Inventory Count and Reconciliation Template
Count plan and cut-off, ABC tolerances, book vs count variance (net and absolute), investigation, approved adjustments, hand-off to month-end close
Cómo usar: Use it to record a full or cycle count, explain variances and approve stock adjustments. Fill the count plan and cut-off first, then results and investigation before any adjustment. The main pitfall is netting gains and losses, so report the absolute variance too.
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Inventory Count and Reconciliation: [Site], [Count date]
A record of a physical inventory count or cycle count: the count plan, count results against book quantities, variance analysis, the approved stock adjustments and the hand-off to the accounting close. It follows common warehouse and accounting practice. Under IFRS, IAS 2 Inventories measures inventory at the lower of cost and net realisable value; check the framework your organization reports under. Replace every
[bracketed]value and every row marked Example. This is a working format, not accounting advice.
1. Count plan
| Field | Value |
|---|---|
| Count type | [Full physical count / Cycle count batch / Spot check] |
| Scope | [Zones, locations, item classes] |
| Cut-off | [Last receipt GRN-..., last dispatch DSP-..., time YYYY-MM-DD hh:mm] |
| Method | [Blind count by scanner, second count where variance exceeds tolerance] |
| Count teams | [Team 1: counter and checker names] |
| Observers | [Finance, external auditor if year-end] |
| Approval limit for adjustments | [Warehouse manager up to X, finance controller above X] |
Tolerances (Example): class A 1% or 1 unit, whichever is larger; class B 2%; class C 5%. A variance outside tolerance needs a recount and an investigation.
2. Results and variance analysis
| Item | Class | Book qty | Count qty | Difference | Unit cost | Value difference | Difference % | Within tolerance |
|---|---|---|---|---|---|---|---|---|
| SKU-1001 (Example) | A | 240 | 236 | -4 | 42.50 | -170.00 | 1.67% | No |
| SKU-1002 (Example) | A | 180 | 180 | 0 | 38.00 | 0.00 | 0.00% | Yes |
| SKU-2040 (Example) | B | 520 | 530 | +10 | 6.20 | +62.00 | 1.92% | Yes |
| SKU-3107 (Example) | C | 1,200 | 1,150 | -50 | 0.85 | -42.50 | 4.17% | Yes |
| SKU-3215 (Example) | C | 75 | 75 | 0 | 3.10 | 0.00 | 0.00% | Yes |
Summary (Example):
- Book value of counted items: 21,516.50.
- Net value difference: -150.50 (-0.70% of book value).
- Absolute value difference: 274.50 (1.28% of book value).
- Items within tolerance at first count: 4 of 5 (80%).
3. Investigation
| Item | Recount result | Checks made | Cause found | Corrective action |
|---|---|---|---|---|
| SKU-1001 (Example) | 236 confirmed | Last 30 days of movements, adjacent locations, open picks | Two cartons of 2 units shipped on an order not confirmed in the system | Confirm the order; retrain packing on scan confirmation |
Possible causes to check: receiving errors, unconfirmed picks or
put-aways, wrong unit of measure, mislocated stock, damage not
recorded, theft. Repeated causes go to business/root-cause-analysis.
4. Adjustments and approval
| Adjustment ID | Item | Quantity | Value | Reason code | Approved by | Posted |
|---|---|---|---|---|---|---|
| ADJ-001 (Example) | SKU-2040 | +10 | +62.00 | Count gain, receipt under-recorded | [@warehouse-manager] | YYYY-MM-DD |
| ADJ-002 (Example) | SKU-3107 | -50 | -42.50 | Count loss, within tolerance | [@warehouse-manager] | YYYY-MM-DD |
SKU-1001 is not adjusted: the investigation found an unconfirmed shipment, so confirming that order corrects the record.
5. Hand-off to finance
| Item | Value |
|---|---|
| Total approved adjustments | +19.50 (Example: +62.00 and -42.50) |
| Damaged or obsolete stock found | [Items and value for provision review] |
| Sent to finance | YYYY-MM-DD, [@finance-controller] |
| Close checklist step | finance/month-end-close-checklist |
Standard and licence note
Based on common inventory control and accounting practice. IAS 2 Inventories is named as a dated reference from the IFRS Foundation page (https://www.ifrs.org/issued-standards/list-of-standards/ias-2-inventories/, checked October 2026); US GAAP and other frameworks have their own rules. All wording and figures are original and invented for illustration. Check your accounting framework, policies and a qualified accountant. This is a working format, not accounting advice.
Template licence: MIT.
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