Stocktake Count Sheet and Variance Report Template
v2.0
Purpose. Count teams use this template to record physical counts by bay during cycle counts and full stocktakes and to report variances against the stock register.
1.Stocktake rules
Counts are done in pairs: one person counts and the other records. Count what is physically present, never what the system says. Do not move stock between bays during the count. Any pallet without a label must be reported to the count supervisor before it is counted.
2.Completing the count sheet
Record the bay, product code, batch, unit of measure and quantity counted for every bay in the range you are allocated, including empty bays. Write clearly and use one line per pallet. Sign the sheet when the range is complete.
3.Variances
The count supervisor will compare the count with the stock register. Every variance will be recounted by a different pair. Confirmed variances are recorded in the variance section with a likely cause, and adjustments are entered in the stock register only after approval by the Warehouse Operations Manager.
- Recount every variance
- Record the likely cause
- Adjustments require manager approval
- Report customer stock variances to customer service
4.Dangerous goods and chilled stock
Counts in the dangerous goods store must be done by trained handlers and must confirm that quantities are within the register limits. Chilled chamber counts must be completed within twenty minutes to protect product temperature.
5.Sign off and filing
The count supervisor and the Warehouse Operations Manager sign the completed report. The report is filed with the stocktake records and a summary is sent to the affected customers.