Count and adjust

Count a controlled stock population and review the exact quantity and value before correction.

7 stages · 2 approvals

Roles and responsibilities

Warehouse Manager Warehouse Operator Finance Manager Warehouse Operatoror Warehouse Manager System 1 Plan count InventoryCounts 2 Count CountLines 3 Recount CountLines 4 Review adjustment InventoryCounts 5 Review value CountLines 6 Adjust StockEvents 7 Reconcile and close InventoryCounts
  1. Step 1Plan count
    Count Review QueuePendingReview
    Count NumberWarehousePlanned StartPlanned End
  2. Step 2Count
    Warehouse Availability
    EntityProductWarehouseLocation
  3. Step 4Review adjustment
    Count Review QueuePendingReview
    Count NumberWarehousePlanned StartPlanned End
  4. Step 7Reconcile and close
    Count Review QueuePendingReview
    Count NumberWarehousePlanned StartPlanned End
Red diamonds require approval.Rows show responsibility for each step.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Plan count

Warehouse Manager defines the warehouse, physical locations, product identities and count window. Resolve conflicting work before acquiring the scope lock and capturing the complete position/version population, including empty or newly appearing identities. Scheduling does not freeze balances. Away transit remains valued but is reconciled from transfer and delivery evidence rather than a floor observation.

Responsible
Warehouse Manager
Records
InventoryCountsCountLocksInventoryPositions
Effect
Define and lock the complete physical population

Count

Warehouse Operator records assigned blind quantities in each product's base unit, retaining the actual observation time and complete identity. Held or committed stock remains identified; it cannot be relabeled available by the count. The first submitted quantity stays as evidence even when a later recount supplies the accepted correction basis.

Responsible
Warehouse Operator
Records
CountLinesInventoryPositions
Effect
Preserve blind first observations and exact identity

Recount

A different Warehouse Operator or Warehouse Manager records a required independent recount when absolute quantity or percentage tolerances fail. Expected zero leaves the percentage unavailable and needs review. A recount may confirm a real difference; it does not have to make the variance disappear. The accepted observation remains tied to the current locked scope.

Responsible
Warehouse Operator or Warehouse Manager
Records
CountLinesCountLocks
Effect
Record independent recount evidence when required
Approval required

Review adjustment

Independent Warehouse Manager reviews every proposed correction, excluding requester, material editors and anyone who supplied its count evidence. Check the accepted quantity, current identity, claims and reviewed cost basis. There is no automatic count write-off, and a quantity decision cannot orphan a customer or work-order reservation.

Responsible
Warehouse Manager
Records
InventoryCountsCountLinesApprovalDecisions
Effect
Independently decide the operational correction
Approval required

Review value

Independent Finance Manager also approves found, identity-changing, held, reserved or above-value differences. Known reviewed cost remains mandatory before posting. Missing value cannot be treated as zero, and the financial decision applies to the same exact proposal as the operational review.

Responsible
Finance Manager · when additional review is required
Records
CountLinesStandardCostsApprovalDecisions
Effect
Decide required financial or higher-risk scope

Adjust

Warehouse Manager oversees the guarded correction against current lock and position versions. Commit the signed stock movement, remaining layer value and balanced variance journal together once. Resolve affected commitments under their approved authority. A repeated request returns its existing effect instead of comparing the same original difference and posting it again.

Responsible
Warehouse Manager
Records
StockEventsStockMovementsStockLayersJournalEntries
Effect
Post the accepted quantity and value difference once

Reconcile and close

Warehouse Manager checks the posted quantities, valuation and remaining exceptions before controlled lock release. Accountant follows the resulting ledger reconciliation. Changed stock or cost evidence invalidates stale close work; an expired lock or resumed physical movement requires fresh scope and observation before another correction.

Responsible
Warehouse Manager
Records
InventoryCountsCountLocksCloseTasks
Effect
Reconcile outcomes and release resolved scope
Approvals and exception handling

2 approvals required in this process

  • Review adjustment Warehouse Manager signs · review value waitsInventoryCounts, CountLines, ApprovalDecisions
  • Review value Finance Manager signs when additional review is required · adjust waitsCountLines, StandardCosts, ApprovalDecisions
  • Every stock-changing path touching the count scope respects its lock, including source/destination changes and value revaluation.
  • The whole identity population matters; checking only previously existing row versions cannot detect newly introduced stock.
  • A later master or cost change cannot silently reprice an already approved adjustment.
  • Release or reassign affected demand through explicit approved work; deleting reservations is not a count correction.
  • Stock quantity and value cannot become negativeAnd an emptied layer cannot retain unexplained value.
  • Transit shortages require actual transfer or delivery-loss evidence and approval, rather than a zero physical floor count.

When the process needs attention

  • reject Recount

    A different Warehouse Operator or Warehouse Manager records a required independent recount when absolute quantity or percentage tolerances fail.

  • variance Adjust

    Commit the signed stock movement, remaining layer value and balanced variance journal together once.

  • variance Reconcile and close

    Warehouse Manager checks the posted quantities, valuation and remaining exceptions before controlled lock release.

Records and postings

StageRecordsEffect
1 Plan count InventoryCountsCountLocksInventoryPositions Define and lock the complete physical population
2 Count CountLinesInventoryPositions Preserve blind first observations and exact identity
3 Recount CountLinesCountLocks Record independent recount evidence when required
4 Review adjustment InventoryCountsCountLinesApprovalDecisions Independently decide the operational correction
5 Review value CountLinesStandardCostsApprovalDecisions Decide required financial or higher-risk scope
6 Adjust StockEventsStockMovementsStockLayersJournalEntries Post the accepted quantity and value difference once
7 Reconcile and close InventoryCountsCountLocksCloseTasks Reconcile outcomes and release resolved scope
Data model →

Process reports

All reports

Inventory and Valuation

As-of net posted StockMovements and remaining StockLayers by entity/product/site/location/lot/serial, separating available, held, picked, unissued production staging and same-entity transit, with issued material/WIP shown separately from WorkOrderCostEntries; quantities/value reconcile once to inventory and WIP controls, supplier arrivals not yet accepted shown separately without owned value.

Trial Balance and Financial Statements

Posted JournalLines at each entity's period cutoff produce trial balance, income statement and balance-sheet mappings, with source-reconciled control balances; each legal entity balances independently without automatic consolidation, foreign-operation translation or eliminations.

Production Cost and Variance

Unique terminal ProductionCompletions, accepted material/person-hour/machine-hour bases, actual WIP relief, frozen-standard output and separately posted immediate/scrap/remaining-close variances by work order; intermediate/rework throughput never increases finished units and no variance is counted again at close.

Run by an agent

Agent support

An assistant cannot provide a required independent human approval, invent an inspection result or turn a plan into completed production. It cannot use a sales estimate as an accepted order, release held goods without the required quality decision, or treat an uncertain bank response as settlement. Material changes require the applicable renewed review.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › count and adjust · plan count on InventoryCounts, CountLocks, InventoryPositions ✓ Warehouse Manager defines the warehouse, physical locations, product identities and count window. › count and adjust · count on CountLines, InventoryPositions ✓ Warehouse Operator records assigned blind quantities in each product's base unit, retaining the actual observation time and complete identity. › count and adjust · recount on CountLines, CountLocks ✓ A different Warehouse Operator or Warehouse Manager records a required independent recount when absolute quantity or percentage tolerances fail. › count and adjust · review adjustment on InventoryCounts, CountLines, ApprovalDecisions ⏸ approval · waiting for the warehouse manager # 3 more stages after approval: review value, adjust, reconcile and close

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