How to recount: re-checking locations with large differences

After the first count, set the counted figures against the book figures and some locations always show a large gap. The two most common reactions are both poor: to change the books to the counted figure straight away, or to ask the same person to count again and get the same number. Recounting needs rules agreed in advance: when to recount, who does it, how, and whose figure wins when they disagree. Rules agreed before counting stop the floor from arguing about numbers.

When a recount is needed

Set a trigger first. Every location that meets it is recounted, without favours and without gut feeling. Three triggers are common and can be combined:

• the difference exceeds a percentage of the book quantity, for example 2%;
• the difference exceeds a value threshold, for example 5 million UZS;
• valuable or easily lost items are recounted whenever there is any difference at all, large or small.

There is no universal threshold. Start with a cautious figure, see how many locations it triggers in a trial zone and adjust. Too many triggers and the recounts cannot be finished; too few and real problems slip through. You can also recount a few randomly chosen locations that matched the books, as a check on the quality of the first count.

Who recounts, and blind or not

Change the people. The original counters tend to repeat the same mistake, and may defend their number to save face. Ideally use a different team and follow these points:

• Count blind: the recounters see neither the book figure nor the first count, and write down only what they count. Someone who sees "should be 120" tends to count 120.
• Spread out or restack everything in the location, rather than judging by eye.
• Check first for mixed goods in the location, separate look-alike items, then count.
• The recorder writes the recounter's name and time, and never rubs out the first figure. Both numbers stay side by side.

A third count settles the figure

After the recount there are three possibilities:

1. The recount agrees with the books: the first count was wrong. Use the recount and note what went wrong the first time.
2. The recount agrees with the first count but not with the books: the stock really differs from the records, so the case moves to difference tracing.
3. The recount agrees with neither the first count nor the books: the supervisor leads a third count with the first and second counters present, and the final figure is fixed on the spot.

Keep the third count simple and brisk. Split the goods by pallet, layer or carton, count together on the spot, and sign when done. That figure is final. There is no fourth count. If a dispute remains, write it into the difference list for management to settle.

Keeping the recount record

A recount record should show location number, item code, first count, recount, third count (if any), who counted each time and when, the final figure with its basis, and photographs. Keep all of this on one line, so that in a later audit or write-off the line explains itself. Mark a settled location "figure fixed" and do not let anyone move goods in it afterwards. If first-count errors cluster around one person or area, use that for training or a change of roles, not for penalties.

An invented example

Suppose a warehouse has 600 locations. The trigger is a difference above 2% or above 5 million UZS, and after the first count it fires on 48 locations, or 8%. A different team recounts blind. In 31 locations the recount agrees with the books, so the first count was wrong. In 11 locations it agrees with the first count, which confirms a real difference. In the other 6 it agrees with neither, so they go to a third count. 31 + 11 + 6 = 48. (The figures are invented.)

The differences that need tracing have therefore shrunk from 48 locations to at most 17: the 11 confirmed, plus up to 6 that still differ from the books after the third count. Your tracing effort now goes where it is worth more.

In short

A recount exists to make the final figure stand up. UzWarehouse leaves records and photographs for each zone, has other staff recount zones that do not match, reconciles them with your books and groups the differences by cause.