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Cahoot requires monthly physical inventory Cycle Counts from all Fulfillment Partners. This is a targeted count of specific SKUs based on order velocity, Quantity on Hand, and historical cycle count history. The process should take less than an hour.

Important: If cycle counts are taking longer than an hour, please contact Cahoot Support with the details.  Count by case pack when possible to maintain efficiency.
📅 When Cycle Counts Are Due

Timing: Cycle Counts should be completed on the first week of every month (Thursday afternoon) after all shipments are completed for the day.

Requirements Before Starting

  • All shipping labels have been printed
  • All units being shipped have been removed from their bins
  • Scan verification is complete
  • All packages are prepared for carrier pickup
Auto-Redirect: Cahoot will automatically redirect you to the Cycle Count page when it's due and notify you in-app.

Using the Snooze Option

If you're redirected to the Cycle Count page but still processing sales orders or work orders:

Snooze Guidelines:

  • Maximum 3 snoozes per cycle count
  • Same day completion required - counts must be completed that same Thursday
  • Only snooze if you're actively processing orders that would affect inventory counts

1Click the Snooze option when prompted.

2Complete your current order processing tasks.

3Return to complete the cycle count after all orders are processed.

Emergency Next-Day Completion

If Unable to Complete Same Day: If for any reason you cannot complete the cycle count on Thursday, you must complete it the next business day (Friday) but ONLY after all orders for that day are processed first.
Important: Contact Cahoot Support if you anticipate any delays beyond the next business day.
🔍 Step 1: Accessing the Cycle Count

1Navigate to Inventory → Cycle Count List, or check for in-app notifications when a Cycle Count is due.

Navigation to Cycle Count List
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2Open the corresponding Cycle Count ID and click Acknowledge Cycle Count to begin.

Acknowledge Cycle Count button
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📊 Step 2: Counting and Recording Quantities

Counting Guidelines

Efficient Counting Method: Count by case pack when possible to maintain efficiency. Only open sealed case packs and count individual units when you're down to the last few cases of a SKU to ensure there are no shortages or overages as the SKU nears depletion.

1Count the Quantity on Hand for the designated SKUs

2Enter the results in the respective Qty on Hand field.

3Click Submit once all counts are entered.

Reminder: Ensure all Bin Locations are counted when a SKU is stored in multiple bins.
Qty on Hand entry form
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Tip: Use the Print Cycle Count option in the Other Options dropdown if you need a paper copy for easier counting or for capturing counts on paper when a portable device is not available.

Print Cycle Count option
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Damaged Units: If any damaged units are identified during counting, create a Support Ticket immediately.
📦 Understanding "Included in Count?" Checkbox
When This Appears: The Included in Count? checkbox only appears when the SKU being counted is currently assigned to an open Work Order.
CRITICAL UNDERSTANDING: The system's Qty on Hand includes ALL units, including Qty Committed to Work Orders. Since Work Orders can have longer completion timeframes, we need you to tell us whether your physical count includes or excludes units from the Work Order.

How to Use This Checkbox

✅ Check Included in Count? when:

  • The Work Order units are still stored in their normal bin locations
  • You counted the units that are committed to the Work Order as part of your total
  • The Work Order hasn't been started or is in early stages

❌ Do NOT check Included in Count? when:

  • The Work Order is already palletized and wrapped and in "Pending Pickup" status
  • Units have been physically separated from normal inventory
  • You did not include these units in your physical count

Example Scenario

SKU 0302A5-S/NE has: Qty On-Hand = 99

  • 88 units physically in the bin that you counted
  • 6 open Work Orders with 19 units total committed
  • 2 Work Orders in progress: 11 units already removed and palletized (not counted)
  • 4 Work Orders not started: 8 units still in bin (included in your 88 count)
Work Orders example
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In this scenario:

  • Enter 88 as your Qty on Hand (what you physically counted)
  • Check "Included in Count?" for the 8 units from unopened Work Orders (since they were part of your 88 count)
  • Do NOT check for the 11 units that are already palletized and removed
Key Point: This checkbox helps Cahoot understand whether discrepancies are due to missing inventory or simply Work Order timing differences.
🔄 Step 3: Handling Discrepancies and Recounts

If Cahoot expects a different count than the Qty on Hand that was entered, the system will request a recount of those SKUs.

Recount Process

1Perform a thorough recount of the discrepant SKUs.

Recount Tips: Don't forget to check behind, around, and in nearby bins to ensure units were not misplaced or unnoticed.

2Choose one of the following options:

  • Update the count: Enter the corrected number in the Qty on Hand field
  • Keep original count: Click the Save As Is box and enter a Reason/Note explaining why the count should remain unchanged
Recount interface
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Save As Is option
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3Click Submit to finalize the cycle count.

📋 Lost and Found Inventory Report

The Lost and Found Inventory Report is a record of inventory discrepancies at Cahoot warehouse locations. This report captures inventory counts that do not align with Cahoot's Qty On Hand.

What Appears on This Report

  • Cycle Count discrepancies (positive or negative) from completed counts
  • Items that are lost, misplaced, or found during warehouse operations
  • Investigative notes from Cahoot explaining adjustments
  • Inventory adjustments made by Cahoot team
Note: Discrepancies from receiving different quantities than expected during inbound processing will NOT appear in this report. This report is specifically for inventory that doesn't align with expected quantities after receiving.

Accessing the Report

1Go to Inventory → Lost & Found Inventory Report.

Lost and Found Inventory Report navigation
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Understanding the Report

2The report displays:

  • SKU: The product identifier
  • Date: When the adjustment was made
  • Adjustment Quantity: Positive (found) or negative (lost) amounts
  • Notes: Explanation from Cahoot team about the discrepancy

Filtering and Search

Use the following tools to refine your view:

  • Date Filter: Adjust the timeframe at the top of the report
  • Grid Filters: Use standard Grid Filters to search by specific criteria
Read-Only Report: This report is for viewing only. Only Cahoot can make inventory adjustments at this time.

Video Tutorial - Lost and Found Report

🎥 Cycle Count Video Walkthrough

Complete Video Tutorial

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