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Inventory Count Hamburg & Grenoble Stocks

I. General Information:

Maintaining an accurate inventory list is essential for effective warehouse management and financial reporting. Regular inventory counts ensure that physical stock levels match recorded data, prevent stock discrepancies, minimize losses, and provide reliable information for purchasing decisions and year-end financial statements. This SOP establishes a standardized process for conducting annual inventory counts across our Hamburg and Grenoble warehouse locations. 

II. Inventory recording process:

The designated responsible person at each location (Hamburg and Grenoble) is accountable for maintaining accurate inventory records in our Inventory HH - Grenoble 2026 list. A separate Google Sheet exists for each location: one labeled "HH" for Hamburg and one labeled "Grenoble" for the Grenoble warehouse. The inventory list is also saved in our shared Momentum Transfer Drive under Finance -> Inventory -> 2026 and shared with the responsible persons.

Step 1: Open the Google Sheet

Open the Google Sheet: Inventory HH - Grenoble 2026

Step 2: Complete Required Fields

Fill in the following columns for each received item:

⚠️ Critical: Do NOT Fill These Columns Manually

The following columns contain formulas and must NEVER be filled manually:

  • Column F (Unit Price) - Auto-calculates based on Total Price ÷ Quantity
  • Column J (Value € 31.12.2026) - Auto-calculates stock value at year-end

Why this matters: Manually entering data in these columns will delete the formulas and compromise the accuracy of the entire inventory system.

Column I: Reserved for Year-End Count Only

Column I (Stock 31.12.2026) must remain EMPTY during regular inventory recording.

This column is exclusively used during the annual physical inventory between the last beamtime of the year and January 6th. 

 III. Year-End Physical Inventory Count:

Timing and Schedule

The physical inventory count must be conducted at both warehouse locations (Hamburg and Grenoble) independently but within a coordinated timeframe to ensure accurate year-end financial reporting.

Critical Timeline

The inventory count period runs from after the last beamtime of the year until January 6th of the following year. Within this period, the following milestones must be met:

  1. Inventory Count Deadline: December 31st
    • Both Hamburg and Grenoble warehouses must complete their physical counts by year-end
    • Counts must be conducted after the last beamtime to account for all consumed materials
    • Counts must be completed before December 31st to allow time for reconciliation
  2. Reconciliation Meeting: Between December 31st and January 6th
    • Meeting participants: Hamburg warehouse manager, Grenoble warehouse manager, and accounting department representative
    • Purpose: Review inventory data, identify discrepancies, and prepare information for tax advisor
    • Buffer time is built in to allow for recounts if necessary
  3. Final Submission: By January 6th
    • All verified inventory data must be submitted to the tax advisor for year-end financial statements

Rationale for Timeline:

  • Counting after the last beamtime ensures all year-end consumption is accounted for
  • Completing counts before year-end allows time for the reconciliation meeting
  • The buffer period until January 6th provides time to recount stock if discrepancies are identified during the meeting

Physical Count Procedure

Step 1: Preparation

  • Ensure all deliveries received before December 31st are recorded in the Google Sheet
  • Print or access the Google Sheet for your location as a counting checklist
  • Organize warehouse sections for systematic counting

Step 2: Conduct Physical Count

  • Count all items physically present in the warehouse
  • Work systematically through each product category (Consumables, Chemicals, Technical equipment)
  • Record counts on paper or directly in Column I if using a mobile device

Step 3: Enter Data in Google Sheet

  • Enter the actual counted quantity in Column I (Stock 31.12.2026) for each item
  • Column J (Value € 31.12.2026) will automatically calculate the stock value
  • Double-check all entries for accuracy

 IV. Reconciliation and Financial Reporting 

Reconciliation Meeting

When: Between Completion of physical counting and January 6th

Participants:

  • Hamburg warehouse manager
  • Grenoble warehouse manager
  • Accounting department representative

Agenda:

  1. Review inventory counts from both locations
  2. Compare purchased quantities (Column D) vs. counted stock (Column I)
  3. Identify and discuss significant discrepancies
  4. Determine if recounts are necessary
  5. Verify total stock values (Column J) for financial reporting
  6. Prepare final inventory report for tax advisor

If Recounts Are Needed:

  • Warehouse managers must recount identified items immediately
  • Update Column I with corrected quantities
  • Reconvene meeting to verify corrections before January 6th deadline

Final Submission to Tax Advisor

Deadline: January 6th

Required Information:

  • Completed Google Sheets from both locations (HH and Grenoble)
  • Dashboard summary showing total stock values
  • Notes on any significant discrepancies or adjustments
The accounting department is responsible for compiling all inventory data and submitting it to the tax advisor for inclusion in the year-end financial statements.