Prepare for the scheduled count

Northstar Market sample event · 18 October 2026

This worked example follows Northstar Market, a fictional retailer. Its sample count covers the Riverside store, the online-pickup holding area, and linked distribution stock on 18 October 2026.

Start by checking the event brief for the locations, channels, stock categories, and timing in scope. Treat the notice and reference matrix on this page as authored planning guidance—not live readiness, a count record, or a system of record. If the approved brief and a local understanding differ, pause that scope question and route it to the event owner before counting.

Sample event notice · 18 October 2026

Northstar Market’s illustrative stock count is scheduled for 18 October 2026 across the Riverside store, online-pickup holding area, and linked distribution stock. This dated notice describes the sample event brief; it does not monitor readiness or indicate that counting has started.

Before count day

Preparation areas

Use these topics to organize coordination against the approved event brief; they are not completed checks.

Confirm scope

Compare locations, channels, stock categories, and count timing with the approved event brief.

Align zone owners

Name the responsible role for each zone and agree where coverage questions go.

Keep exceptions together

Record the zone, item or reference, observed difference, and context for review.

Prepare the handoff

Identify the reconciliation owner and the count records and exception notes they need.

Preparation sequence

  1. Review the event brief

    Check the approved scope and timing. Send any location, channel, or stock-category ambiguity to the event owner before assigning zones.

  2. Assign and align zones

    Match each in-scope area to a responsible role. Make separately staged stock visible as its own zone when the approved brief includes it.

  3. Agree how exceptions reach review

    Use the locally approved recording route and clarify who reviews scope questions or unresolved differences. Do not silently change count records.

  4. Hand records to reconciliation

    Package the count records with their related exception notes and transfer them to the designated reconciliation owner using the approved local process.

Zone and handoff reference

Illustrative coordination matrix for the Northstar Market sample; confirm actual assignments against the approved event brief.

Zone Responsible role Coverage to clarify Handoff recipient
Riverside shop floor Store zone lead Which floor areas and included stock categories are in scope Store inventory coordinator
Online-pickup holding area Online-pickup inventory lead Whether staged pickup stock is separate from shop-floor coverage Store inventory coordinator
Linked distribution stock Distribution inventory lead Which linked stock locations and categories the event brief includes Reconciliation owner

Route exceptions with enough context

Capture the discrepancy clearly; leave decisions about records and local procedures to the authorized owner.

Example

Describe what differs

Record the relevant item or reference, zone, observed difference, and the context needed for the owner to review it. Use the recording method named in the approved local procedure.

  • Identify the affected zone.
  • State what was observed without guessing at a cause.
  • Keep related notes with the count record for review.
Worked coordination example

Separate scope questions from count differences

For example, if online-pickup stock is staged apart from the shop floor, list it as a distinct zone when the approved brief includes it. If its inclusion is unclear, ask the event owner before counting rather than assuming it belongs in either zone.

  • Send unclear scope to the event owner.
  • Send unresolved differences through the locally approved review route.
  • Do not silently reassign stock or alter records to make totals align.

Hand off for reconciliation

The reconciliation owner receives the count records together with the related exception notes through the approved local process. Include enough context to connect each note to its zone and count record; do not present an unresolved difference as reconciled.

For a scope question, start with the event owner. For a record or handoff question, route it to the designated reconciliation owner. Retail Operations owns the event coordination example; use the organization’s established Retail Operations help route for questions about the event brief. Locally approved procedures govern any regulated, safety-critical, or sensitive stock.