Stock is counted on a phone, and every gap reaches the books and the auditor

Storekeepers scan bin labels with a phone app and type the count. Gaps are recounted, approved and posted to Dynamics 365, and listed for the auditor.

Used day to day by
  • Stores team
  • Finance team

How it runs with AI

Storekeepers count a short list of bins every day on a phone app, between issues. The app reads the bin and item labels from the photo and keeps the book quantity hidden until the count is in. It checks each count against Dynamics 365, sends any gap for a second count and drafts the adjustment for the stores manager to approve on Teams. Each gap goes on the auditor's sheet with the photos and the names of who counted and who approved.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads the bin and the item from the labels in the phone photo, and keeps the book quantity hidden until the count is in

    Needs to know: Bins due for counting, Bin and item codes

    In Stores app

  2. Step 2, AI

    Checks each count against the book stock in Dynamics 365 and marks any gap beyond the tolerance

    Needs to know: Tolerance by item type

    In Stores app , Microsoft Dynamics 365

    Exception to step 2

    Sends each gap to a second storekeeper for a recount, without showing the first count

  3. Step 3, AI

    Drafts a stock adjustment in Dynamics 365 once the second count agrees

    Needs to know: Item values, Approval limits

    In Microsoft Dynamics 365

  4. Step 4, Person

    Checks the photos and both counts, then approves the adjustment on Teams

    In Microsoft Teams

  5. Step 5, AI

    Posts the approved adjustment in Dynamics 365 and adds each gap to the count log the auditor reads

    Needs to know: What the auditor needs

    In Microsoft Dynamics 365 , Google Sheets

What stays with a person

  • Checks the photos and both counts, then approves the adjustment on Teams

Apps in this example

  • Stores app
  • Microsoft Dynamics 365
  • Google Sheets
  • Microsoft Teams

The same flow works with the apps you use.

This fits you if

  • Your stores hold more than 1,000 bins
  • The stores close for a day or more to count stock
  • Count sheets are printed from Microsoft Dynamics 365 and typed back in
  • Your auditor asks who counted each bin and who approved each change

What to watch for

  • Bins with worn or missing labels get a new label before counting starts. The app tells the storekeeper when it cannot read one
  • Your team sets the tolerance for each kind of item, for example 1% for bolts counted by weight and an exact count for bearings
  • A stock adjustment changes the value in your books, so the stores manager approves every one, and your finance head approves any above a limit you set
  • Your auditor decides how much to rely on the daily counts, and may still attend a count at year end

Read more

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