In order to ensure an accurate count, a cut-off date is necessary.  This means that for a three to five day period prior to inventory no items are issued from the Central Receiving inventory.

The count is to be done by two personnel (one counter and one verifier).  The counter is given an inventory list (without quantity on hand) for an area to count.  As he/she counts, the quantity is entered in the appropriate column on the inventory list.  The verifier is also handed an inventory list, (again without the quantity on hand) to re-count the area that the counter has already counted.  The two lists are compared and any discrepancies in the counts reconciled.  After a correct count is indicated, the count is compared to the quantity on hand indicated in the computer.  Any discrepancies are compiled and a list is sent to the Accounting Services Department.  Accounting Services will make the necessary corrections to the dollar value of the corrected inventory.

After all counts are made and any reconciliation performed, four copies of the inventory are printed out and distributed as follows:
    1 copy   remains at Central Receiving
    1 copy  is sent to Accounting Services
    2 copies are sent to the Internal Auditor  (in case State Auditor needs copy)

Any items that were ordered for inventory, that come in during the time that the physical inventory is in progress, are held until after the Internal Auditor has completed his audit and the computer has been reset for the next Fiscal Year.  The items are then added to the inventory and Central Receiving can return to business as usual.