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Inventory · INV-01

Stock adjustment and root-cause review

Correct a proven variance without concealing process errors or repeating the same loss.

Download editable checklist

01 / prepare

Before you start

  • Freeze the item-location transaction or capture a reliable movement cut-off.
  • Collect the prior balance, recent movements, unit of measure and batch/serial details.
  • Assign a counter who did not make the original entry where practical.

02 / execute

Procedure

  1. 01

    Recount

    Verify item, location, status and units; check adjacent bins and open tasks.

  2. 02

    Trace movement

    Review receipts, picks, transfers, returns, holds and pending interfaces since the last reliable count.

  3. 03

    Classify cause

    Record whether the issue is timing, location, unit, damage, theft concern, master data or still unknown.

  4. 04

    Approve correction

    Apply the site approval matrix; separate requester, checker and approver where feasible.

  5. 05

    Post once

    Record the authorised adjustment with reason code and source evidence; verify the new balance.

  6. 06

    Prevent repeat

    Assign a corrective action with owner, due date and review of recurrence.

03 / exception control

Stop and escalate when

  • Material or unexplained variance: escalate under the site threshold.
  • Suspected fraud or controlled goods: preserve evidence and follow the restricted incident route.
  • Never backdate or split adjustments to avoid approval.

04 / verify

Ready-to-use checklist

Mark each item Pass, Fail or N/A in the downloaded CSV. Record evidence and assign a corrective action for every failure.

  • Movement cut-off documented
  • Independent recount complete
  • Adjacent and alternate locations checked
  • Transaction history reviewed
  • Cause and evidence recorded
  • Approver independent where required
  • Adjustment verified after posting
  • Corrective action assigned
Site / shift: ____________________Date: __________Checked by: ____________________Approved by: ____________________

05 / evidence

Keep these records

Count sheets, movement extract, approval, adjustment ID and action closure.

Basis and further reading

  • Based on warehouse process controls and the site-specific approval workflow; adapt to your WMS, products and risk assessment.

This is a working template, not a certification or legal opinion. Local law, site risk assessment, manufacturer instructions and approved procedures take priority. For India-specific licences, start with the warehouse licences guide.