Sage Evolution Stock Take Checklist (Free PDF)

0%

0 of 26 items complete

9 critical items still open - these are the highest-risk gaps.

Download checklist:

Preparation

Stock take date, scope and warehouses agreed and communicatedCRITICALCount team named with a supervisor for each areaBack up the company database before the count beginsCRITICALProcess all outstanding goods received and deliveries before the cut-offCRITICALStock locations tidied, labelled and obsolete items identifiedCount sheets or tags printed with sequential numbers

System freeze

Stop all stock movements during the count or record exactly what movesCRITICALRecord the system quantity snapshot for each item at the start timeCRITICALConsignment and third party stock separated from owned stockGoods in transit and unprocessed returns noted separately

Counting

Teams of two count independently, then compareBlind count sheets used so counters do not see system quantitiesEvery tag or sheet accounted for, including voided onesCRITICALDamaged, expired and quarantined stock identified and recordedUnits of measure confirmed against the item masterSupervisor spot checks a sample in every area

Variance review

Variances above the agreed value or percentage recountedCRITICALPosting errors, such as wrong item receipts or unit mistakes, investigatedCut-off errors checked against receipts and deliveries around the dateReasons recorded for each significant varianceManagement approval obtained before any adjustment is postedCRITICAL

Adjustment and close

Stock adjustments posted with a reference to the count and approverCRITICALValuation difference reconciled to the general ledgerCount sheets, approvals and reports filed for auditRecurring root causes assigned to owners with actionsStock movements reopened and the team informed

Critical items protect the accuracy of the count and the audit trail. Complete them before anyone starts counting.

Stock accuracy review

Optional: we can look at your adjustment history and suggest where errors originate.

Optional. The tool and every export work without this. No spam.

How to use the checklist

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

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

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

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.

Frequently Asked Questions

Do I have to stop trading during a stock take?

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?

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?

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?

Yes. The principles of cut-off, snapshot, independent counts and approved adjustments apply to any ERP. Only the posting screens differ.

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.

Talk to an Expert Explore More Free Tools

Related Tools

ERP Operations

More Supply Chain & Inventory tools

See all

Sage Evolution Stock Take Checklist: Before, During and After the Count