Physical Inventory Checklist

Physical Inventory Checklist

Yellow Dog recommends including the this Checklist in your physical inventory process for every physical for every outlet. Following this checklist will provide accountability and ensure the smoothest possible inventory at period end. *PDF of this checklist is attached at the bottom*


Outlet (s)            _____________________________        Last Months Ending:                              __________

 

Staff Member:     ____________________________         This Month Actual Revenue                    __________

 

                                                                        This Month’s COGS Budget Amount/%    _______/___

Physical EOM      _________________________            This Month’s Actual COGS Amount/%     ______/____

                                                                       

Pre-Physical Checklist

  1. Set time to start physically counting outside of business hours                     
    1. Date: ________ Time: _______
  1. Confirmed all invoices/receipts entered in Yellow Dog (Committed)
  1. Confirmed AP has also entered all of these in AP (3-Way match of Vendor Invoice stapled to YD Invoice stapled to AP Invoice)
  1. All waste entered at least one day BEFORE your do physical
  1. Handheld prep
    1.  Ensure units, and any backup batteries are fully charged 
    2. If 520s, or Docked version is being used confirm pre count sync happened
  1. Paper Count Sheets printed and checked, all new items are included and in correct order
    1.     Reporting Explained: All Items Not on any Count Sheet
  1. Printed negative on-hand report day BEFORE physical.  Resolve negatives before taking physical.
  1. Straighten up/tidy up inventory areas. Move product to where it should be.


Physical Checklist

 

  1. Setup problem item table (or process to deal with items that won’t scan)
  1. Printed Count Sheets, assigned to staff
  1.      Assigned Data Collectors


Review of Physical (Before Committing)

 

  1. Print POS Sales Report for month to help audit
  1.  Have last month’s ending inventory and this month’s budget COGS amounts to validate actual COGS for this month before committing.
  2.  All counts added to Physical
  1.  Sort by “Variance Cost (Descending), Item”, review and recount as needed
  1.  Review and recount as needed all “zero counted” items
  1. Sort by “Variance Quantity, Item.  Review and fix any positives
  1.  Once you’re within your threshold for COGS Variance, commit physical.


Post Physical Checklist

  1. Print Detailed by Select Physical Report
  2.  Print COGS By Department Report
  3. Hand in this sheet (per outlet and the above 2 reports) to your supervisor

    • Related Articles

    • Yellow Dog Operations Checklists

      To ensure you get the baseline value from Yellow Dog Inventory, please use these checklists each day, week, month, and for your physical inventory.                   *Find a downloadable copy of these checklists at the bottom of this article*

    • What is a Physical Inventory?

      Physical Inventories Yellow Dog Inventory gives you the ability to periodically check actual on-hand counts against the counts as reported by Yellow Dog, and then update Yellow Dog Inventory with new on-hands. This process is called a Physical ...

    • Retail Physical Inventory Webinar Recording

      New to Physicals in Yellow Dog? Need a refresher before your calendar year end count? Then this one hour Webinar is for you! We will review: Best practices for making sure your team is prepared ahead of time How to utilize the Count XL application ...

    • Retail Physical Inventory Webinar Recording

      New to Physicals in Yellow Dog? Need a refresher before your fiscal year end count? Then this one hour Webinar is for you! We will review: Best practices for making sure your team is prepared ahead of time How to utilize the Count XL application for ...

    • Reporting Explained Physical Inventory Summarized by Store

      Business Need: This report is helpful for users who want to view Physical Inventory data summarized to a single line per location.  How it Works: The Physical inventory report Summary by Store will provide information on the Stores total on hand ...

    • Recent Articles

    • Send Saved Report Emailing

      You can configure saved reports to be automatically emailed to you and/or team members on a set schedule. How do I schedule daily email reporting? You can configure saved reports to be automatically emailed to you and/or team members on a set ...

    • Purchasing Flow for Food and Beverage

      The Yellow Dog Inventory purchasing flow ensures that all aspects of inventory management, from restocking to adjusting errors in transfers, are covered systematically. Each document type in the flow serves specific functions that collectively ...

    • Updating Count XL Application

      You may need to update your Count XL application on your handheld device to ensure it runs properly and smoothly. If you have received the following errors, your Count XL application may need to be updated: • “Invalid network error” • “API error” • ...

    • Removing Items with On-Hand Quantity (Decimal)

      You might encounter difficulty removing specific inventory items due to an error indicating that the item cannot be removed since its on-hand quantity is not zero, possibly because the decimal point is not properly adjusted. Changing the Decimal ...

    • ZD411 Printer Troubleshooting

      Labels Skipping When Printing When you are not able to print labels or labels are skipped when printing you will need to adjust the sensor inside the printer. If your labels are skipping when printing, make sure you have adjusted your sensor. To do ...