Warehouse Managementoperational
Inventory Counts & Stocktakes
How are stocktakes run and variances captured?
A stocktake captures counted quantities line by line alongside the last recorded quantity, so variance is explicit on the count record. Counts can be staffed with assigned people and can be triggered by a warehouse inspection.
The count sheet
Counted, next to what the system last recorded.
| Item | Sector | Last recorded | Counted | Variance |
|---|---|---|---|---|
| SKU-4471 · lot L-2291 | A-03 | 18 | 18 | 0 |
| SKU-2280 | A-07 | 240 | 237 | -3 |
| SKU-9014 | B-01 | 64 | 64 | 0 |
| SKU-3352 · lot L-1180 | B-04 | 12 | 15 | +3 |
Findings feed corrections and, where stock is invalid, the controlled write-off flow.
How it works
An inventory count is a record with detail lines: what was counted, and the last recorded quantity at the time of counting. Keeping both numbers on the line makes the variance a stored fact — reviewable later — rather than a delta someone computed once and discarded.
Counts carry staffing: the people assigned to a count are recorded against it, so responsibility for the numbers is explicit. A count does not have to be a calendar event either — a warehouse inspection that finds something off can trigger one.
Count results are reviewed against the ledger position, and discrepancies feed the appropriate follow-up, including the controlled write-off flow where stock turns out to be damaged or invalid.
What that gives you
- Variance per line
- Counted and last recorded quantities sit side by side on every count line.
- Count staffing
- The people performing a count are assigned and recorded on it.
- Inspection-triggered counts
- A warehouse inspection can start a stocktake when findings warrant it.
- Ledger comparison
- Counts are reviewed against the stock ledger position they are testing.