A timing difference
The snapshot shows 24 boxes. Two documented boxes leave before the physical count of 22. If those issues were not in the snapshot, the stock bridge explains the difference without assuming shrinkage.
Plan a physical inventory count
Define the scope and cutoff, give counters clear instructions, investigate differences and close the count only when the remaining work is explained.
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Decide which items and locations to count
A count can be neatly recorded and still be incomplete if its starting scope is wrong.
Define what belongs in the count
List the locations and item-location combinations, including relevant overflow, returns, damaged stock and empty locations. Decide how goods in transit, customer-owned stock and quarantined stock are identified under your procedure.
Assign responsibilities and an expected coverage target. Keep exclusions explicit so a later reviewer does not mistake a partial count for the whole warehouse.
Establish the starting balance
Record the snapshot time, the source system and the unit used for each item. Check duplicate identifiers and ambiguous packaging before counting. An item description alone is rarely enough to establish identity.
Agree how the snapshot and original count files will be preserved. Do not silently replace either with a later corrected export.
Choose a movement policy that the team can follow
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| Approach | What it requires | Main risk to address |
|---|---|---|
| Pause movements in the counted locations | Clear start/end times and communication with receiving and picking teams. | Someone moves stock without the counter knowing. |
| Continue movements with reconciliation | Dated receipt, issue and transfer records tied to the same item-location and unit. | Transactions are omitted or counted twice in the stock bridge. |
| Count smaller areas in sequence | A clear boundary for each area and a controlled handoff when the area reopens. | Stock crosses the boundary between an already-counted and uncounted area. |
Make the first observation repeatable
- 01
Identify
Confirm the item, location and unit before entering a number.
- 02
Count
Record the actual quantity, including zero when stock is absent.
- 03
Explain
Record damaged stock, unclear units and unexpected locations as exceptions.
- 04
Retain
Keep the counter, time and original observation when later evidence is added.
For a blind count, prepare the counter’s view without book quantities. Keep comparison and approval with the responsible reviewer; hiding a spreadsheet column does not restrict access.
Resolve the cause before correcting the quantity
A location difference
The first counter sees 10 of 12 boxes. A second observation includes two boxes at the packing shelf. Preserve both observations and decide whether quantity, location records or work instructions need correction.
Use the stock reconciliation example to account for receipts and issues first. If a quantity correction remains necessary, submit a specific resulting balance for approval. Recheck the current stock state at authorization rather than assuming the earlier snapshot still applies.
Close the work, then improve the next count
Compare accepted coverage with the agreed item-location list. Account for unresolved recounts, adjustments and control findings. Keep the closeout explanation with the count run, and identify any work governed through a separate process.
Afterwards, review recurring causes and where time was spent: missing stock observations, evidence collection, recounts or approval queues. Change the relevant instructions, fields or reviewer responsibilities in Jodoo. More dashboard totals will not fix an unclear cutoff or a repeatedly confused unit.
Practical decisions before count day
Do we have to stop all receipts and issues during a count?
Not always, but you need an explicit policy. Pausing movements in the counted locations simplifies the comparison. If operations continue, record their timing and reconcile movements not included in the snapshot. Do not assume a recorded policy physically blocks warehouse transactions.
Who should recount a discrepancy?
Where practical, use a different counter or a separately controlled second observation to reduce repetition of the same mistake. Preserve both counts and let the responsible reviewer determine the outcome. Assign actual roles to match your procedure.
When is the count finished?
When the agreed scope is covered, differences and required recounts are resolved, authorized corrections are accounted for and control findings are addressed or explicitly governed. Reaching the scheduled end time is not sufficient.
How should we measure whether the process is improving?
Use comparable periods and scope. Track accepted item-location coverage, unexplained differences, recount frequency and time to resolve. Explain the denominator and distinguish quantity accuracy from whether the entire planned population was counted.
Continue with the related inventory work
Turn the procedure into connected work
Explore the sample count from scope through closeout, then define your own records, members and exception handling.