Stock Variance Investigation Sheet
Stop a count difference being adjusted just to make the numbers agree. The same checks are walked every time and the cause written down before anyone touches the system.
WL-23 1 page
Warehouse and logistics · WL-22
Stock Transfer Between Sites Record
A free printable stock transfer sheet — lines, batches and quantities sent from one site and counted in at the other, with a difference column and signatures.
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One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Close the gap where stock leaves one site's system and has not yet arrived in the other's, by putting the sent count and the received count side by side on one sheet.
Who it is for
Stores and warehouse staff moving stock between depots, branches, vans or a main store and a satellite, where a delivery note from a supplier does not exist.
How to use it
- Give the transfer a reference and fill in both sites, the date and who sent it.
- List each line with its batch or lot and the quantity sent, and note how many pallets or parcels it went out as.
- Send the sheet, or a copy, with the goods.
- At the receiving site count each line in, write the quantity received and any difference, and sign.
- Raise any difference with the sending site straight away and note who it was raised with and when.
What is on the sheet
One page, top to bottom:
Printed under the title: One transfer of stock from one site, store or depot to another — what left, what arrived, who counted it at each end and where any difference was raised.
Both ends on one sheet. Fill the left-hand quantities at the sending site and the right-hand ones at the receiving site, on the same sheet. A copy that travels with the goods and comes back signed is worth more than two separate records that never meet.
Write-on lines: Transfer reference · From site / store · To site / store · Date sent · Sent by · Carrier or vehicle · Pallets / parcels sent · Seal or consignment no.
Lines transferred — quantities sent on the left, received on the right
Table, 6 rows: Part / SKU · Description · Batch / lot · Unit · Qty sent · Qty received · Difference · Notes
Receipt at destination — filled in by the receiving site
Write-on lines: Date received · Received and counted by · Condition on arrival · Pallets / parcels received · Differences raised with · Date raised · Booked into system by · Date booked
Signature strip: Signed — sending site · Signed — receiving site · Date
Questions
Why not just use the stock system's transfer function?
Use it — this sheet is the paper that travels with the goods and gets counted against at the far end. A system transfer says what was meant to move; the signed sheet says what actually arrived, and the difference column is where the two are reconciled before either system is corrected.
What counts as a difference worth raising?
That is your own site's call, so the sheet leaves it open: a short count of one matters on some lines and not on others. Record every difference here and let whoever owns the stock decide which to chase.
Related sheets
Delivery Note
Send goods with a note, or check a delivery in properly, with the discrepancy line that settles arguments weeks later.
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Load and Delivery Manifest
Give a driver one sheet showing the whole run, with a signature line per drop and a place to record refusals and returns.
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Stock Location and Bin Map
Give a picker, a counter or a new starter one page that says where a line lives, instead of the knowledge living in whoever has been there longest.
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