially Approved''' – Automatically concluded with some unresolved items 
+
! Description
−
- '''Cancelled''' – Cancelled manually or by system (legacy scenarios only)
+
|-
 +
| '''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.
 +
|}
  
−
<h3>New Status: Partially Approved</h3>
+
<h3>TempSub Status</h3>
  
−
A count is marked as '''Partially Approved''' when:
+
TempSub (Temporary Substitute) is used when inventory is reported against an item that is not currently present within the Station Par Level.
−
- A new count is triggered before the previous count has been fully approved
 
  
−
In this scenario:
+
Characteristics of TempSub include:
−
- All reviewed/accepted lines are processed as normal 
 
−
- Any lines still marked as '''Query = Yes''' remain unresolved 
 
−
- These items will be flagged in downstream processes (e.g. requisitions) 
 
−
- These items will also be highlighted in the next inventory count 
 
  
−
This ensures that work already completed is not lost.
+
* 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.
  
 
---
 
---
Line 58: Line 149:
 
<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
+
* Count at the end of the operational day.
−
• Include all stock (backup and floating where required)
+
* Include all stock (backup and floating where applicable).
−
• Always use the defined stocking unit (e.g. box, piece)
+
* Always use the defined stocking unit (for example: box, piece, bottle).
−
• Convert quantities where needed 
+
* Convert quantities where necessary.
−
• Ensure receipts on count day are handled correctly to avoid forecasting errors 
+
* Ensure receipts occurring on the count day are handled correctly to avoid forecasting inaccuracies.
  
 
---
 
---
Line 76: Line 167:
 
[[File:Count_5.png]]
 
[[File:Count_5.png]]
  
−
If applicable, download the Excel sheet:
+
If applicable, download the Excel count sheet:
  
 
[[File:Count_6.png]]
 
[[File:Count_6.png]]
  
−
Proceed to enter quantities:
+
Proceed to enter inventory quantities:
  
 
[[File:Count_7.png]]
 
[[File:Count_7.png]]
  
−
Quantity fields:
+
Quantity fields include:
−
- '''Backup''' = storage inventory
+
 
−
- '''Float''' = operational inventory (kitchen, unloading, loading etc.)
+
* '''Backup''' = Storage inventory.
 +
* '''Float''' = Operational inventory (kitchen, unloading, loading, etc.).
  
 
Pagination example:
 
Pagination example:
Line 92: Line 184:
 
[[File:Count_8.png]]
 
[[File:Count_8.png]]
  
−
Buttons:
+
Available actions:
  
 
[[File:Count_9.png]]
 
[[File:Count_9.png]]
  
−
• '''Upload Completed Count Sheet''' 
+
* Upload Completed Count Sheet
−
• '''View Uploaded File Errors''' 
+
* View Uploaded File Errors
−
• '''Save and Continue''' 
+
* Save and Continue
−
• '''Save and Exit''' 
+
* Save and Exit
−
• '''Submit''' 
+
* Submit
 +
 
 +
After submission:
  
−
When submitted:
+
* Status changes to '''Complete / Under Review'''.
−
- Status changes to '''Under Review'''
+
* Further editing is no longer permitted.
−
- Editing is no longer possible 
 
  
 
---
 
---
Line 110: Line 203:
 
<h2>Adding an Item to a Count</h2>
 
<h2>Adding an Item to a Count</h2>
  
−
If an item is missing:
+
Additional items can be added when required.
  
 
[[File:Count_10.png]]
 
[[File:Count_10.png]]
  
−
Select item:
+
Select the item:
  
 
[[File:Count_11.png]]
 
[[File:Count_11.png]]
 +
 
[[File:Count_12.png]]
 
[[File:Count_12.png]]
  
−
Enter quantities accordingly.
+
Enter the relevant inventory quantities and save.
  
 
---
 
---
Line 125: Line 219:
 
<h2>Submitting a Count</h2>
 
<h2>Submitting a Count</h2>
  
−
<h3><u>Submitting via the portal</u></h3>
+
<h3><u>Submitting via the Portal</u></h3>
  
−
After entering all quantities:
+
After all quantities have been entered:
−
- Click '''Submit'''
+
 
−
- All items must have values (including zero)
+
* Click '''Submit'''.
 +
* All items must contain a value, including zero quantities where applicable.
  
 
[[File:Count_13.png]]
 
[[File:Count_13.png]]
  
 
After submission:
 
After submission:
−
- Status updates to '''Complete / Under Review'''
+
 
−
- A confirmation email is sent 
+
* Status updates to '''Complete / Under Review'''.
−
- The count enters review workflow
+
* A confirmation notification is generated.
 +
* The count enters the review workflow.
  
 
---
 
---
  
−
<h3><u>Submitting via a count sheet</u></h3>
+
<h3><u>Submitting via a Count Sheet</u></h3>
  
−
- Always download the sheet from the specific count
+
Inventory counts may also be submitted using the downloadable count sheet.
−
- Fill in all required quantities
+
 
 +
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_1.PNG]]
 +
 
[[File:Stock_Count_Excel_4.PNG]]
 
[[File:Stock_Count_Excel_4.PNG]]
 +
 
[[File:Stock_Count_Excel_2.PNG]]
 
[[File:Stock_Count_Excel_2.PNG]]
 +
 
[[File:Stock_Count_Excel_5.PNG]]
 
[[File:Stock_Count_Excel_5.PNG]]
  
−
Upload via:
+
Upload using:
−
- “Upload Completed Count Sheet”
 
  
−
Use “View Uploaded File Errors” if needed.
+
* '''Upload Completed Count Sheet'''
 +
 
 +
Where upload issues occur, review:
 +
 
 +
* '''View Uploaded File Errors'''
  
 
---
 
---
Line 160: Line 266:
  
 
If a recount is requested:
 
If a recount is requested:
−
- Open the count in status '''Recount'''
+
 
−
- Filter by '''Query = Yes'''
+
* Open the count in status '''Recount'''.
 +
* Filter by '''Query = Yes'''.
  
 
[[File:Count_14.png]]
 
[[File:Count_14.png]]
 +
 
[[File:Count_15.png]]
 
[[File:Count_15.png]]
  
−
Actions:
+
Review:
−
- Adjust quantities if required
+
 
−
- Add comments where needed 
+
* Reported quantities.
−
- Submit again 
+
* Query comments.
 +
* Any required adjustments.
 +
 
 +
After updating the relevant lines:
  
−
Multiple recount cycles may occur.
+
* Submit the count again for review.
 +
 
 +
Multiple recount cycles may occur until all discrepancies have been resolved.
  
 
---
 
---
  
−
<h2>Important Change: Count Lifecycle</h2>
+
<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'''.
  
−
Previously:
+
Benefits include:
−
- Open counts were cancelled when a new count was created 
 
  
−
Now:
+
* Prevention of lost review work.
−
- Open counts are marked as '''Partially Approved''' instead 
+
* Retention of reviewed inventory lines.
 +
* Improved visibility of unresolved discrepancies.
 +
* Continuity between reporting cycles.
  
−
This means:
+
[[File:Partially_Approved_Example.png]]
−
- Work already completed is retained
+
 
−
- Only unresolved items remain flagged 
+
''Suggested screenshot: Example showing reviewed lines retained while unresolved queried items are carried forward.''
−
- Users are not required to restart the process 
 
  
 
---
 
---
Line 192: Line 309:
 
<h2>Flagged Items from Previous Counts</h2>
 
<h2>Flagged Items from Previous Counts</h2>
  
−
If an item was not resolved in a previous count:
+
If an item remains unresolved from a previous count:
−
- It will be '''highlighted in the next count'''
+
 
−
- It should be carefully checked during counting
+
* 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.
  
−
(Insert screenshot placeholder: [[File:Flagged_Items_Example.png]])
+
[[File:Flagged_Items_Example.png]]
  
−
This helps improve accuracy and reduce recurring discrepancies.
+
This behaviour improves visibility of recurring inventory discrepancies and helps ensure unresolved issues are not overlooked.
  
 
---
 
---
Line 204: Line 323:
 
<h2>System Timing Considerations</h2>
 
<h2>System Timing Considerations</h2>
  
−
New counts are created automatically by the scheduler.
+
Inventory counts are generated automatically by the system scheduler.
−
Timing depends on:
+
 
−
- Count frequency
+
Count creation timing depends on:
−
- Notify days configuration
+
 
−
- Scheduler timing
+
* Count frequency.
 +
* Notify Days configuration.
 +
* Scheduler execution timing.
 +
 
 +
Although exact creation times cannot be guaranteed:
  
−
Although exact timing cannot be guaranteed:
+
* Notification mechanisms help ensure counts can be completed within the required reporting period.
−
- Notifications are sent to ensure timely completion 
 
  
−
Users should always complete counts as early as possible to avoid partial approvals.
+
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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