The Part Counting tool's Random Count lets you count a selected subset of parts rather than your entire inventory. This article walks through the Random Count screen, explains how to get quantities into the count session, and covers how to review and finalize the count.
Count available quantities only. Do not include quantities that are on order, reserved, or otherwise unavailable.
Before You Start
Your dealership must have already created a Part Count Session for a Random Count. For a full overview of the Part Counting tool and how to create a new Part Count Session, see Part Counting Tool — Overview and Setup.
Random Count Screen Overview
When you open a Random Count session, the screen is organized into the following areas:
Count type label (A) | Identifies this session as a Random Count. |
Session details (B) | Shows the count session number, status, and date. |
Print / Export (C) | Lets you print or export the count session list. |
Counted Parts tab (D) | Lists all parts that have been entered and counted in this session. |
Uncounted Parts tab (E) | Not applicable for a Random Count. |
Issues to Resolve tab (F) | Lists any duplicates or other problems that need to be sorted out before finalizing. |
Adjustments tab (G) | Lists the inventory adjustments that will be applied when the count is finalized. |
Start Typing field (H) | Scan a barcode or manually search for the part you are counting. |
Import File (I) | Upload a count file in CSV, XLS, or XLSX format containing your counted quantities. |
Counted parts list (J) | Displays all parts added to the session so far. |
Total Adjustment (K) | Shows a running estimate of the current adjustment. This figure may change at finalization — the system calculates the actual cost adjustment using the FIFO (First In, First Out) principle. |
Save and Close / Finalize Count (L) | Save the session to continue later, or finalize it to apply the adjustments. |
Getting Started — Three Ways to Enter Count Quantities
There are three options for getting counted quantities into a Part Count Session. Choose the one that best suits the size and method of your count.
Option 1: Manual Entry
Manual entry works best for small random counts where only a handful of parts need to be recorded.
1. Open the Part Count Session and make sure you are on the Counted Parts tab.
2. Use the Start Typing field to scan the part's barcode or type the part number to search for it.
3. Select the part from the search results. The Record Part Count window opens.
4. Update the location if needed, then enter the Counted Quantity (available quantity only) and confirm.
5. Blackpurl adds the part and any adjustment to the counted items list.
6. Repeat for every part included in this Random Count session.
Option 2: Import a Count File
If you have already counted your parts and recorded them in a spreadsheet or barcode scanning app, you can import the results directly. The import file must be in CSV, XLS, or XLSX format and must include at minimum a Part Number column and a Counted Quantity column.
For information on barcode scanning apps that produce a compatible file, see Using a Barcode Scanning App for Part Counting.
1. Open the Part Count Session and make sure you are on the Counted Parts tab.
2. Click Import File. Blackpurl displays a brief guide explaining how to map your file's columns to Blackpurl's fields.
3. On the Map your count file screen, upload your count file in section A.
4. Once the file is uploaded, map each column in your file to the corresponding Blackpurl field in section B — at minimum, map Part Number and Counted Quantity. Location is optional.
5. If your file has no column headers and the first row is data rather than labels, enable the First row contains data toggle so Blackpurl does not treat your first data row as a header.
6. If your file contains duplicate part entries, enable the Automatically merge duplicate parts toggle to have Blackpurl merge them on import.
7. Once all fields are mapped, click Submit.
8. Blackpurl asks you to confirm the upload. Click Confirm to proceed.
9. Blackpurl matches the part numbers in your file to parts in the system using Part Number and SKU. Once the import is complete, you can load another file or confirm that you are done.
Option 3: Combination of Manual Entry and File Import
Use Option 3 when some parts have been counted and recorded in a file but others need to be added manually. Import your file first using Option 2, then use the Start Typing field from Option 1 to add any remaining parts.
Reviewing the Count
Once all parts are in the Counted Parts list — whether entered manually or imported — review each tab before finalizing.
Counted Parts — Lists every part you have imported or manually added as a counted quantity.
Uncounted Parts — Lists parts that Blackpurl shows as having available quantity but that are not in your counted list. This tab is not applicable for a Random Count.
Issues to Resolve — Lists any problems such as unrecognized part numbers or duplicate entries that need attention before finalizing. You will have the option to Merge all duplicates or Delete all issues. Investigate each issue before choosing to delete — deleting removes it from the count without applying an adjustment.
Adjustments — Shows the current list of inventory adjustments the system will apply based on the counted quantities.
Saving and Finalizing the Count
When you are finished with the session, you have two options at the bottom of the screen.
Save and Close — Saves the session and closes it so you can return later. Reopen it by clicking the relevant line item in the count session list.
Finalize Count — Calculates and applies all adjustments. This action closes the session.
Before you click Finalize Count, complete these steps:
Review the Adjustments tab and confirm the listed adjustments are correct.
Resolve all items listed under Issues to Resolve.
Review the running Total Adjustment estimate. Keep in mind this figure may change at finalization — the final cost adjustment is calculated using the FIFO (First In, First Out) principle.
When you are ready to finalize, open the count session and click Finalize Count. Blackpurl displays the Finalize count session window. Review all figures, set the Adjustment category as needed, and confirm whether to adjust all uncounted parts to zero quantity.
If you have Accounting Integration enabled, the Adjustment category determines which General Ledger account the adjustment amount posts to in your accounting package.
When everything looks correct, click Finalize now.
Result
After finalizing, Blackpurl applies the following changes:
The relevant Part Records are updated — available quantities are increased or decreased as required.
If you have Accounting Integration enabled, the adjustment journal entry is sent to your accounting package and posted to the relevant General Ledger account.
The Part Count Session is closed. Its status updates to Closed and it remains accessible from the count session list for reference. Click the relevant count to review a closed session.
