Workflow

Flow 04 — Cycle count and stock verification

Govern recurring risk-based verification, freeze a due location, perform a blind physical count and independently resolve any difference without silently rewriting inventory.

Overview

Inventory meaning

Policy drafting and activation do not change inventory. A due plan snapshots and freezes its location; only an independently approved variance posts a controlled ledger adjustment.

Responsible roles

Policy originator → different activating planner → assigned first counter → assigned recount role → third-person approver

Process

1
Draft policy
Set risk scope, cadence, classification and three distinct roles.
No plan or freeze
2
Activate
A different planner validates the governed policy.
No plan or freeze
3
Schedule and freeze
When due, snapshot accountable stock and stop conflicting movements.
Balance unchanged
4
Blind count
Count without seeing the system quantity.
Observed only
5
Sync
Upload once, including from the offline handheld.
Balance unchanged
6
Recount
A different user verifies a variance.
Balance unchanged
7
Approve adjustment
Post only the authorised difference.
Ledger adjusted if required

Role handoff

Policy originator → different activating planner → assigned first counter → assigned recount role → third-person approver

Detailed reference chapters

Cycle counts and offline handheld work

Detailed steps

1
Create a recurring policy draft for one location or a site location-type group; set ABC class, classification ceiling, cadence, effective dates, reminder/escalation windows and three distinct roles.
2
Confirm the draft creates no plan or freeze, then have a different authorised planner activate it after validating at least three eligible named users.
3
When due, confirm the scheduler creates at most one plan per policy/location/recurrence, skips empty locations and refuses overlapping active freezes.
4
Perform the assigned blind physical count with no system quantity shown, then sync the result and prove duplicate replay is idempotent.
5
If different, use a different user in the assigned recount role and a third user in the assigned approval role.
6
Verify the final ledger adjustment, policy provenance, actors and conflict history.

Field-by-field practice data

Use a disposable training tenant

Perform a blind count of an authorised bin and independently adjudicate a matching result. The page shows sample set A; the workbook includes independent A, B and C values.

Download all workflow samples (.xlsx)

Field names match the current application labels. Select existing approved records where shown, leave optional values blank unless they genuinely apply, and never copy fictitious TRAIN values into live work.

Stores Officer, then Stores Supervisor

Execute a cycle count

Open /cycle-counts

Create the count plan, perform the blind count and have a different supervisor decide any variance.

Exact field name	Requirement	Sample value A	How to use it
Site	Select existing	`COM-01`	Select the controlled site.
Count location	Select existing	`MAIN-01 Main Stores`	Choose the exact location to freeze for the count.
ABC class	Required	`A`	Use the policy risk class.
Due date	Required	`2026-09-15`	Use the controlled count deadline.
Count reason and scope	Required	`Monthly high-risk fastener custody verification — training A.`	State the authorised scope.
Physical quantity counted	Required	`1`	The counter records only the observed quantity.
Accepted quantity	Required	`1`	A different supervisor records the adjudicated balance.
Variance adjudication rationale	Required	`Blind count matched system balance; package seal intact.`	Record evidence reviewed and decision rationale.

Expected result: A matching count posts no adjustment; an approved variance posts only the exact controlled difference.

End state

The physical count and system balance reconcile through attributable, maker–checker evidence rather than an unaudited quantity edit.