Year-end inventory is an essential part of closing the books and maintaining accurate financial records. However, many teams that use QuickBooks find the process difficult. That’s because the system does not offer real-time visibility or bin-level tracking, which makes it harder to manage a complete physical count.
A structured inventory count checklist helps standardize the workflow and reduces the likelihood of errors. It also establishes a clear sequence of tasks from preparation through final reconciliation.
The following outlines a detailed process for completing year-end inventory and shows how Order Time, an inventory control and order management platform, can support when QuickBooks alone is not sufficient.
Table of Contents
- Why Do QuickBooks Users Need a Structured Year-End Inventory Count Process
- Inventory Count Checklist
Why Do QuickBooks Users Need a Structured Year-End Inventory Count Process?
QuickBooks handles financial data well, but it does not offer the operational visibility needed to manage a detailed year-end inventory count. Many teams rely on separate spreadsheets or manual processes, which increases the chance of errors and slows down reconciliation.
Common issues include:
- Limited visibility into inventory across multiple locations
- No bin-level tracking to confirm where items are stored
- Manual tracking that leads to inconsistencies in recorded quantities
- Operational steps such as receiving, picking and transfers that may not be fully documented
- Inventory activity throughout the year that creates variances during the physical count
An inventory count checklist helps mitigate these issues by standardizing how teams prepare, count and reconcile inventory - resulting in a more accurate year end close for QuickBooks users.
Inventory Count Checklist
This inventory count checklist outlines the core steps needed to complete year end inventory accurately and efficiently. Each step is designed to improve organization, reduce errors and support a clean reconciliation process.
1. Create a Timeline
A defined timeline helps control the workflow and prevents delays during year end close. Key tasks include:
- Identify the year-end or fiscal year-end date based on when accounting books are closed, and confirm all owned inventory is counted as of that date.
- Map out each phase of the process including preparation, counting, reconciliation and final review.
Assign a Count Manager who is responsible for coordinating staff, tracking progress and verifying that procedures are followed. - Determine how many team members are needed for the count and assign roles based on warehouse layout and item volume.
- Block time on the calendar for resolving book-to-physical differences since these issues often take longer than expected.
- Communicate the full timeline to all participating staff so everyone understands the sequence of tasks and deadlines.
2. Organize and Clean Up
A well-organized warehouse reduces confusion and improves the accuracy of the count. Before the count begins:
- Ensure every item is stored in the correct rack, bin, container or internal location.
- Review bin locations in the system and update any incorrect or missing entries.
- Group similar items together so counting teams can move efficiently through each area.
- Remove empty boxes, unused pallets and other obstacles that may interfere with visibility or access.
- Label bins that are unclear or missing identifiers so counters can locate items quickly.
- Review recent warehouse activity and confirm that all known transfers, picks and receipts are posted in the system.
If bin movements are required, this resource may help:
3. Perform a Physical Count
A consistent and well-documented counting process helps prevent errors. During the count:
- Plan and assign specific routes to each team member to avoid overlap and ensure full coverage of the warehouse.
- Begin with high-value or high-turnover items since inaccuracies in these categories have the largest financial impact.
- Apply colored stickers or tags to each bin as it is counted.
- Green stickers can be used where physical quantity matches system quantity.
- Red stickers can indicate a difference that requires review.
- Record the counted quantity directly on the tag or on a count sheet to maintain clear documentation.
- Monitor inventory movement throughout the count. Even small, untracked receipts, picks or transfers can throw off the entire count.
- Shipments made after the year end date should be included because they reflect inventory owned on that date.
- Receipts arriving after the year end date should be excluded because they were not owned at year end.
- Include raw materials that are allocated to production since these materials remain part of owned inventory.
- Store completed count sheets together and keep them organized by location to support the reconciliation process.
4. Note Discrepancies
Once counts are recorded, differences between physical quantities and system quantities must be documented and reviewed. During this stage:
- Verify the physical count a second time to confirm the discrepancy.
- Review recent activity for the item to identify unposted receipts, picks or transfers.
- Check the bin and surrounding areas for misplaced items or multiple storage locations.
- Examine packaging or unit of measure differences that may affect the recorded quantity.
- Document all findings clearly to support final adjustments and audit review.
5. Adjust Inventory
After discrepancies are fully reviewed and validated, system quantities should be updated to match physical stock. Important tasks include:
- Post quantity adjustments in the system to reflect the correct physical count.
- Identify items that may require further action such as clearance, donation, rework or reorder.
- Confirm that adjustments are tied to the appropriate date so they align with year end reporting.
- Review adjustment amounts for reasonableness to confirm there are no data entry mistakes.
- Save documentation of all adjustments for audit support and future reference.
More detailed guidance is available here:
6. Value Inventory
The final step is determining the correct year end inventory valuation. To complete this step:
- Calculate ending inventory value using the company’s approved valuation method such as FIFO, average cost or standard cost.
- Confirm that all counts, updates and adjustments have been posted before valuation is calculated.
- Review valuation reports to identify unusual costs that may require further review.
- Ensure that all value adjustments are recorded correctly in the financial system.
- Finalize inventory values so the accounting team can complete year end reporting.
- Ensure that all value adjustments are recorded correctly for financial reporting. For step-by-step instructions, see Complete a Value Adjustment.
Improve Inventory Counts with Order Time
The steps in this inventory count checklist create a solid process, but many QuickBooks users still need better visibility and faster ways to manage the count itself. Order Time fills these gaps by giving teams tools that support accurate counts from start to finish.
Order Time makes the year end process easier to manage. Its tools support accurate counts from preparation through valuation, creating a smoother and more reliable close. The result is a year end process backed by accurate data, fewer delays and a workflow that runs the way it should.
See how Order Time can support your year end workflow: Explore features
Additional Resources:
>> Complete an Inventory Adjustment
>> Webinar – Inventory Counts for the New Year
>> Moving Bins
