Workflow Template

Inventory Cycle Count Workflow

Manages the end-to-end inventory cycle count process: supervisor submits a count request, a counter records the physical quantity, variance is calculated, and recounts and investigations are triggered automatically when discrepancies occur, culminating in manager-approved inventory adjustment.

Organisations running regular inventory cycle counts need a consistent, visible process that supervisors, counters, investigators and managers can all rely on without gaps in accountability. This workflow manages the full cycle count lifecycle, from a supervisor's initial request through physical counting, automatic variance calculation, recounts, root cause investigation and manager-approved inventory adjustment. Supervisors, counters, the inventory manager and the inventory controller are each assigned tasks at the relevant stage, with every action and status change captured on the record's timeline.

Business Outcomes

Supports faster identification and resolution of inventory count discrepancies
Helps reduce manual follow-up by automatically triggering recounts and investigations on variance
Improves visibility into count status across locations and zones through record dashboards
Makes it easier to maintain a documented root cause and adjustment history for each count
Streamlines handoffs between counters, supervisors, managers and inventory controllers

Workflow Steps

Steps

1
Create Cycle Count Recordcreate record
Registers the submitted cycle count request as a record.
2
Set Status to Countingupdate record
Sets the record status to Counting.
3
Email Acknowledgement to Supervisorsend email
Sends the supervisor an acknowledgement email with their reference number.
4
Counter: Record Physical Quantitycreate task
Assigns a task to the counter to record the physical quantity counted, due in 1 day.
5
Calculate Varianceupdate record
Calculates the variance as physical quantity minus system quantity and saves it to the record.
6
Route on Variance
Checks whether the initial count variance is zero.
variance: "0"→Set Status to Closed (Count Matches)
Default→Counter: Recount Item
7
Set Status to Closed (Count Matches)update record
Sets the record status to Closed since the physical count matches the system quantity.
8
Email Supervisor: Count Matchessend email
Notifies the supervisor that the count matches the system quantity and the record is closed.
9
Counter: Recount Itemcreate task
Assigns a task to the counter to recount the item, due in 1 day.
10
Calculate Recount Varianceupdate record
Calculates the recount variance as recounted quantity minus system quantity and saves it to the record.
11
Route on Recount Variance
Checks whether the recount variance is zero.
recount_variance: "0"→Set Status to Closed (Recount Matches)
Default→Set Status to Investigating
12
Set Status to Closed (Recount Matches)update record
Sets the record status to Closed since the recounted quantity matches the system quantity.
13
Email Supervisor: Recount Matchessend email
Notifies the supervisor that the recount matches the system quantity and the record is closed.
14
Set Status to Investigatingupdate record
Sets the record status to Investigating since the recount still shows a variance.
15
Supervisor: Investigate Root Causecreate task
Assigns a task to the supervisor to record the root cause and adjustment value, due in 3 days.
16
Save Investigation Findingsupdate record
Saves the root cause and adjustment value to the record.
17
Inventory Manager: Approve Adjustmentrequest approval
Requests the inventory manager's approval or rejection of the proposed adjustment.
18
Route on Adjustment Approval
Routes based on whether the inventory manager approved or rejected the adjustment.
approval_status: "approved"→Inventory Controller: Update Inventory
approval_status: "rejected"→Return to Investigation
Default→End
19
Return to Investigationrestart from step
Restarts the workflow from the investigation task since the manager rejected the adjustment.
20
Inventory Controller: Update Inventorycreate task
Assigns a task to the inventory controller to update the inventory system, due in 1 day.
21
Save Date Updatedupdate record
Saves the inventory update date to the record.
22
Set Status to Adjustedupdate record
Sets the record status to Adjusted after the inventory update.
23
Email Supervisor: Count Closedsend email
Notifies the supervisor that the count is closed after inventory adjustment.

Fields

Show all 14 fields

FormInventory Cycle Count Request

Supervisor Name*· Text
Supervisor Email*· Email
Location / Zone*· Text
Item*· Text
Count Date*· Date
System Quantity*· Number

TaskCounter: Record Physical Quantity

Physical Quantity Counted*· Number

TaskCounter: Recount Item

Recounted Quantity*· Number

TaskSupervisor: Investigate Root Cause

Root Cause*· Long text
Adjustment Value*· Number

TaskInventory Controller: Update Inventory

Date Inventory Updated*· Date

Other fields

Variance· Number
Recount Variance· Number
Count Status· Choice

Supervisor Name*
Supervisor Email*
Location / Zone*
Item*
Count Date*
System Quantity*

Forms

Inventory Cycle Count Request

6 fields

Data Views

Cycle Count Overview

location_zone, item, variance, recount_variance +1 more

Dashboard Widgets

Counts by Count Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

inventory cycle countstock countinventory auditcycle countingwarehouse inventory

Similar Workflows

Inventory Reorder Workflow Inventory Adjustment Approval Workflow Goods Receiving Workflow

Similar Categories

Supply Chain & Logistics Operations Management

FAQs

What does this workflow record for each cycle count?

Each cycle count is captured as a record with a reference number, current status and a full timeline of activity. The record stores the physical quantity counted, calculated variance, any recount quantity and recount variance, the root cause and adjustment value entered during investigation, and the date inventory was updated. This gives a consistent, reviewable history of how each count progressed from submission to closure or adjustment.

Who is involved in the cycle count process?

The supervisor submits the initial request and later investigates root cause if a recount still shows a variance. The counter is assigned tasks to record the physical quantity and, if needed, to recount the item. The inventory manager approves or rejects proposed adjustments, and the inventory controller updates the inventory system once an adjustment is approved.

How is variance handled when the physical count doesn't match the system quantity?

The workflow calculates variance automatically as physical quantity minus system quantity. If the variance is zero, the record is closed and the supervisor is notified; if not, the counter is assigned a recount task and the process checks the recount variance in the same way.

What happens if the recount still shows a discrepancy?

If the recount variance is not zero, the record status is set to Investigating and the supervisor is assigned a task to record the root cause and a proposed adjustment value. These findings are saved to the record before being routed to the inventory manager for approval.

How does manager approval of an adjustment work?

The inventory manager reviews the proposed adjustment and either approves or rejects it. An approval moves the record forward to have the inventory controller update the inventory system, while a rejection returns the record to the investigation task so the supervisor can revisit the root cause and adjustment value.

How do we change this workflow if our count process differs?

A workspace can describe the desired change in plain English or edit the steps directly in the workflow editor, for example adjusting task due dates or the fields captured during investigation. Earlier versions of the workflow are kept, so changes can be reviewed against prior configurations.

Do supervisors or counters need an account to take part?

Supervisors submit their initial request through a public request form, and tasks such as recording physical quantities or investigating root cause are sent to team members within the workspace. Any updates that supervisors receive after submission, such as acknowledgements or closure notices, are delivered by email without requiring them to log in anywhere.

What status values does a cycle count record move through?

A record moves through statuses such as Counting, Closed (when the count or recount matches), Investigating, and Adjusted (after inventory is updated following an approved adjustment). These statuses are visible in table views and dashboards, making it straightforward to see where each count stands at any time.

Can task deadlines be adjusted for counting, recounting or investigation?

Yes, the due dates assigned to tasks such as recording the physical quantity, recounting, or investigating root cause can be changed by editing the workflow. This allows a workspace to align task deadlines with its own operational schedules and staffing patterns.

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