PHYSICAL INVENTORY

Standard Operating Procedure & FAQ

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INTRODUCTION

THE PLAY:

Physical Inventory is one of the most important operational processes completed each year. It provides an accurate count of the merchandise in your store and serves as the foundation for inventory accuracy, replenishment decisions, financial reporting, and overall business performance.

A successful inventory requires preparation, organization, attention to detail, and strong leadership. From creating the store map and inventory plan to scanning merchandise and reviewing results, every step plays a critical role in ensuring an accurate final count.

 

IMPACT:

When inventory is completed accurately:

  • Inventory levels in NetSuite reflect what is physically in the store.
  • Replenishment and allocation decisions are based on accurate data.
  • Shrink opportunities can be identified and addressed.
  • Customer Orders, transfers, and replenishment processes operate more effectively.
  • Store and company financial reporting remains accurate.

 

When inventory processes are not followed consistently, inaccurate counts can lead to replenishment issues, reporting inaccuracies, unnecessary cycle counts, and increased operational workload.

Physical Inventory is more than a counting process. It is a storewide effort that directly impacts the accuracy of our inventory and the experience we deliver to our Guests.

ON FIELD TERMINOLOGY

  • Physical Inventory: The annual process of counting all merchandise in the store to verify inventory accuracy.

  • Inventory Coordinator: The Corporate partner responsible for supporting stores throughout the inventory process, approving plans, providing training, and reviewing results.

  • Inventory Leader: The most senior leader present during scanning who oversees inventory execution, audits, troubleshooting, and scanner performance.

  • Scan Team: Team Members assigned to physically scan merchandise during inventory.

  • Physical Inventory Plan: The NetSuite record used to document the store’s inventory strategy, map, fixture counts, and preparation details.

  • Store Map: A visual representation of the store that identifies fixtures, walls, scanning flow, and daily inventory sections.

  • Fixture Tag: A numbered inventory label placed on walls, fixtures, and trouble racks to identify where merchandise is scanned.

  • Trouble Rack: A designated baker’s rack used to hold merchandise that cannot be scanned or requires additional investigation before being counted.

  • PIE: The Physical Inventory application used on handheld devices to scan fixtures and merchandise during inventory.

  • Review Day: The day following scanning when inventory reports are reviewed and physical counts are completed to validate inventory accuracy.

  • Bulk Item Report: A report used to verify and record physical counts for designated bulk merchandise items.

  • Wrong Team Report: A post-inventory report used to identify merchandise that may have been assigned to the wrong team or requires ticket verification.

  • Variance Cycle Count: A cycle count issued after inventory to verify items that were expected on hand but were not scanned during the inventory process.

  • Inventory Completion Checklist: The final verification document used to confirm all inventory tasks have been completed before inventory is closed.

4 WEEK OUT PREP

You will receive an email from your Inventory Coordinator 4 weeks out from the start date of your Physical Inventory with the following information:

  • Number of days to scan.
  • How many scanners will be needed each day.
  • How many supplemental hours will be provided.
  • 🔗 Links to training courses and instructions on how to Opt-in to the required training.
  • Details on scheduling a prep call with your Inventory Coordinator (Teams Meeting).
  • List of the required tasks to complete by the scheduled prep call.

 

To-Do List (4 Weeks Out from Start Date):

  • Opt-in and complete the Zipline training ‘SM Course: Inventory Plan’.
  • Schedule a time to complete the map and plan.
    • This should be at least 4 hours.
    • Schedule this time for the Monday/Tuesday of 3-Weeks Out.
    • There should be coverage in the store, so the Store Manager can work either in the backroom or off premises to ensure dedicated time to complete the map and plan.
  • Reach out to your Inventory Coordinator with any questions or if you would like a pre-prep call to create the map and plan together.
  • Schedule the Prep Call with your Inventory Coordinator for 2 Weeks Out from the start of your Physical Inventory.
    • Your Inventory Coordinator will send you an invitation for a Teams call, accept this invite or work with your Coordinator if a different date/time is needed.

 

Follow this link to opt-in to the SM training course: 🔗Inventory Plan

  • Any inventory leader that will be creating the map and/or plan will need to opt-in to the training course Inventory Plan and complete by the end of week.

 

Contact your Inventory Coordinator with any questions throughout this process.

3 WEEK OUT PREP

To-Do List (3 Weeks Out from Start Date):

  • Create the map and plan.
  • Make the schedule.
  • Update the Physical Inventory Plan record with the plan and an image of the completed map prior to the call with your Inventory Coordinator.

 

Create the Map: 

Creating your map is a 2-part process which requires an 18×24 or larger map to be printed. A large map is an essential communication tool which allows for easy navigation to locate & to highlight completed fixture tag numbers.

*Note – Store size may cause a need for a map larger than 18×24. Contact your inventory coordinator for larger map options for your store.

Step 1: Print your 18×24 or larger map

1. Click this link for your store map image 🔗Stores-Blank Map.

2. Open your map.

3. Save this document to a Flash Drive or email the document to your Store Manager email.

4. Do a paid out for $25.00.

5. Go to a printer nearest to your store & have the map printed as an 18×24 inch matte poster at the lowest cost.

  • Good options for quick turnaround are FedEx Office, Office Depot/Office Max, or Staples.

 

Step 2: Draw your map in pencil✏

Once you have picked up your map from the printer, begin the mapping process.

1. Use the Map Legend to draw the fixtures in pencil on the map.

  • Do NOT use a pen or Sharpie.
  • Click this link to view the 🔗Fixture Legend.
  • Leave enough space to write in the fixture number directly below the fixture.
    • In addition to all fixtures, walls, cash wraps, and back rooms, stores will need a baker’s rack for trouble shooting unidentified items or items that will not scan (Trouble Rack).

2. Use a dash line to separate the store into 2 (or the total number of days to scan) sections (including the backroom, which will be completed on the last day).

  • Make sure that these are as even as possible while containing the whole Team(s).
  • These will be the fixtures to be scanned for each of the days during the inventory.
    • Do not separate a Team between 2 days (unless OPS approved).
    • Pro Tip: Highlight these separations with multi-colored highlighters to clearly distinguish the sections to be completed each day.
      • Only highlight after the map has been approved by your Inventory Coordinator and District Manager.

3. Number the walls and fixtures on the map.

  • Create a flow that is easy to follow for the store.
  • Each number on the map will represent a fixture tag that the wall/fixture will be physically labeled with.
    • Do NOT place fixture tags until the flow is approved by your Inventory Coordinator and District Manager.
  • Number the walls.
    • Start on the wall in the team to the right of the front door.
    • New number approx. every 3 face-outs.
    • New number at the start of each team or gender.
  • Number the fixtures.
    • Fixtures should use 1 number each unless it’s a 5G, 8G, Ocho, or I-Wall/Monster Wall.
      • Larger fixtures with a high unit count can use 1 number per side if needed.
  • Start at the first fixture directly beside the last wall number and work back to front in an S pattern.
    • If an S pattern will not work for the layout of the store, have the store manager/inventory leader number the fixtures in an organized fashion. 
  • Trouble racks will be numbers 1000 and 1001.
    • One for each day.

4. Use the margins of the map to make/keep notes.

  • For each dashed section write the day it will be completed in the margin.
  • On the left-hand side write out each day’s plan.
    • Include Team, fixtures to count, the trouble rack number, and any other relevant notes about that section.
  • On the right-hand side add any additional notes about the inventory.
    • Staffing, deadlines, Tips and Tricks, etc.

 

Make the schedule:

Before you begin, refer to the 4-Week Out email from your Inventory Coordinator for details needed to create your schedule:

  • Inventory dates.
  • Number of scan days.
  • How many scanners are needed per day.
  • Total amount of supplemental hours provided for scan days.
    • NOTE: Supplemental hours provided are for scan days only. 
      • Review day and variance cycle counts will not receive supplemental hours.

 

The Physical Inventory will be a 4-day task.

  • Days 1 & 2 of Inventory Week will be scanning the product.
    • Start time should be no earlier than 8am.
    • Estimated scanners needed per day will be provided in the 4-Week Out email from your Inventory Coordinator.
  • Day 3 of Inventory Week will be the Store Manager reviewing the reporting for accuracy.
  • Day 4 of Inventory Week will be for PIE Variance Cycle Counts and after inventory reports.
  • There must be at least 1 Full-Time management member in the store at all times during the Physical Inventory.
    • The highest-ranking management member will be responsible for overseeing the scanning process, customer assistance, and the store-related tasks (not scanning themselves).
  • The District Manager should be present when possible.

 

Reach out to your Inventory Coordinator with any questions

 

Update the Physical Inventory Plan:

  • Open the search 🔗Stores-Physical Inventory Plan from the NetSuite Reminders portlet to get the plan approved.
    • Click “Edit”.
    • Under “Store Plan”:
      • Manager Submitting Plan : Enter the name of the manager submitting the inventory plan.
      • Date Plan Submitted: Enter the current date.
      • Attach Image of Store Map: Use the “+” button to add a new file and upload the completed store map.
      • Day 1 Fixtures: Enter the number of wall/fixtures that will be completed on day 1.
      • Day 2 Fixtures: Enter the number of wall/fixtures that will be completed on day 2.
      • Day 3 Fixtures: Enter the number of wall/fixtures that will be completed on day 3.
        • *only use if the Days to Scan field is 3.
      • Day 4 Fixtures: Enter the number of wall/fixtures that will be completed on day 4.
        • *only use if the Days to Scan field is 4.
      • How Many Fixture Tags Were Used: Enter the total number of labels used to tag the walls/fixtures.
        • Include Trouble Rack fixtures.
      • Detailed Store Plan Notes: Enter detailed notes on how the store will ensure completion of the inventory within the allotted time frame.
      • Do not click “Store Revised”.
      • Save.

 

Contact your Inventory Coordinator with any questions throughout this process.

2 WEEK OUT PREP

To-Do List (2 Weeks Out from Start Date):

  • Meet with your Inventory Coordinator to review completed map/plan and go over the scanning and review processes.
  • Opt-in and complete the training ‘SM Course: Manage Inventory’.
  • Have all scanners Opt-In to ‘Scanner Training Course’.
    • Store Manager is responsible for ensuring all scanners Opt-In to the Scanner Training Course including helpers from other stores.

 

Meet With Your Inventory Coordinator:

  • Have the scheduled Teams Call with your Inventory Coordinator to review the map/plan.
    • Your plan will be approved or feedback will be given for revisions needed.
      • If revisions are needed, edit the Physical Inventory Plan from ‘Stores-Physical Inventory Plan” in the NetSuite Reminders portlet.
        • Upload the revised map and/or update the plan in the Detailed Store Plan Notes.
        • Check “Store Revised”.
        • Save.

 

Follow this link to opt-in to the SM training course: 🔗Manage Inventory

  • Any member of management that will be acting as an Inventory Leader during the Physical Inventory will need to opt-in the the training course Manage Inventory and complete by the end of week.

 

Assign Inventory Scanner Course to your Scan Team:

1. The Store Manager will need to assign the “Physical Inventory: Inventory Scanner” course to team members from your Home store.

  • Follow this process to assign a course from the Learning Catalog: 🔗Assign LMS Courses
    • Note: Only Store Managers can assign LMS Courses.

2. For team members on your Scan Team from outside you Home store:

 

           

 

Contact your Inventory Coordinator with any questions throughout this process.

1 WEEK OUT PREP

To-Do List (1 Week Out from Start Date):

  • Place fixture tags on Walls and Fixtures.
  • Ensure scanners have completed training course.
  • Complete all inventory control related tasks.
  • Set store to the visual merchandising standards.
  • Verify the supplies needed are on hand and IT equipment arrived by Friday.

 

Tag Fixtures and Walls

  • Print the tags.
    • Open the 🔗Physical Inventory Labels (2026) document.
    • Make sure the printer is set to the store’s 1×2 label printer.
    • Do not print “All”.
      • Update the Pages to Custom.
      • Enter the range needed.
        • Each page is 1 label so if the store needs 400 labels, then select the range of 1-400.

                             

                                   

        • For the “Trouble Racks” print 1000-1001.
        • Individual tags can be printed/reprinted as needed by printing just that page (fixture number)
      • Example: Fixture label ‘100.26’ = Fixture 100 for Inventory in 2026.
  • Tag all fixtures and walls in the store to match the numbers on the map.
    • Place painter’s tape underneath the tag sticker on fixtures for easy removal

 

 

 

 

    • For tagging walls, place tag on the lowest face-out starting on the right side.
    • For tagging fixtures, place tag in an easy to see/scan location on the frame of the fixture.
      • Reference your numbered map, larger fixtures (5Gs, 8Gs, Ochos, and I-Wall/Monster Walls) may have more than one tag per fixture.
    • For trouble racks, place the fixture tags on the empty baker’s racks that will be used.
    • Once fixtures are tagged, the fixtures cannot be moved or remerchandised.

 

Follow up on Scanners training progress

  • Store Manager is responsible for following up and ensuring all scanners have completed the Inventory Scanner Course by the end of this week.

 

Complete inventory control tasks prior to Physical Inventory

  • Process all Damages.
  • Complete all Reticket Cycle Counts.
  • Receive all pending incoming shipment.
  • Review and resolve all PO issues.
    • Excluding RTVs – Follow up with the Inventory Coordinator on PO’s marked as RTV to check on the status.

 

Set the store to the visual merchandising standards.

  • This is not a “perfect” set, but rather getting all teams, genders, and styles together for the inventory.
  • Replenish for any needed teams.
    • Do not overfill, arms should not be “bulging”.
    • It is preferred that excess product is in the back room.

 

Verify supplies and IT equipment are ready.

  • Ensure your store has the following on hand and ready:
    • Handheld Devices.
      • Make sure these are working and keep charging when not in use.
    • 1X2 printer.
    • Roll(s) of 1×2 labels.
    • Post-Its.
    • Highlighters.
    • Walkie-Talkies/Phones.
    • Salesman or Z-Racks.
    • Baker’s Rack for troubleshooting.
  • A PIE Kit will be provided containing:
    • 6-8 Handheld Devices
    • Charging cables

 

Contact your Inventory Coordinator with any questions throughout this process.

INVENTORY WEEK

Setting up Scanning Equipment

  • Ensure the Admin apps are accessible on each handheld device and that PIE is listed as an option.
  • Charge all units before and during all breaks and at the end of day.
  • Ensure the 1X2 label printer is functional.

 

Starting Inventory

Your Inventory Coordinator will Teams message the store once inventory has been initialized and scanning can begin.

  •  All inventory related tasks will be suspended during the inventory.
    • ❌ No receiving unless directed.
      • Write the date the shipment was delivered in Sharpie on the side of the box.
    • ❌ No transfers unless directed.
    • ❌ No cycle counts.
    • ❌ No shrink review.
    • Customer Orders will be set to the lowest level.
      • In-Store Pickup will be turned off.
  • Once the inventory is started there can be: 
    • ❌ No re-merchandising. 
    • ❌ No moving of fixtures. 
    • ❌ No moving of product.
    • ❌ No placing unscanned items on a fixture that has already been counted.

 

How to Scan Fixtures

🔗 Click here for the printable Scanning Walls & Fixtures Guide (Keep this guide with your map for reference during Scan Days)

  • Walls
    • Remove top level, (and 2nd level if there is room on rack) product to Salesman or Z-Rack.
      • Approx. 3 adult face-outs.
      • Leave at least 6 inches of space on the rack to slide as you count.
      • Move all product to the left of the rack.
      • Start scanning each item and slide to the right once complete with each item.
      • Complete and replace back on wall according to the visual merchandising standard.
      • Repeat with 2nd and 3rd levels and so on until complete with that section.
  • Hardlines (Pegged)
    • Scan each item.

      • Do not scan the same item multiple times.

    • Scan items left to right from top to bottom.
    • Remove all items on the peg and flip them over.
    • Scan each item, placing it back on the peg once scanned.
      • This will put them back on the peg in the same order.
  • Hardlines (Shelved)
    • Scan each item.
      • Do not scan the same item multiple times.
    • Scan items left to right from top to bottom.
      • One shelf at a time.
      • Tag each shelf at the right and or bottom with post it once complete.
      • Complete all sides 1 at a time.
  • 4-Ways/2-Ways
    • Start on the front face-out.

    • Compete all sides working left to right

    • Complete all items on top working front to back.

      • Include all folded Tees, misc. Items, Mini H and Accessory topper.

       

  • Tables/Folded
    • Scan items left to right from front to back.
  • Rounders
    • Find the starting point at the smallest size ring indicator.
    • Scan from left to right around the fixture.
    • Complete all items on rounder bar.
      • Complete all items on top working front to back.
  • Displays
    • Don’t forget to scan items on mannequins, displays, and t-shirt towers.

 

Scanning Process

1.  Ensure the volume on the handheld device is turned up loud.

  • This is important to hear the sounds for successful scans versus error scans.

2. Tap the “Item Matrix” shortcut on the handheld device.

3. Log in using the store Pass Phrase and your Muse User information.

4. Ensure there are no additional tabs open. 

  • If there are multiple pages open, close all other tabs before continuing.

5. Click on “PIE”.

               

6. Scan the fixture tag of the fixture that is going to be scanned in the “Fixture” box.

               

7. Scan each item on the fixture in the “Barcode” box.

             

  • Do not scan the same item multiple times to add quantity for that size, scan each unit.

8. Once a barcode is scanned, the app will display information about the item.

               

  • Note: Style number and barcode of last item scanned will be the last new item. If the style/size scanned was previously scanned then quantity will be added to the total quantity for that style/size but might not show as the last item scanned.

9. Once all items from the current fixture tag have been scanned, click “Change Fixture”.

             

  • This must be done to complete the current fixture and start a new one.
    • Click “Change Fixture” on your last fixture to complete it, even if you will not start a new one.
  • Once a fixture has been completely scanned, mark through the fixture tag and on the map with a highlighter.

           

10. Repeat for each fixture.

 

🚨Troubleshooting🚨

  • If an item does not have a barcode/label, or the barcode is unreadable.
    • Inventory Leader is available to assist:
      • Call the Inventory Leader to come re-ticket the item so that it can be scanned on the fixture.
    • Inventory Leader is not available to assist:
      • Write the style number and size on a 1×2 label and stick it to the item.
        • If the style number is not known, then place on Trouble Rack without.
      • Place the item on the Trouble Rack.
        • The trouble rack should be close to the scanner, not at the cash wrap.
  • If the “Reprint Ticket and Try Again” error message appears:
    • Inventory Leader is available to assist:
      • Call them to come re-ticket the item so that it can be scanned on the fixture.
    • Inventory Leader is not available to assist:
      • Write “Reprint” on the 1X2 label and place it on the Trouble Rack.
        • The trouble rack should be close to the scanner, not at the cash wrap.
  • If the “Set on Trouble Rack (OPS Will Send Email Direction)” error message appears.
    • Call the Inventory Leader to assist:
      • Contact your Inventory Coordinator providing the error message received, style number & size, as well as the UPC scanned and the Inventory Coordinator will provide direction.
      • If it cannot be resolved in the moment, Write “OPS – UPC Error” on the blank 1X2 label and place on the trouble rack.
        • Follow up at the end of the day if you have not heard back.
  • If a scanner is interrupted in the middle of a fixture:
    • Use a Post-It to mark where the scanner left off.
      • This will avoid rescans or duplicate scans.
  • If an item was accidentally scanned or the wrong item shows up:
    • Click the red “X”.

               

      • This will remove (1) unit from the scan total.
      • This can be clicked multiple times to remove multiple units.
      • The app will keep track of the last (10) items that were scanned.
  • If the app gets refreshed or a button is accidentally clicked:
    • Navigate back to the PIE app and log in.
    • The app will ask to enter the fixture number and no previous scan data will show.
      • This information has not been lost, continue scanning where you left off.
      • Do not rescan items that were previously scanned.
  • If a scanner accidentally starts scanning another fixture without changing the fixture number:
    • Once recognized, contact the Inventory Leader.
    • Scanner – Change the fixture to the correct one, even if items have already been scanned.
    • Inventory Leader – Notate the combined fixture numbers on the map so other Inventory Leaders will know why it may not be accurately represented in reports.
      • Combined fixtures are not eligible for audits.
  • If the store receives a Transfer from another store during the scanning of the inventory:
    • Contact your Inventory Coordinator with the tracking number to verify if the transfer has been received.
    • Once received, open the transfer.
    • If the sections for the product have ALREADY been scanned, then scan these new items into the inventory and then place in their section.
    • If the sections for the product have NOT been scanned, then place in their section and scan when that section comes up.
  • If the store needs to receive a PO during the scanning of the inventory:
    • THIS MUST BE APPROVED BY OPS.
    • If the sections for the product have ALREADY been scanned, then scan these new items into the inventory and then place in their section.
    • If the sections for the product have NOT been scanned, then place in their section and scan when that section comes up.
  • If there is a customer return during the scanning of the inventory:
    • If the sections for the product have ALREADY been scanned, then scan these new items into the inventory and then place in their section.
    • If the sections for the product have NOT been scanned, then place in their section and scan when that section comes up.

 

📄Bulk Items – Complete on Day 1

This task can be delegated by the Inventory Leader.

  • Locate the email from your Inventory Coordinator with the shared Bulk Items List report.
  • Openthe spreadsheet in your Microsoft 365 portal.
    • If you are having trouble opening the spreadsheet, message your Inventory Coordinator via Teams. 
  • Print the spreadsheet.
    • Set the scaling to ‘Fit All Columns on One Page‘.
    • Use Narrow Margins.
  • For each item, locate all units of the style and get a physical count. 
  • Record the count in the “Physical On Hand” column.
  • Input the physical counts from the printed document to the shared Excel spreadsheet.
  • Once all counts have been entered, save the shared Excel spreadsheet.
  • Respond to your Inventory Coordinator via email or Teams letting them know the Bulk Items report has been completed.

 

📋Inventory Leader Tasks

The Inventory Leader is the most senior leader present in the store at that time. This person is responsible for ensuring that the inventory is being completed according to this company process.

  • Print the “Daily Inventory Leader Checklist”.
    • Print double-sided.
    • Fill this out on each scan day.
    • Hourly audits need to be recorded on this checklist.
    • Keep this completed checklist with the inventory map for District Manager review.
    • A completed scanned/photo copy needs to be emailed to the Inventory Coordinator each night before closing.
  • Oversee the inventory process.
  • Assign scanners a range of fixtures to scan.
    • Follow up with the scanners frequently to ensure they are on task, moving at an acceptable pace, and following all the scanning directions.
    • Ensure scanned fixtures are being highlighted on the map. 
  • Perform at least (2) audits per hour.
    • Run the Inventory Fixtures report.
    • Pick a fixture that has been scanned today.
    • Physically count the units on that fixture.
    • Compare physical count to the units listed on the report.
      • If the count is off by +/- 3% or more, then remove the fixture and have a different scanner scan the fixture again.
        • Use the Remove Fixtures Report found on the Admin site in the Reports Menu under Inventory Management.
      • If the count is the same or falls within +/- 3%, then the fixture does not need to be recounted.
    • Record the audits on the Daily Inventory Leader Checklist.
  • Use the Inventory Fixtures report to determine if fixtures have been missed.

    • Check throughout the day.

  • Re-ticket any items from the scanners so the item can be inventoried on the fixture.
  • Resolve the Trouble Rack items throughout the day.

    • These items will be scanned on the trouble rack fixture tag during the last hour of the day. 

    • Once scanned, the items can be placed back in their original locations on the scanned fixtures.

      • Do this after scanning has been completed for the day.

  • Confirm scanning devices are being charged on breaks and overnight.
  • Work with IT and your Inventory Coordinator directly with any and all inventory issues.

 

📈Reports and Tools

All reports can be found on the Admin site in the Reports menu under Inventory Management.

  • Remove Fixtures:
    • This tool should only be used if a fixture failed an audit, with a variance +/-3%, and needs to be recounted.
    • Find the fixture that needs to be recounted and click “Remove”.
  • Inventory Fixtures:
    • This report will show all the fixtures that have been scanned or are being scanned.
    • The Inventory Leader will use this report to perform audits on fixtures as well as ensure all fixtures are being scanned.
    • Use this report to complete 2 fixture audits per hour and record on the daily inventory checklist.
  • Inventory Store Progress:
    • This report will show the percent completed of the entire inventory.
    • It is based on the total units that were on hand at the start of the inventory versus how many units have been scanned so far.
  • Inventory Fixture Progress:
    • This report will show the 2+ days for inventory and the total fixtures that are assigned to be completed for each day.
    • It will show the percent completed of those fixtures for each day.
      • The goal is to be 100% complete for each day.
      • If this is not 100% complete, then pull the Inventory Fixtures report to determine what fixtures were not scanned.
      • If any fixtures were combined, the percentage will not be 100%.
    • Use this report to monitor pace.
  • Items Not Scanned:
    • This report will show all the items that are currently on hand in NetSuite but have not been scanned during the inventory process.
    • Use this to ensure all items get scanned.
  • Potential Variance:
    • This report will show what the variance will be if the inventory was completed right now.
    • Use this report to help identify potential issues that could be corrected before the inventory is completed.
  • PIE Employee Report
    • This report will list the count of fixtures, styles, units, hours and units/hour by employee as well as the Avg Units/Hour between all scanners.
    • Use this report to track employee progress and follow up with any scanners with less than 300 units per hour.

 

⭐ Review Day

Review Day Report

  • The District Manager and Store Manager will use the day following scanning to complete the Review Day Report.
  • The morning of review day, the Inventory Coordinator will share the Review Day report, a spreadsheet of styles to review and provide physical counts for.
  • Open the shared spreadsheet in your Microsoft 365 portal.
    • If you are having trouble opening the spreadsheet, message your Inventory Coordinator via Teams.
  • Print the spreadsheet.
    • Select Landscape Orientation.
    • Set the scaling to ‘Fit All Columns on One Page‘.
    • Use Narrow Margins.
  • Locate the items requested and record the physical count in the Physical Count column.
    • The report will provide the item requested, fixture number(s) that the item was scanned on, the on hand amount before inventory, and the quantity that was scanned during inventory.
  • Input the physical counts from the printed document to the shared Excel spreadsheet.
    • The physical count will be input in Column L.
  • Once all counts have been entered, save the shared Excel spreadsheet.
  • Respond to your Inventory Coordinator via email or Teams letting them know the Review Day report has been completed.
  • This will need to be completed before the Inventory Completion Checklist.

Pack IT Inventory Kit

  • Return all PIE Kit devices and accessories to the Kit.
  • Check the asset tag on each device to ensure all handhelds listed on the PIE Kit Handheld packing sticker are accounted for.
    • If any devices are missing or broken, notify your Inventory Coordinator ASAP.
  • If the next inventory location is in the same market, the DM will be responsible for moving the PIE kit between stores.
  • If the next inventory location is out of market, your Inventory Coordinator will provide a shipping label to use. 
    • The Kit should be shipped out as soon as a label is provided to ensure it arrives to the next location on time.

 

Inventory Completion Checklist

  • Print and fill out the Inventory Completion Checklist to confirm the following:
    • All fixtures have been scanned and marked as complete on the map.
      • Use the Inventory Fixture Progress Report (Admin) to identify missing fixtures.
    • Physical audit counts were completed by the Inventory Leader hourly and any failed fixtures were removed and rescanned.
    • The Bulk Item Report was completed and your Inventory Coordinator was notified.
    • All Trouble Rack items have been resolved and scanned on the Trouble Rack fixtures.
      • Contact your Inventory Coordinator for assistance with any unresolved items.
    • Daily Inventory Leader Checklists were completed for each scan day and submitted to your Inventory Coordinator.
    • The Review Day Report was completed and your Inventory Coordinator was notified.
    • The IT PIE Kit was packed and all devices were accounted for.
      • Any missing or damaged units need to be reported to your Inventory Coordinator ASAP.
    • The Inventory Store Progress Report was reviewed and is accurate.
  • If the District Manager is onsite:
    • The District Manager will review the Inventory Completion Checklist with the Store Manager to determine if the store’s inventory can be submitted for completion.
    • The District Manager will communicate to the Inventory Coordinator when the inventory can be closed.
  • If the District Manager is not onsite, email the completed checklist with SM signoff to your District Manager and Inventory Coordinator requesting your District Manager signoff.
    • The District Manager will review the Inventory Completion Checklist to determine if the store’s inventory can be submitted for completion.
    • The District Manager will need to signoff on the Inventory Completion Checklist and communicate to the Inventory Coordinator when the inventory can be closed.
  • The DM and SM are responsible for ensuring the PIE Reports have been reviewed and inventory is accurately represented before submitting the Inventory Completion Checklist.

 

😎 Finish Inventory

Wrong Team Report

  • Your Inventory Coordinator will share the Wrong Team Report spreadsheet with you after inventory has been closed.
    • Open the shared spreadsheet in your Microsoft 365 portal.
      • If you are having trouble opening the spreadsheet, message your Inventory Coordinator via Teams.
  • This report will show items that were scanned during inventory for a team the store does not carry.
    • The purpose of this report is to ensure those items are tagged correctly.
  • Print the spreadsheet.
    • Select Landscape Orientation.
    • Set the scaling to ‘Fit All Columns on One Page‘.
    • Use Narrow Margins.
  • Locate these items and determine if the item is indeed that team or an incorrect barcode.
    • The Wrong Team Report spreadsheet will show what fixture the item was scanned on.
  • Use Item Matrix on the handheld and scan each item on the fixture to find what barcode caused the incorrect scan.
  • Write the correct style number of the item in the Actual Style Number column.
    • Re-tag the item if needed.
  • Input the numbers from the printed report to the shared Excel Spreadsheet.
    • If the style number on the report is correct and the item listed is physically in your store, enter “Correct” in the Actual Style Number column.
  • Once complete, save the shared Excel spreadsheet.
  • Respond to the Inventory Coordinator via email or Teams letting them know the Wrong Team Report has been completed. 

 

Variance Cycle Counts

  • Cycle counts will be issued to the store for items that were on hand at the start of inventory but not scanned during inventory.
    • These will be available in the afternoon, around 1pm, on the day the inventory was finalized.
    • Variance Cycle Counts need to be completed before any other type of cycle counts.

 

Clean Up

  • Inventory Stickers need to be removed from fixtures, walls, shelves, etc.
    • If you will need supplemental hours to get the store back to visual standards, work with your Field Leader for this request.

 

Pick Exception Plan and Shrink

  • Once the Physical Inventory is completed stores will return to the previous process of having the MOD create any Pick Exceptions from Customer Orders.
  • If the store’s SHRINK is +/- 3% then the store is required to activate the High Shrink Store Action Plan. 

 

📞 Contact your Inventory Coordinator with any questions throughout this process.