Run: Inventory Cycle Count SOP

The inventory controller selects the count scope based on the approved cycle count plan, risk ranking, ABC class, or discrepancy history. - The controller verifies that the selected slots are eligible for counting. - The controller excludes any locations currently blocked by receiving, shipping, quarantine, or active replenishment if the site rules require it. - The controller records the count batch identifier, date, and responsible role.

The inventory controller places the selected slots on hold in the system or applies the site-approved freeze method. - The controller prevents quantity visibility for the counter when the system supports blind counting. - The controller confirms that no unapproved transactions will post to the selected records during the count window. - The controller documents any exceptions that cannot be frozen and escalates them before counting begins.

The supervisor assigns the count to a trained counter who is not shown the expected quantity. - The supervisor confirms the counter understands the location, unit of measure, and count method. - The supervisor confirms the counter has the required access and equipment. - The supervisor records the assignee and time of assignment.

The counter locates the assigned slot and counts the physical inventory without viewing the expected system quantity. - The counter verifies the correct location, SKU, lot, or serial identifier before counting. - The counter counts each unit using the approved method for the item type. - The counter records the observed quantity, unit of measure, and any visible condition issues. - The counter does not change the system quantity during the count step.

The supervisor or inventory controller verifies that the count record is complete and legible before comparison. - The verifier checks the location identifier. - The verifier checks the item identifier and unit of measure. - The verifier checks the counted quantity and count timestamp. - The verifier confirms the counter identity and any comments on damaged or missing stock.

The inventory controller compares the blind count result to the system quantity after the count is submitted. - The controller calculates the variance quantity and variance percentage if required by the site procedure. - The controller compares the variance to the approved tolerance. - The controller records whether the result is within tolerance or requires investigation.

The inventory controller investigates any variance that exceeds the approved tolerance or appears abnormal. - The controller checks for recent receipts, picks, transfers, returns, or production issues. - The controller inspects the location for mis-slots, mixed lots, damaged goods, or unlabeled stock. - The controller confirms whether a second blind count is required by the site rule. - The controller documents the likely cause and supporting evidence.

The inventory controller prepares the adjustment request in the system using the approved reason code. - The controller enters the corrected quantity and variance details. - The controller attaches the discrepancy notes, count record, and any supporting evidence required by the site procedure. - The controller submits the adjustment for approval when the site requires pre-posting authorization.

The inventory controller escalates unresolved discrepancies that exceed tolerance, lack evidence, or indicate a process failure. - The controller records the non-conformance description and affected item or location. - The controller notifies the supervisor, inventory manager, or quality representative per escalation rules. - The controller places the affected stock on hold if required by the site procedure. - The controller does not post an adjustment until approval is received.

The authorized approver or delegated inventory controller posts the approved adjustment in the system. - The approver confirms the reason code, quantity, and supporting documentation before posting. - The approver verifies that the adjustment is within authorization limits. - The approver ensures the system audit trail captures the user, date, time, and reason for the change.

The inventory controller closes the count batch after all counts, investigations, and approved adjustments are complete. - The controller confirms that all required fields are complete. - The controller retains count records, discrepancy notes, and approval evidence according to the document retention rule. - The controller flags any recurring issue for trend review or corrective action.