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 dealer 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 owned quantity/value by entity, product, warehouse, location and lot from net posted StockMovements and remaining StockLayers; show held, picked, production and away transit separately and reconcile once to Inventory/WIP controls.

Trial Balance and Financial Statements

Posted JournalLines at the entity/period cutoff supply trial balance, income statement and balance-sheet account mappings; each entity balances independently, without automatic currency aggregation, consolidation or eliminations.

On-Time Delivery

Completed eligible order-line quantities delivered by OriginalPromiseAt versus all quantities whose original cutoff falls in the reported cohort; show open/late/failed/refused/cancelled portions separately and count each delivered base unit once using verified DeliveryResults, not last revised route windows.

Production Cost and Variance

Work-order approved material/labour/overhead charges, actual WIP allocations, standard finished output, separately recognized completion/scrap/close variances and residual WIP; intermediate operation counts never inflate finished units.

Run by an agent

Agent support

The assistant cannot supply a required independent human approval or replace actual receiving, dispatch, delivery, production acceptance or bank evidence. It cannot turn an acknowledgment into settlement, a credit into warehouse stock, or a planned route into a completed delivery. Materially changed content must follow the appropriate 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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