Define locations, count date, item identifiers, units, damaged stock treatment, cutoff, and reviewer. Freeze the instructions before counting begins.
Create an inventory count handoff for bookkeeping support
Coordinate count sheets, cutoff evidence, variance review, and inventory ledger updates without hiding unresolved differences.
Published · 8 minute read
The short answer
- Freeze the count instructions.
- Match count evidence to the inventory record.
- Route variances to an authorized owner.
Set the count instructions
Gather the evidence
Save count sheets, receiving and shipping reports, adjustments, and item master extracts. The IRS inventory guidance describes inventory recordkeeping considerations for businesses.
Investigate variances
The bookkeeper compares count results to the ledger and lists the difference, likely cause, evidence, and owner. Do not post a material adjustment without approval.
Connect related controls
Use the ecommerce reconciliation workflow and close exception log to track cutoff and open differences. Keep count evidence separate from a final adjustment decision.
Review the handoff
Trace a sample from count sheet to adjustment and ledger. Update the instructions when the same variance repeats.
Questions owners ask
Can a bookkeeper perform the count?
The role can coordinate records and prepare a reconciliation. A business owner should define the count policy and approve material variances.
What is retained?
Keep count sheets, cutoff reports, adjustments, variance explanations, and approvals.