MRP CYCLE COUNTING AND PHYSICAL INVENTORY RECONCILIATION CHECKLIST 2026

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--- PRE-COUNTING PREPARATION & PLANNING ---
[ ] Scheduled Count Date
[ ] Inventory Zone/Area to be Counted (Raw Materials Warehouse, Work-in-Progress (WIP) Area, Finished Goods Storage, Returns/Quarantine Area)
[ ] Assigned Count Lead
[ ] Pre-Count Readiness Checklist (All active material movements halted, All bins/locations clearly labeled, Counting equipment (scanners/sheets) tested, Staff training completed)
[ ] Pre-Count Master Inventory List
[ ] Special Instructions or Identified High-Value Items

--- DATA INTEGRITY & SYSTEM FREEZE VERIFICATION ---
[ ] System Freeze Commencement Date
[ ] MRP System Freeze Status (Active Freeze, System Open)
[ ] Modules/Transactions Frozen (Purchase Orders, Work Orders, Goods Receipts, Inventory Transfers, Production Issues)
[ ] Last Transaction ID Verified
[ ] Notes on Pending Unprocessed Transactions
[ ] Inventory Controller Verification

--- PHYSICAL COUNT EXECUTION PROTOCOLS ---
[ ] Date of Physical Count
[ ] Assigned Warehouse Zone/Bin Location
[ ] Counting Method Used (Blind Count, System-Assisted Count, Double-Blind Verification)
[ ] Total Number of SKUs Counted
[ ] Verification Steps Completed (Unit of Measure (UOM) verified, Packaging integrity inspected, Batch/Lot number matched, Expiry date validated)
[ ] Observations of Damaged or Obsolete Stock
[ ] Counter Signature

--- DISCREPANCY IDENTIFICATION & INVESTIGATION ---
[ ] Variance Quantity Detected
[ ] Discrepancy Root Cause Category (Data Entry Error, Unrecorded Material Movement, Unit of Measure Mismatch, Physical Damage/Shrinkage, Incorrect Bin Location, )
[ ] Investigation Findings Details
[ ] Evidence/Photo of Discrepancy
[ ] Investigator Approval

--- RECONCILIATION & SYSTEM ADJUSTMENT ---
[ ] Adjustment Completion Date
[ ] Adjustment Approval Level (Warehouse Supervisor, Inventory Manager, Finance/Controller)
[ ] Total Value of Variance Found
[ ] Adjustment Reason Codes (Data Entry Error, Unrecorded Scrap/Waste, Unit of Measure Error, Physical Damage, Misplaced Item)
[ ] Root Cause Analysis Summary
[ ] Supporting Evidence (Photos or Scanned Documents)
[ ] Authorized Adjuster Signature

--- POST-COUNT AUDIT & DOCUMENTATION ---
[ ] Audit Completion Date
[ ] Inventory Supervisor Approval
[ ] Discrepancy Resolution Status (Resolved, Pending Investigation, Escalated to Management)
[ ] Final Reconciliation Report Attachment
[ ] Root Cause Summary for Significant Variances
[ ] Total Variance Value (USD)

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