# Sage Evolution Stock Take Checklist: Before, During and After the Count > Source: https://netray.co/tools/sage-evolution-stock-take-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A practical checklist for running a physical stock take in Sage Evolution, from preparation to posting variances. ## Category supply-chain ## Erp Sage Evolution ## Region South Africa ## Audience - Stores manager - Financial manager - Internal auditor ## Tool **Kind:** checklist **Scoring Note:** Critical items protect the accuracy of the count and the audit trail. Complete them before anyone starts counting. **Groups:** #### Preparation **Items:** **Text:** Stock take date, scope and warehouses agreed and communicated **Critical:** true Count team named with a supervisor for each area **Text:** Back up the company database before the count begins **Critical:** true **Text:** Process all outstanding goods received and deliveries before the cut-off **Critical:** true Stock locations tidied, labelled and obsolete items identified Count sheets or tags printed with sequential numbers #### System freeze **Items:** **Text:** Stop all stock movements during the count or record exactly what moves **Critical:** true **Text:** Record the system quantity snapshot for each item at the start time **Critical:** true Consignment and third party stock separated from owned stock Goods in transit and unprocessed returns noted separately #### Counting **Items:** Teams of two count independently, then compare Blind count sheets used so counters do not see system quantities **Text:** Every tag or sheet accounted for, including voided ones **Critical:** true Damaged, expired and quarantined stock identified and recorded Units of measure confirmed against the item master Supervisor spot checks a sample in every area #### Variance review **Items:** **Text:** Variances above the agreed value or percentage recounted **Critical:** true Posting errors, such as wrong item receipts or unit mistakes, investigated Cut-off errors checked against receipts and deliveries around the date Reasons recorded for each significant variance **Text:** Management approval obtained before any adjustment is posted **Critical:** true #### Adjustment and close **Items:** **Text:** Stock adjustments posted with a reference to the count and approver **Critical:** true Valuation difference reconciled to the general ledger Count sheets, approvals and reports filed for audit Recurring root causes assigned to owners with actions Stock movements reopened and the team informed ## Content **Intro:** A stock take in Sage Evolution is only as reliable as its preparation. Cut-off errors, unprocessed documents and unclear ownership create variances that are really process problems. This checklist covers what to do before, during and after the count. **Sections:** #### How to use the checklist **Body:** Print it and give a copy to the stores manager and the financial manager. Complete the preparation and freeze groups before counting starts, and keep the variance and close groups for after. Critical items protect your audit trail, such as the backup, the opening quantity snapshot and approval of adjustments. Keep the signed list with the count sheets. #### The principle behind a clean count **Body:** A reliable count compares a physical quantity against a system quantity taken at a known moment. Anything that moves stock between the snapshot and the count must be controlled or recorded, or the variance is meaningless. That is why the checklist stresses cut-off, a freeze and separating consignment or in-transit stock. Independent counts and blind sheets reduce bias and catch errors early. #### Handling variances **Body:** Do not post every variance. Set a threshold by value or percentage and recount items above it. Many variances turn out to be wrong units of measure, items stored in two locations or documents posted a day late. Only post adjustments after review and approval, and reference the count so the movement history explains it later. Reconcile the valuation difference to the general ledger. #### Common mistakes **Body:** Teams count with the system open and goods still moving, hand counters the system quantity, or post adjustments before recounts. Another is losing sheets, which leaves gaps nobody can explain. Number every sheet, reconcile them, and keep a record of voided ones. **Cta:** If you want exception reports that flag unusual movements and likely cut-off errors before the count, Netray can build a read-only layer over your Sage Evolution data. **Faq:** #### Do I have to stop trading during a stock take? **Answer:** Not always. Some businesses freeze movements for a few hours, others use cycle counts throughout the year. If you keep trading, you must record every movement between the snapshot and the count so you can reconcile accurately. #### How big a variance is acceptable? **Answer:** It depends on item value and your auditors. Many companies recount variances above a threshold, for example a set Rand value or a percentage, and investigate every variance on high value items. Agree the rule before the count starts. #### Is cycle counting better than an annual count? **Answer:** Cycle counting spreads effort and finds errors sooner, but needs discipline and good item classification. Many companies combine it with a smaller annual count for audit comfort. Ask your auditor what they require. #### Can I use this checklist for SYSPRO or Odoo? **Answer:** Yes. The principles of cut-off, snapshot, independent counts and approved adjustments apply to any ERP. Only the posting screens differ. ## Search terms sage evolution stock take, sage evolution inventory count, stock take checklist, annual stock take procedure, sage evolution stock adjustment, stock take variance review, sage evolution stock count sheet --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json