Spot checking helps determine the accuracy of your inventory. You can
perform spot checks on inventory to make sure transactions are being properly
recorded in QuickBooks.
There are multiple ways to select items for spot checks:
Select items that may have an inaccurate quantity on hand.
Select items where the accuracy of the quantity on hand is most
Select random items.
This is an example you can use for setting up a process for spot checking
Each week, make a list of 5 to 6 part numbers to be
Conduct a physical
inventory count and compare it to the quantity on hand. If there is a
discrepancy, perform the following investigations before making an
Look at the item in QuickBooks to ensure nothing has changed since printing
the Inventory Count Sheet. Go to the Lists menu, choose Item List, and then
select the item you are having a problem with. From the Reports menu at the
bottom of the screen, select Quick Report. In the Date field, select This
Month. Review the report to make sure nothing has happened since starting the
Double check that you counted the correct item.
Count the item again. Determine whether it is stored in more than one
Ensure that adjustments for damaged goods and goods returned to vendor were
completed before the count.
If you find a discrepancy that can not be resolved, do not make an immediate
adjustment. Add the item to the next spot check and see if it has corrected
itself. If the item is consistently off, make an adjustment after the third
Note: You should not make the adjustment immediately, because it is
possible for counts to be inaccurate and to be corrected within a short period
of time. For example, items may get placed in the wrong area and later