{"id":7675,"date":"2024-09-05T01:13:41","date_gmt":"2024-09-05T01:13:41","guid":{"rendered":"https:\/\/www.hashmicro.com\/ph\/blog\/?p=7675"},"modified":"2026-03-10T02:36:46","modified_gmt":"2026-03-10T02:36:46","slug":"physical-inventory","status":"publish","type":"post","link":"https:\/\/www.hashmicro.com\/ph\/blog\/physical-inventory\/","title":{"rendered":"A Guide to Physical Inventory: Steps, Tips &amp; When to Count"},"content":{"rendered":"<p>Inventory record errors can trigger overstocking or understocking, which then disrupt operations and increase costs. Physical inventory counts help prevent this by showing the actual stock on hand, improving accuracy and stock control.<\/p>\n<p>A physical inventory count gives you a clear picture of your stock and can reduce storage costs, <a href=\"https:\/\/www.researchgate.net\/publication\/353056525_Identifying_the_root_causes_for_inventory_accumulation_and_prioritizing_them_using_an_MCDM-based_TOPSIS_approach\">which may reach 30-60% of inventory value itself<\/a> (Source: ResearchGate). By tracking each item carefully, you can avoid costly mistakes. But what is physical inventory, and is it still important for businesses in the Philippines today?<\/p>\n<table style=\"border-collapse: collapse; background-color: #fffacd; border-radius: 25px 25px 25px 25px;\" width=\"100%\">\n<tbody>\n<tr>\n<td style=\"padding: 15px; border: none;\">\n<h3 style=\"margin-bottom: 10px;\"><span style=\"background-color: #990000; color: #ffffff; padding: 5px;\"><b>Key Takeaways<\/b><\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\">Physical inventory is a <a href=\"#what\">crucial process<\/a> to count all of your stock in the warehouse.<\/li>\n<li>There are things to consider <a href=\"#when-to\">when conducting<\/a> this inventory method. You have to make sure that everything is settled down before implementing physical counts.<\/li>\n<li>There are <a href=\"#challenges\">4 common challenges<\/a> you can face when implementing physical inventory, but you can tackle those obstacles by doing tips such as being well-prepared.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><span id=\"what-is\"><div id=\"toc_group_article\" style=''>\r\n\t<p style='font-size:25px;font-weight:bold; margin-bottom:0px'>\r\n\t\tTable of Contents\r\n\t<\/p>\r\n\t<ul id=\"list_toc\" class='list_toc'><\/ul>\r\n<\/div>\r\n\r\n<div id=\"placeholder-toc\"><\/div>\r\n<div id=\"toc\">\r\n    <div class=\"header\">\r\n\t<span class=\"toc-title\" id=\"toc-title\">Content Lists<\/span>\t\r\n\t <i class=\"toc-icon\">\r\n        <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"30\" height=\"30\" viewBox=\"0 0 24 24\" fill=\"none\" stroke=\"#000\" stroke-width=\"2\" stroke-linecap=\"round\" stroke-linejoin=\"round\" class=\"header-icon\">\r\n          <path d=\"m6 9 6 6 6-6\" \/>\r\n        <\/svg>\r\n      <\/i>\r\n\t<\/div>\r\n    <div class=\"list\">\r\n      <ul id=\"toc-list\"><\/ul>\r\n    <\/div>\r\n <\/div>\r\n\r\n<style>\r\n\/* Simple styling for the TOC *\/\r\n\t\r\n\t#toc ul li:last-child {\r\n    padding-bottom: 16px; \/* Adjust the value as needed *\/\r\n}\r\n\r\n.td-fix-index {\r\n\t transform: unset !important;\r\n     -webkit-transform: unset !important; \r\n}\r\n.footer-contact .td-fix-index {\r\n\t transform: translateZ(0) !important;\r\n     -webkit-transform: translateZ(0) !important; \r\n}\r\n\t.tdb_single_content .tdb-block-inner.td-fix-index{\r\n\t\tposition: static;\r\n\t}\r\n\t\r\n\r\n\t\r\n#toc {\r\n  background-color: #FFF;\r\n\tpadding: 17px 24px 20px 24px !important;\r\n  margin-bottom: 20px;\r\n\/*   border: 1px solid #9C171E; *\/\r\n  border-radius: 6px;\r\n\tdisplay: none;\r\n  max-width: 100%;\r\n  transition: .4s ease height;\r\n\tmargin-left: 0;\r\n\toverflow: hidden;\r\n}\r\n\r\n#toc .header{\r\n  display: flex;\r\n  align-items: center;\r\n  justify-content: space-between;\r\n\tbackground-color: transparent;\r\n}\r\n\t\r\n\t#toc.sticky .header{\r\n\t\tpadding: 4px 0;\r\n\t}\r\n\t\r\n.header p{\r\n  font-size: 18px !important;\r\n  font-weight: 600 !important;\r\n  color: #393939;\r\n   margin-bottom: 0;\r\n  \/* margin-top: 20px; *\/\r\n}\r\n\r\n.toc-icon{\r\n  float: right;\r\n\/*   visibility: hidden; *\/\r\n}\r\n\r\n\t.toc-title{\r\n\t\tmargin-right: auto;\r\n\/* \t\tpadding-left: 20px; *\/\r\n\t\tfont-weight: 600;\r\n\t\talign-self: center;\t}\t\r\n\r\n#toc ul {\r\n  list-style-type: none;\r\n  padding-left: 0;\r\n  padding-top: 20px;\r\n  margin-top: 0px;\r\n}\r\n\t\r\n#toc.sticky ul{\r\n\toverflow-y: auto;\r\n\tmax-height: 250px;\r\n\tmargin-top: 0px;\r\n\tpadding-top: 20px;\r\n\/* \tborder-top: 1px solid #d3d3d3; *\/\r\n}\r\n\t\r\n#toc ul li {\r\n\/*   margin-bottom: 10px; *\/\r\n  margin-bottom: 10px;\r\n\tmargin-left: 0;\r\n\ttransition: .2s ease;\r\n\tcursor: pointer;\r\n}\r\n\t\r\n\t#toc.sticky ul li {\r\n\t  margin-right: 10px;\r\n\t}\r\n\t\r\n.td-post-content #toc-list li a:hover, .td-post-content #toc-list a.active{\r\n\tbackground-color: #FFF;\r\n\/* \tpadding: 8px 16px 8px 16px; *\/\r\n\tpadding: 4px 16px 4px 16px;\r\n\tborder-radius: 6px;\r\n\tcolor: #9c171e !important;\r\n\tfont-weight: 600 !important;\r\n}\r\n\t\r\n\t.td-post-content #toc-list li:hover a, .td-post-content #toc-list a.active{\r\n\t\tcolor: #9C171E !important;\r\n\t\tfont-weight: 600 !important;\r\n\t}\r\n\t\r\n.td-post-content #toc-list a.active{\r\n\tfont-weight: bold !important;\r\n\tcolor: #9C171E !important;\r\n}\r\n\t\r\n#toc a, .td-post-content #toc-list a {\r\n  text-decoration: none;\r\n  color: #ea1717 !important;\r\n  transition: .2s ease;\r\n\tfont-weight: 400 !important;\r\n\tdisplay: block;\r\n\t\r\n\tpadding: 4px 16px 4px 0;\r\n}\r\n\r\n#toc.sticky {\r\n  position: fixed;\r\n\/*   top: 73px; *\/\r\n\tbottom: 0;\r\n  z-index: 100; \r\n  box-shadow: 0 2px 5px rgba(0,0,0,0.1); \r\n\twidth: 100%; \r\n\tbackground-color: #FFF;\r\n\/* \tbackground-color: #FFF1F1; *\/\r\n\tborder-bottom: 1px solid #ea1717;\r\n\/*   border: 1px solid #393939; *\/\r\n  box-shadow: 0px 0px 14px 0px #00000040;\r\n  cursor: pointer;\r\n\tanimation: fadein .3s ease;\r\n\tpadding: 12px 16px !important;\r\n}\r\n\t\r\n\t.fadein{\r\n\t\tanimation: fadein .3s ease;\r\n\t}\r\n\t\r\n\t.fadeout{\r\n\t\tanimation: fadeout .3s ease;\r\n\t}\r\n\t\r\n\t\r\n\t@keyframes fadein{\r\n\t\t0% {\r\n\t\t\topacity: 0;\r\n\t\t}\r\n\t\t100%{\r\n\t\t\topacity: 1;\r\n\t\t}\r\n\t}\r\n\t\r\n\t@keyframes fadeout{\r\n\t\t0% {\r\n\t\t\topacity: 1;\r\n\t\t}\r\n\t\t100%{\r\n\t\t\topacity: 0;\r\n\t\t}\r\n\t}\r\n\r\n\t\r\n#toc.sticky .header p{\r\n\tmargin-bottom: 10px;\r\n\tmargin-top: 10px;\r\n}\r\n\r\n#toc.sticky .toc-icon{\r\n  visibility: visible;\r\n\/* \ttransition: 0.4s ease; *\/\r\n}\r\n\t\r\n\t.toc-icon{\r\n\t\talign-items: center;\r\n    \tdisplay: flex;\r\n\t}\r\n\t\r\n\tsvg.header-icon{\r\n\/* \t\tbackground-color: #9c171e; *\/\r\n\t\tbackground-color: #FFF;\r\n\t\tborder-radius: 30px;\r\n\t\tpadding: 5px;\r\n\t}\r\n\r\n#toc.sticky .list{\r\n\/*   max-height: 0; *\/\r\n  transition: height 0.4s ease;\r\n}\r\n\t\r\n\t#toc .list{\r\n\/*   max-height: 0; *\/\r\n  transition: height 0.4s ease;\r\n}\r\n\r\n#toc .header.active .toc-icon{\r\n\ttransform: rotate(0deg); \r\n\topacity: 1;\r\n}\r\n\r\n\t#toc .header.active + .list {\r\n\t  max-height: 200px; \/* Adjust this value as needed *\/\r\n\t  opacity: 1;\r\n\t}\r\n\t\r\n\t#placeholder-toc{\r\n\/* \t\tdisplay: none; *\/\r\n\t}\r\n\t\r\n\t@media (min-width: 768px) and (max-width: 991px){\r\n\t\t#toc.sticky{\r\n\/* \t\t\ttop: 104px; *\/\r\n\t\t\tbottom: 0px;\r\n\t\t}\r\n\t\t\r\n\t\t#toc{\r\n\t\t\twidth: unset !important;\r\n\t\t}\r\n\t}\r\n\t\r\n\t@media (max-width: 767px){\r\n\t\t#toc{\r\n\t\t\twidth: 100% !important;\r\n\t\t\tdisplay: inline-block;\r\n\t\t}\r\n\t\t\r\n\t\t#toc.sticky{\r\n\t\t\twidth: 84% !important;\r\n\/* \t\t\ttop: 81px; *\/\r\n\t\t\tbottom: 60px;\r\n\t\t\tmargin-left: auto;\r\n\t\t\tmargin-right: auto;\r\n\t\t\tpadding: 0 16px;\r\n\/* \t\t\tright: 5%; *\/\r\n\t\t}\r\n\t}\r\n<\/style>\r\n\r\n<style>\r\n\t#list_toc li {margin-bottom: 0;margin-top: 5px;}\r\n\t#list_toc > li > ul {padding-left: 20px;margin-bottom: 0;}\r\n\t#list_toc{height:max-content;transition:ease-in-out}\r\n\t#list_toc li {margin-bottom: 0;margin-top: 5px;}\r\n\t#list_toc_float li.active > a {color:#b1252d;background: #ffe1e3;}\r\n\t#list_toc_float li a {padding:3px 7px}\r\n\t#list_toc_float li a {\r\n\t\tdisplay: block;\r\n\t\tcolor:#000;\r\n\t\tmargin-bottom: 10px;\r\n\t\ttransition:all 0.2s ease-in-out;\r\n\t\tfont-size:15px\r\n\t}\r\n\t#list_toc_float li{list-style:none;list-style-position:inside; margin-left:0;}\r\n\t#list_toc_float a:hover{color:#b1252d;}\r\n\t\r\n\t#list_toc_float li a{margin-bottom:0px}\r\n\t#toc_group_float{\r\n\t\tline-height: 24px;\r\n\t\tmax-height: calc(100vh - 100px);\r\n\t\toverflow: auto;\r\n\t\tz-index: 99;\r\n\t\tdisplay:none!important;\r\n\t\tbackground:#fff;\r\n\t\ttransition:all 0.5s linear\r\n\t}\r\n\t\r\n\t@media (min-width:1019px){\r\n\t\t#toc_group_float {\r\n\t\t\tdisplay:block!important;\r\n\t\t\t}\r\n\t\t\t\t#toc_group_article {\r\n\t\t\tdisplay:none;\r\n\t\t}\r\n\t}\r\n\t\r\n\t@media (max-width:768px){\r\n\t\t#toc_group_article {\r\n\t\t\tdisplay:none;\r\n\t\t}\r\n\t}\r\n\t\r\n\t \/* custom scrollbar style *\/\r\n::-webkit-scrollbar {\r\n    width: 7px;\r\n}\r\n::-webkit-scrollbar-track {\r\n    background: #d7a2a4;\r\n}\r\n::-webkit-scrollbar-thumb {\r\n    background: #b1252d;\r\n    border-radius: 15px;\r\n}\t\t\r\n\r\n<\/style>\r\n\r\n<script>\r\n\tdocument.addEventListener('DOMContentLoaded', function() {\r\n\t\t\/\/ Function to handle click on all <a> elements with href starting with #\r\n\t\tfunction handleTitleClick(event) {\r\n\t\t\tevent.preventDefault();\r\n\t\t\tconst targetId = this.getAttribute('href').substring(1);\r\n\t\t\tconst targetElement = document.getElementById(targetId);\r\n\r\n\t\t\tif (targetElement) {\r\n\t\t\t\tconst headerHeight = document.querySelector('#toc .header').offsetHeight;\r\n\t\t\t\tconst navbarHeight = document.getElementById('tdi_34') ? document.getElementById('tdi_34').offsetHeight : 0;\r\n\t\t\t\tconst windowHeight = window.innerHeight;\r\n\t\t\t\tconst targetOffset = targetElement.offsetTop;\r\n\t\t\t\tconst scrollTo = targetOffset + (windowHeight \/ 2) + (headerHeight) - navbarHeight - 40;\r\n\r\n\t\t\t\twindow.scrollTo({\r\n\t\t\t\t\ttop: scrollTo,\r\n\t\t\t\t\tbehavior: 'smooth'\r\n\t\t\t\t});\r\n\t\t\t}\r\n\t\t}\r\n\r\n\t\t\/\/ Add event listener for all <a> elements in toc-list and list-toc\r\n\t\tconst titleLinks = document.querySelectorAll('#toc-list a, #list_toc a');\r\n\t\ttitleLinks.forEach(link => {\r\n\t\t\tlink.addEventListener('click', handleTitleClick);\r\n\t\t});\r\n\t});\r\n<\/script>\r\n\r\n<!-- ToC List for mobile -->\r\n<script>\r\n \/\/ Generate TOC based on headings\r\ndocument.addEventListener(\"DOMContentLoaded\", function() {\r\n  \/\/ Get the element that will contain the TOC\r\n  const tocList = document.getElementById('toc-list');\r\n\r\n  \/\/ Get the element with class 'td-post-content'\r\n  const article = document.querySelector('.td-post-content');\r\n\r\n  \/\/ Find all h2 elements within the article\r\n  const headers = article.getElementsByTagName('h2');\r\n\r\n  \/\/ Loop through the h2 elements and create a list item for each one\r\n  for (let i = 0; i < headers.length; i++) {\r\n    const header = headers[i];\r\n    const headerText = header.textContent;\r\n\/\/     const headerId = 'header-' + i;\r\n    const headerId = headerText\r\n    .toLowerCase()\r\n    .trim()\r\n    .replace(\/[^\\w\\s-]\/g, '')  \/\/ hapus tanda baca\r\n    .replace(\/\\s+\/g, '-'); \/\/ ganti spasi jadi \"-\"\r\n\r\n    \/\/ Set an ID for the header if it doesn't have one\r\n    header.setAttribute('id', headerId);\r\n\r\n    \/\/ Create a list item for the TOC\r\n    const listItem = document.createElement('li');\r\n\r\n    \/\/ Create a link for the list item\r\n    const link = document.createElement('a');\r\n    link.setAttribute('href', '#' + headerId);\r\n    link.textContent = headerText;\r\n\r\n    \/\/ Append the link to the list item\r\n    listItem.appendChild(link);\r\n\r\n    \/\/ Append the list item to the TOC list\r\n    tocList.appendChild(listItem);\r\n  }\r\n});\r\n\r\n\/\/ Keep height and placement of content using placeholder in place of TOC\r\ndocument.addEventListener(\"DOMContentLoaded\", function() {\r\n  const toc = document.querySelector('#toc');\r\n  const placeholderToc = document.querySelector('#placeholder-toc');\r\n\r\n  function setPlaceholderHeight() {\r\n    placeholderToc.style.height = `${toc.offsetHeight}px`;\r\n  }\r\n\r\n  \/\/ Set the initial height of the placeholder\r\n  setPlaceholderHeight();\r\n\r\n  \/\/ Update the height on window resize\r\n  window.addEventListener('resize', setPlaceholderHeight);\r\n});\r\n  const tocTitle = document.querySelector('#toc-title');\r\n\r\n\/\/ Sticky TOC and update heading\r\ndocument.addEventListener(\"DOMContentLoaded\", function() {\r\n  const toc = document.querySelector('#toc');\r\n  const footer = document.querySelector('.td-footer-template-wrap');\r\n  const tocParent = toc.parentElement;\r\n  const divTop = tocParent.getBoundingClientRect().top + window.pageYOffset;\r\n  const tocHeight = toc.offsetHeight;\r\n  const triggerPoint = divTop + tocHeight + 700;\r\n  const footerHeight = footer.offsetHeight;\r\n  const triggerFooterPoint = footer.getBoundingClientRect().top + window.pageYOffset - footerHeight - footerHeight - footerHeight;\r\n  const phtoc = document.querySelector('#placeholder-toc');\r\n  const headers = document.querySelectorAll('.td-post-content h2');\r\n  const navLinks = document.querySelectorAll('#toc-list a');\r\n\t\r\n\tconst panel2 = document.querySelector(\"#toc .list\");\r\n\tvar icon = document.querySelector(\".toc-icon\");\r\n\r\n  let activeLink = null; \/\/ Declare activeLink outside the loop\r\n\t\r\n  \/\/ Function to handle scroll and add\/remove .sticky class\r\n  function handleScroll() {\r\n    const windowTop = window.pageYOffset || document.documentElement.scrollTop;\r\n    let currentHeader = '';\r\n\r\n    \/\/ Highlight user progress as the heading comes\r\n    headers.forEach(header => {\r\n\t\tconst headerTop = header.offsetTop;\r\n\t\tconst headerHeight = header.clientHeight;\r\n\t\tif(window.innerWidth < 767){\r\n\t\t\ttocTitle.textContent = 'Table of Contents'; \/\/ Selalu pertahankan judul ini di mobile\r\n\t\t} else {\r\n\t\t\tif (window.scrollY >= (headerTop - headerHeight + 700)) {\r\n\t\t\t\tconst currentHeaderId = header.getAttribute('id');\r\n\t\t\t\tconst currentHeaderText = document.getElementById(currentHeaderId).textContent;\r\n\t\t\t\ttocTitle.textContent = currentHeaderText;\r\n\t\t\t\tcurrentHeader = currentHeaderId;\r\n\t\t\t}\r\n\t\t}\r\n\t});\r\n\r\n    navLinks.forEach(link => {\r\n      link.classList.remove('active');\r\n      if(currentHeader != '') {\r\n\t\t  if (link.getAttribute('href').includes(currentHeader)) {\r\n\t\t\t  link.classList.add('active');\r\n\t\t  }\r\n\t  }\r\n    });\r\n\r\n    \/\/ Update TOC title if sticky\r\n    if (windowTop > triggerPoint) {\r\n      if (!toc.classList.contains('sticky')) {\r\n        phtoc.style.display = \"block\";\r\n        toc.classList.add('sticky');\r\n        toc.style.width = `${tocParent.offsetWidth}px`; 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This crucial audit helps identify discrepancies between recorded data and actual stock, preventing losses and ensuring effective inventory management.<\/p>\n<p><span id=\"benefits\">The physical count process starts by counting all items from the sales floor to the backroom and comparing these counts <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/pos-system-point-of-sale\/\">with your POS system records to correct<\/a> discrepancies. It includes all product types, ensuring your actual stock matches the recorded figures accurately.<\/span><\/p>\n<h2><strong>Benefits of Physical Inventory Count<\/strong><\/h2>\n<p>Regular physical <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/inventory-count\/\">inventory counts<\/a> are vital for maintaining control over your stock.\u00a0<strong>This process can give you countless benefits<\/strong>, but to start, let\u2019s take a look at some of its down below.<\/p>\n<table style=\"width: 100%; border-collapse: collapse; font-family: Arial, sans-serif;\">\n<thead>\n<tr>\n<th style=\"background-color: #990000; color: #ffffff; border: 1px solid #990000; padding: 12px; text-align: left;\">Benefit<\/th>\n<th style=\"background-color: #990000; color: #ffffff; border: 1px solid #990000; padding: 12px; text-align: left;\">Explanation<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Inventory accuracy<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Keeps stock records accurate.<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Demand forecasting<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Improves demand planning.<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Prevention of stockouts<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Helps avoid stock shortages.<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Management of slow moving items<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Makes slow stock easier to identify.<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Reduction in inventory shrinkage<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Helps detect inventory loss early.<\/td>\n<\/tr>\n<tr>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\"><strong>Optimal stock levels<\/strong><\/td>\n<td style=\"background-color: #ffffff; color: #222222; border: 1px solid #d1d5db; padding: 12px;\">Supports balanced stock levels.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2><strong>Types of Physical Inventory<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-33036\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-300x200.webp\" alt=\"Physical-Inventory\" width=\"704\" height=\"469\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-300x200.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-768x512.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-630x420.webp 630w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-150x100.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM-696x464.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-08_38_11-AM.webp 800w\" sizes=\"(max-width: 704px) 100vw, 704px\" \/>As an ideal entrepreneur, of course, you don\u2019t want to ruin your business by choosing the wrong type of physical inventory. Therefore, there are 4 types of physical count of inventory you should know about in the Philippines, such as:<\/p>\n<h3><strong>1. Manual counting<\/strong><\/h3>\n<p>Employees count items by hand, a cost-effective method but prone to human error.<\/p>\n<h3><strong>2. Electronic counting<\/strong><\/h3>\n<p>Utilizes barcode scanners and POS systems for faster and more accurate counting.<\/p>\n<h3><strong>3. Cycle counting<\/strong><\/h3>\n<p>This involves counting a portion of the inventory at regular intervals instead of a full inventory count, which can save time and reduce disruptions.<\/p>\n<h3><strong><span id=\"when-to\">4. Full inventory count<\/span><\/strong><\/h3>\n<p>Usually conducted annually, this inventory count procedures approach involves counting all inventory items, crucial for accurate year-end financial reporting.<\/p>\n<h2><strong>When to Conduct a Physical Inventory Count<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-33037\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25-300x150.webp\" alt=\"Physical-Inventory\" width=\"714\" height=\"357\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25-300x150.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25-768x384.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25-150x75.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25-696x348.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Untitled-design-25.webp 800w\" sizes=\"(max-width: 714px) 100vw, 714px\" \/>The right time to conduct a physical inventory count depends on several factors, such as the number of SKUs you manage, your daily sales volume, and whether your business uses tools like POS systems or barcode scanners. Businesses with more products and faster stock movement often need to count inventory more often to keep records accurate.<\/p>\n<p>Regular physical counts help maintain reliable financial records and reduce the risk of stockouts. While many businesses do a full count at least once a year, others may need more frequent checks depending on their operations and how quickly inventory levels change.<\/p>\n<h2><strong>How to Conduct a Physical Inventory Count<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-7693 size-full\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory.webp\" alt=\"how to conduct physical inventory\" width=\"1200\" height=\"675\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory.webp 1200w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-300x169.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-1024x576.webp 1024w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-768x432.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-747x420.webp 747w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-150x84.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-696x392.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/how-to-conduct-physical-inventory-1068x601.webp 1068w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/>Efficiently counting your physical inventory involves several crucial steps that ensure accuracy and reliability throughout the process:<\/p>\n<h3><strong>1. Planning<\/strong><\/h3>\n<p>Assign specific tasks and areas to count, ensuring that each team member understands their responsibilities. This phase may include creating a detailed timetable and a checklist of areas and items to be counted.<\/p>\n<h3><strong>2. Organizing<\/strong><\/h3>\n<p>Break down the inventory count procedures into manageable sections and ensure that all items are accessible. This step can involve cleaning and organizing the warehouse or store areas to make the counting process smoother and faster.<\/p>\n<h3><strong>3. Counting<\/strong><\/h3>\n<p>Choose the most suitable counting method, manual or using inventory software. Stick to it to ensure consistency of business processes.<\/p>\n<h3><strong>4. Reconciling<\/strong><\/h3>\n<p>Investigate any discrepancies you find using <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/inventory-reconciliation\/\">inventory reconciliation<\/a> to understand their causes whether they are due to errors in counting, problems in data entry, or issues of theft and loss.<\/p>\n<h3><strong>5. Updating records<\/strong><\/h3>\n<p>Finally, update your <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/inventory-management-system\/\">inventory management system<\/a> with the accurate counts from your physical count of inventory. This ensures that your records are up-to-date and reflect the true state of your stock.<\/p>\n<h2><strong>Common Challenges in Physical Inventory Counting<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-33044\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-300x200.webp\" alt=\"Challenges-in-Physical-Inventory-Counting\" width=\"695\" height=\"463\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-300x200.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-768x512.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-630x420.webp 630w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-150x100.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM-696x464.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/ChatGPT-Image-Mar-10-2026-09_08_49-AM.webp 800w\" sizes=\"(max-width: 695px) 100vw, 695px\" \/>While physical inventory counts are crucial, they can present several challenges for companies. Here are some common issues that businesses may encounter during the process:<\/p>\n<h3><strong>1. Time and Resource Constraints<\/strong><\/h3>\n<p>One of the biggest challenges companies face with physical inventories is the required time and resources. Many businesses find it necessary to shut down parts or even all operations to conduct a thorough inventory. This disruption can lead to poor customer service, as operations are paused during the count.<\/p>\n<h3><strong>2. Limited Staff Availability<\/strong><\/h3>\n<p>Not all companies have enough staff to complete a full physical inventory. Smaller businesses, in particular, may struggle with the manpower needed to accurately count all inventory items, making the process even more challenging.<\/p>\n<h3><strong>3. Common Discrepancies in Physical Counts<\/strong><\/h3>\n<p>Discrepancies during physical inventory counts often arise due to inaccurate recording by internal or temporary staff. Common issues include:<\/p>\n<ul>\n<li><strong>Incorrect recording:<\/strong> Some inventory items may be inaccurately documented or incorrectly classified, leading to mismatches in inventory records.<\/li>\n<li><strong>New Item errors:<\/strong> New inventory items might be recorded improperly, further complicating the count&#8217;s accuracy.<\/li>\n<\/ul>\n<h3><strong>4. Items to exclude from physical inventory<\/strong><\/h3>\n<p>Regardless of how accurate the inventory count procedures is, certain items should be excluded from the count:<\/p>\n<ul>\n<li><strong>Supplier receipts:<\/strong> Any supplier receipts that arrived after the predetermined<a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/cut-off-date\/\"> cut-off date<\/a> should not be included in the count.<\/li>\n<li><strong>Known thefts:<\/strong> Items that have been identified as stolen should not be counted in the inventory.<\/li>\n<li><strong><span id=\"tips\">Uninvoiced shipments:<\/span><\/strong> Any shipments that have departed but do not have accompanying invoices should also be excluded from the physical inventory.<\/li>\n<\/ul>\n<p>That being said, inventory counts should be done carefully, so that the whole <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/inventory-control\/\">inventory control<\/a> processes can go as smoothly as possible. Implementing other software, like <a href=\"\/ph\/blog\/manufacturing-inventory-software\/\">manufacturing inventory software<\/a>, while <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/top-construction-inventory-management-software\/\">construction management software can support<\/a> better material tracking across project sites.<\/p>\n<h2><strong>Tips and Best Practices for Physical Inventory Count<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-7691 size-full\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory.webp\" alt=\"tips and best practice physical inventory\" width=\"1200\" height=\"675\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory.webp 1200w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-300x169.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-1024x576.webp 1024w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-768x432.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-747x420.webp 747w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-150x84.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-696x392.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/tips-and-best-practicef-physical-inventory-1068x601.webp 1068w\" sizes=\"(max-width: 1200px) 100vw, 1200px\" \/>Conducting a physical inventory count is essential for maintaining accurate stock records. Here are five key tips and best practices to ensure your inventory counts are effective and efficient:<\/p>\n<ol>\n<li><strong>Prepare thoroughly:<\/strong> Clean and organize your storage areas before the count to ensure all items are easily accessible. This preparation reduces time spent searching and sorting during the count.<\/li>\n<li><strong>Equip and train:<\/strong> Provide your team with the necessary tools such as scanners and <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/cloud-inventory-management-software-philippines\/\">cloud inventory software<\/a>. Additionally, train all participants on the counting procedures and the importance of accuracy to minimize errors.<\/li>\n<li><strong>Schedule strategically:<\/strong> Conduct the inventory during low-activity periods, such as after business hours or during slower seasons, to minimize disruptions and maintain focus on accuracy.<\/li>\n<li><strong>Divide and conquer:<\/strong> Break down the inventory into manageable sections and assign teams to different areas based on their knowledge and experience with the products. This targeted approach helps in conducting thorough and efficient counts.<\/li>\n<li><strong>Review and analyze:<\/strong> After completing the count, review the results for discrepancies and investigate the causes. Use these insights to improve your inventory management practices and procedures for future counts.<\/li>\n<\/ol>\n<h2><strong>The Role of Inventory Dashboards in Physical Inventory Management<\/strong><\/h2>\n<p><img decoding=\"async\" class=\"alignnone wp-image-33045\" src=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232-300x144.webp\" alt=\"Inventory-Dashboards-in-Physical-Inventory-Management\" width=\"717\" height=\"344\" srcset=\"https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232-300x144.webp 300w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232-768x370.webp 768w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232-150x72.webp 150w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232-696x335.webp 696w, https:\/\/www.hashmicro.com\/ph\/blog\/wp-content\/uploads\/2024\/09\/Screenshot-2026-03-10-092232.webp 800w\" sizes=\"(max-width: 717px) 100vw, 717px\" \/>Inventory dashboards help businesses monitor stock more clearly before, during, and after a physical inventory count. Instead of checking scattered records manually, teams can view key data in one place, such as stock levels, item movement, discrepancies, and slow-moving products.<\/p>\n<p>This visibility helps businesses spot unusual patterns faster and compare physical counts with recorded inventory more easily. As a result, companies can improve stock accuracy, make better replenishment decisions, and keep warehouse control more organized.<\/p>\n<h2><strong>Conclusion<\/strong><\/h2>\n<p>Physical inventory counting remains an important process for businesses that want to keep stock records accurate and operations running smoothly. By verifying actual stock levels, companies can reduce errors, prevent losses, and make better decisions for purchasing, storage, and daily inventory control.<\/p>\n<p>With the right preparation, clear procedures, and support from tools like inventory dashboards or software, <a href=\"https:\/\/www.hashmicro.com\/ph\/blog\/inventory-management-techniques-philippines\/\">businesses in the Philippines can maintain<\/a> better stock visibility and improve overall inventory management.<\/p>\n<h2><strong>FAQ About Physical Inventory<\/strong><\/h2>\n<ul class=\"bottom_faq\">\n<li>\n<details>\n<summary><strong>What is a physical inventory usually taken?<\/strong><\/summary>\n<p>Companies usually take physical inventory when stock movement is low or when the fiscal year ends.<\/p>\n<\/details>\n<\/li>\n<li>\n<details>\n<summary><strong>What are the characteristics of physical inventory?<\/strong><\/summary>\n<p>Physical inventory counts typically include raw materials, works-in-process (WIP), finished goods, as well as packing materials, maintenance, repair, and operations (MRO) supplies.<\/p>\n<\/details>\n<\/li>\n<li>\n<details>\n<summary><strong>What involves physical inventory?<\/strong><\/summary>\n<p>Physical inventory involves tracking the sellable goods currently in stock, measured by weight, volume, or units. By managing items at the SKU level, businesses can ensure consistency between physical counts and inventory records.<\/p>\n<\/details>\n<\/li>\n<\/ul>\n<p><script type=\"application\/ld+json\">\n{\n  \"@context\": \"https:\/\/schema.org\",\n  \"@type\": \"FAQPage\",\n  \"mainEntity\": [\n    {\n      \"@type\": \"Question\",\n      \"name\": \"When do companies usually take physical inventory?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Companies usually take physical inventory when stock movement is low or when the fiscal year ends.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"What are the characteristics of physical inventory?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Physical inventory counts typically include raw materials, work-in-process (WIP), finished goods, packing materials, and maintenance, repair, and operations (MRO) supplies.\"\n      }\n    },\n    {\n      \"@type\": \"Question\",\n      \"name\": \"What does physical inventory involve?\",\n      \"acceptedAnswer\": {\n        \"@type\": \"Answer\",\n        \"text\": \"Physical inventory involves tracking the sellable goods currently in stock, measured by weight, volume, or units. By managing items at the SKU level, businesses can maintain consistency between physical counts and inventory records.\"\n      }\n    }\n  ]\n}\n<\/script><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Inventory record errors can trigger overstocking or understocking, which then disrupt operations and increase costs. Physical inventory counts help prevent this by showing the actual stock on hand, improving accuracy and stock control. A physical inventory count gives you a clear picture of your stock and can reduce storage costs, which may reach 30-60% of [&hellip;]<\/p>\n","protected":false},"author":18,"featured_media":7692,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[20],"tags":[],"class_list":{"0":"post-7675","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-inventory"},"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>A Guide to Physical Inventory: Steps, Tips &amp; When to Count<\/title>\n<meta name=\"description\" content=\"Conducting physical inventory counts is crucial for accurate stock management, preventing financial losses, and enhancing inventory control.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.hashmicro.com\/ph\/blog\/physical-inventory\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"A Guide to Physical Inventory: Steps, Tips &amp; 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