Annual stock take preparation checklist

Pre-count preparation (10 items)

1. 1.Set a count date well in advance and communicate it to all relevant staff
2. 2.Freeze new deliveries in the run-up to the count where possible
3. 3.Book in all outstanding deliveries that have physically arrived
4. 4.Print or export the expected stock list from your system (do not hand out until count starts)
5. 5.Close out all completed supplier orders in the system
6. 6.Reconcile any customer returns that have been received but not re-stocked
7. 7.Assign count zones to specific staff members
8. 8.Prepare count sheets (location, item, expected quantity, counted quantity, variance)
9. 9.Set up the photo protocol: camera roll folder named with the count date
10. 10.Brief all staff on the process, especially the rule against checking expected quantities before counting

Count day procedure (8 items)

1. 1.Brief all counters: count what you see, do not check expected quantities first
2. 2.Each counter photographs their zone before counting begins
3. 3.Count each zone independently — if time allows, have a second person re-count high-value zones
4. 4.Record counted quantities on count sheets before entering them anywhere
5. 5.Note any damaged, obsolete, or unidentified stock separately
6. 6.Supervisor reviews all sheets before any data entry begins
7. 7.Enter counts into system and generate variance report
8. 8.Investigate all variances above your materiality threshold before the count is closed

Post-count reconciliation (6 items)

1. 1.Write off confirmed variances with a reason code (delivery shortfall, damage, unrecoverable loss)
2. 2.Raise credit claims with suppliers for confirmed delivery shortfalls, attaching photo evidence
3. 3.Update safety stock levels if the count revealed systematic over- or under-stocking
4. 4.Document any process changes recommended by the count team
5. 5.File count sheets and variance report for audit purposes
6. 6.Schedule the next cycle count date

Supplier dispute photo protocol