Physical Inventory

Stanford's physical inventory process is set on a biennial (two year) cycle. Following are resources which will help you conduct a successful inventory. Contact the Physical Inventory Group if you have any questions on this process.

The B09 Inventory cycle is underway.  The preliminary schedule is posted; please note that for inventories after the winter break, only 'windows' of date ranges have been scheduled, but the individual campaigns still need to be narrowed down to specific dates.

Check here for more information about preparation meetings being scheduled.

• Physical Inventory Calendar/Schedule Shows the current schedule and status for the B09 cycle. updated 2/12/2008
• Scheduling Changes
• Physical Inventory Preparation Checklist - This is in PDF format - you will need Acrobat Reader to view it - download it now from this site if you don't already have it!
• Template for Physical Inventory Notice/Flyer
  Copy this template to your computer and modify as necessary
• Sample Email Notification - In preparation for physical inventory, many people need to be notified of the dates, preparation activities, and expectations. This is sample text that can be used in either hard-copy memo format or email to notify your faculty and staff of upcoming inventories. Feel free to modify it to suit the needs of your particular areas. It is recommended that a chair or manager send this information, but the DPA can send it as well.

B09 Inventory Prep

We will be offering inventory preparation meetings for DPAs, beginning with one on the 29th of November. If you are new to the inventory process, need a refresher, or wish to hear about the processes and procedures for the current cycle, please attend the meeting that occurs close to your schedule period. (Any DPAs are welcome to attend any session, of course - we are just offering the sessions to correspond with date ranges so the material is fresh for each calendar segment).

The first meeting is scheduled for November 29th in the 124 Encina Commons Training Room from 9am-11am. The next one will be the afternoon of January 8th 2008, at Munzer Auditorium, and is tailored for the School of Medicine (though others may attend if they cannot make it to another). Others are on the schedule, and locations and times are to be determined. There will be additional announcements as the other dates approach. If you have questions or any known conflicts, please contact Ron Ritucci, 723-7272.

The schedule shows that there are periodic reconciliation periods approximately each quarter or so, during which all of the inventories concluded during the previous quarter must be fully reconciled and closed. This is new for this cycle, to ensure a more timely conclusion to each inventory campaign. Please also note that there will be a full inventory of all federally-owned assets annually (as a separate event), instead of biennially as part of the regular inventory for the departments that have such equipment in their possession.