A practical stocktake checklist

Before the count

• Choose a clear location or product scope.
• Record outstanding receipts, removals, and transfers.
• Arrange items so counted and uncounted stock are distinguishable.
• Check units and pack sizes.
• Decide how stock movements will be coordinated during counting.
• Print a sheet ordered by shelf code if it helps you follow the room.

A smaller, well-defined count is easier to explain than a broad count with uncertain timing.

During the count

Count what is physically present. Enter zero only when you checked and found none; leave unchecked items uncounted. Recount an unexpected difference before treating it as a stock loss.

For example, if the system expects 48 units and you see two unopened cases, check whether each case contains 24 before entering “2”. Check other locations and recent movements before accepting the discrepancy.

After the count

Review expected, counted, and changed quantities. If 48 were expected and 45 were counted at a $4 unit cost, the difference is −3 units, valued at −$12 at that cost.

Commit the reviewed count and save or export its report. Keep notes on differences worth following up. Older counts may retain totals rather than full line details, so export the detail you need while it is available.

Repeated differences in one area may justify clearer receiving, picking, or transfer habits before the next count.