Disputed situations during a revision

A revision rarely runs perfectly smoothly. The storekeeper disagrees with the count, says the missing goods are "somewhere else", a key document cannot be found, someone does not want to sign. This is normal: a dispute is an ordinary part of a revision, and how it is handled decides how far the result is trusted. When a dispute arises there is only one right way: re-check the facts and document everything in front of witnesses.

A dispute cannot be eliminated, but it can be documented.

The basic rules

1. Stop and mark. Stick a label or tape on the disputed position, write "disputed" on the count sheet and carry on.
2. Establish the fact first and discuss the cause afterwards. The argument may be about "how much is there?" or about "why is it short?". Move to the second only after the first is settled.
3. Do not recount without witnesses. The person who objected, at least one committee member and, if needed, a third person should be present.
4. Avoid an accusing tone and talk only about figures and documents.
5. Write everything down: who objected to what, what was done and what the result was.

The most common situations

"Those goods are somewhere else"

The storekeeper says the missing goods are reserved for a customer, in the picking zone, in transit or at a branch. Check the place at once and ask for a document: a reservation sheet, a delivery note, a transfer document. If the document exists and the goods are found there, the difference disappears. If there is no document, the claim counts as unconfirmed, but the result of the check is recorded all the same.

An example. In an auto-parts warehouse a shortage of 9 boxes of oil filters turned up. The storekeeper said: "They are in the picking zone for a customer's order." The committee went to the zone, looked at the reservation sheet and found 6 boxes. 3 boxes were not found. The dispute narrowed from 9 boxes to 3, and the inquiry focused on exactly those.

A document is missing or arrives late

Set a clear deadline for the disputed document, for example noon the next day. If the deadline passes, the difference is recorded as not supported by a document. If the document turns up later, add it to the report as a supplement rather than quietly correcting anything.

Someone else's goods

These may be a customer's goods, goods taken on commission or a supplier's leftover stock. If confirmed by documents, they are listed separately and not added to your own balance. If not confirmed, mark the goods separately and find out the owner.

Price and continuing sales

Price disputes are easy to prevent: decide before the revision which price (cost or selling) applies and do not change it during the count. If sales continue, log them separately or close the zone briefly, otherwise the count will not match the "frozen" balance.

The recount procedure

1. Do not move the disputed position; put a label on it.
2. The recount takes place in the presence of the person who objected, a committee member and a witness.
3. Where possible use a different method: weighing or counting by packs instead of pieces.
4. Three people sign the result, and the count sheet says "recounted".
5. If the result changes, both results are kept: the first is not erased but marked "corrected".

At the end of the count, gather all disputed positions into one list: the position, the booked and recounted quantity, the substance of the objection, how it was settled. The list is attached to the report and later shows at a glance what was disputed and how it was resolved.

Refusal to sign and what to avoid

If the storekeeper does not sign the count sheet or the report, do not force him. Ask for the reason and write it down, record the refusal in front of at least two witnesses, and let the employee set out his objection in writing. The result is not cancelled by this, but the positions of both sides stay in the document.

Things to avoid:

• arguing loudly with the storekeeper during the count;
• threatening dismissal or throwing someone out of the room;
• "just" moving goods to another place;
• settling the matter with cash ("he'll pay it himself, we won't record it");
• removing the disputed result from the report.

Conclusion

A dispute is not a weakness of the committee but an ordinary part of the work. The key to settling it calmly is to mark, recount, bring in witnesses and write everything down. In complicated cases the Reviziya team can help as an impartial participant in the count and the paperwork.