PartsCountProCONTROLLER / CPA
COUNT CONTROL SHEET
COUNT CONTROL SHEET
Self-run count. Documented oversight.
Your team counts. Your controller or independently engaged CPA defines the review and evaluates the evidence. Use this checklist to agree responsibilities and retain a clear record.
Dealership
Count date / cut-off
Parts manager
Controller / CPA
01Before the count
- Agree the scope, count date, movement cut-off and reviewer responsibilities.
- Retain the dated DMS snapshot; check receipts, open jobs, cores and special orders.
- Map zones and tags, assign counters, and agree variance review thresholds.
02During the count
- Keep expected on-hand hidden from counters; observe sample shelf-to-sheet and sheet-to-shelf checks.
- Record parts sold or issued during the count and reconcile those movements.
- Review zone coverage, outstanding tags, found parts and never-counted lines.
03Review exceptions
- Review shortages and overages separately, ranked by dollar impact.
- On a paid plan, assign targeted recounts to a different counter; investigate remaining mismatches.
- Document override reasons and inspect logged assignments, resolutions and exports.
04Close and retain
- Tie approved adjustments to the review; investigate unresolved items before sign-off.
- Retain the snapshot, count evidence, movement log, variance review and available exports/reports.
- Have the dealership admin sign and close; separately reconcile posted DMS adjustments to the ledger.
Open exceptions / follow-up:
Reviewer:
Date: