Before the truck count
- Choose the truck, responsible technician, count date, and person completing the check.
- Finish or identify open stock transfers so items are not counted in two places.
- Print or open the expected stock list with SKU, item name, unit, expected quantity, minimum quantity, and serial number where needed.
- Keep labor and one-time invoice charges out of the inventory list.
Count every stock type correctly
Count normal parts as eaches or packages. Record refrigerant and other measured supplies in the configured unit, including decimal amounts when necessary. Match serialized tools, tanks, gauges, pumps, and equipment by serial or asset number rather than quantity alone.
Record the variance instead of hiding it
| Field | Why it matters |
|---|---|
| Expected quantity | Shows what the inventory record predicted before the count. |
| Physical quantity | Captures what was actually present on the truck. |
| Variance | Identifies shortages, overages, or incorrect units that need review. |
| Condition | Flags damaged, expired, leaking, or unusable stock. |
| Restock quantity | Creates an actionable warehouse request based on the minimum level. |
| Notes and person | Preserves the explanation and accountability for the check. |
Close the count with transfers
Use warehouse-to-truck or truck-to-truck transfers for approved replenishment. A transfer should retain source, destination, item, quantity, unit, serials, date, person, and notes. Avoid silently changing both location balances because that removes the movement history.
Choose a count frequency the business can maintain
High-use trucks may need frequent cycle counts while low-use trucks can be checked less often. The useful schedule is the one the owner can complete consistently and review when a truck is due or overdue.
After the count
- Review large or repeated variances.
- Approve restock quantities and create transfer records.
- Update damaged or retired serialized assets.
- Save the completed date, person, notes, and next due date.
- Use the variance history to adjust minimum quantities when real usage changes.
