A practical shop inventory count workflow

Key takeaways

• Freeze stock movement during the count, use consistent units, and mark locations as they are completed.
• Where first and second counts differ, recount that item and have two people sign off the final quantity.
• After a location is complete, the counter and checker should sign its sheet. Hiding the system quantity beforehand reduces the risk of matching the physical count to an expected number.

pDaftar capabilities

• pDaftar provides reports and statistics based on recorded business activity.

Workflow inputs

Freeze stock movement during the count, use consistent units, and mark locations as they are completed.

Before counting, record the last receipt and dispatch document numbers. Mark completed locations so a box counted in one zone and later moved elsewhere cannot enter the result twice.

Operating sequence

Where first and second counts differ, recount that item and have two people sign off the final quantity.

Use the unit defined on the item record rather than mixing pieces, cases, and kilograms. For an open case, count its contents and convert them using the approved unit factor.

• Pause stock movements during the count or record them separately.
• Count every location independently by item code and unit of measure.
• Have a second person recount variances and sign off the count sheet.

Closing each count sheet

After a location is complete, the counter and checker should sign its sheet. Hiding the system quantity beforehand reduces the risk of matching the physical count to an expected number.

Limitations

• Inventory count is a physical result at one chosen time. Any undocumented receipt, sale, or transfer during counting makes that result unreliable.

Sources

1. pDaftar pricing — pDaftar
2. pDaftar features — pDaftar
3. Accounting Periods and Methods — Internal Revenue Service
4. IAS 2 Inventories — IFRS Foundation