1. Define the boundary
List the rooms, shelves, bins and items included. Identify restricted areas and stock held elsewhere. Estimate item and location counts so staffing and time can be discussed before booking.
2. Supply a usable item list
- Item code or barcode, product description and expected location.
- Counting unit: each, box, case or another agreed unit.
- Pack conversion where relevant: a case of 12 is not the same as one unit.
- Supplied quantity and its source date if you want discrepancy comparison.
3. Control stock movements
Agree how receipts, issues, transfers and returns during the count will be handled. Use a planned pause where practical, or a separate movement log and clear cutoff. A physical count alone does not reconstruct unrecorded movements.
4. Identify lots and dated stock
Keep different lots and expiration dates distinguishable. Capture the printed date and mark unavailable information as unknown. FIFO and LIFO review need receiving dates from your own records. Expiration flags identify records needing review; authorized staff follow the organization’s handling procedures.
5. Agree the discrepancy process
Decide when to recount, how to flag an ambiguous label, and who investigates the difference. Emtak documents observed counts and exceptions against supplied records. Your team approves adjustments to its source system.
6. Define the handover
Agree a count sheet or CSV format, locations, count date, units, exception notes and completion review. When importing codes into Excel, set identifier columns to Text to preserve leading zeros and long numbers. Compare row counts and confirm filters have not excluded needed records.
Scope your assignment
Send the location, item and location estimates, preferred dates, access needs and requested output. Staffing capacity, equipment, fee and responsibilities are agreed before work starts. Inventory support is not a financial audit or an accuracy guarantee.