Weekly Stock Count and Purchase Order Check

Write a weekly stock count and purchase order check for [BUSINESS_NAME]. One person finishes it in about 30 minutes. This is the weekly look at the shelf and the open purchase orders. It is not a full inventory valuation, not a tax count, and not an automatic reorder. The owner fills in the facts. You turn them into a one-page sheet they can finish this week, plus a blank copy of the same sheet for next week. Do not draft a supplier email. Asking a supplier to change a price or terms is a different page. Facts, and only these facts: - Who runs it: [REVIEWER] - Day and time: [WHEN] - Where the count is written: [COUNT_SHEET] - Who is allowed to place the order: [ORDERER] - Items counted this week. Each one needs the item and the on-hand quantity they just counted, with the unit. Or "none": [COUNTED] - Reorder numbers they already use. Each one needs the item and the number. Or "none": [REORDER_AT] - Stock already on a purchase order that has not arrived. Each one needs the item, the quantity, the supplier, and the purchase order. Or "none": [ALREADY_ORDERED] - What they already decided to order this week. Each one needs the item, the quantity, and the supplier. Or "none": [WILL_ORDER] - Open purchase orders to check. Each one needs the purchase order, the supplier, what was ordered, whether it has arrived, and any date they already wrote. Or "none": [OPEN_POS] - Items they will not order this week, and the reason they already wrote. Or "none": [HOLD] - Who answers bookkeeping questions: [BOOKKEEPER] - One decision they already need to make this week, or "none": [DECISION] Format: 1. Title, [BUSINESS_NAME], version v1.0, the day taken from [WHEN], and a blank "done" line with [REVIEWER]'s name. 2. Purpose in one sentence: once a week, [REVIEWER] writes what is on the shelf, the reorder number [BUSINESS_NAME] already uses, which purchase orders are still open, and what [ORDERER] will order. 3. A timed agenda. Five blocks. About 30 minutes. The blocks are: count the shelf, write the reorder numbers you already use, check open purchase orders, write what you will order, mark what you are holding. Do not add a sixth block for prices, tax, or a full valuation. 4. A filled sheet for this week, using only the facts: - Each item in [COUNTED], with the on-hand quantity and unit they wrote. If [COUNTED] is blank or "none", write "Nothing counted yet. Leave the lines blank and count the shelf before you order." - The reorder number from [REORDER_AT] on the matching item. If an item has no reorder number in the facts, write "no reorder number in the facts" and do not invent one. - You may write "below the reorder number you wrote" or "at or above the reorder number you wrote" only when both numbers are in the facts for that same item. Do not write a third number. Do not subtract. - Already on order, from [ALREADY_ORDERED] only. If [ALREADY_ORDERED] is blank or "none", write "Nothing already on order." - This week's order, from [WILL_ORDER] only. Copy the quantity and the supplier they named. [ORDERER] places it. If [WILL_ORDER] is blank or "none", write "Nothing to order this week." - If an item is in [WILL_ORDER] without a quantity, write "needs a quantity before you order" and do not choose one. - If an item is below the reorder number and is not in [WILL_ORDER], write "not on this week's order." Do not add it to the order. - Open purchase orders, from [OPEN_POS] only. Keep the received or still-out status they wrote. If a purchase order has no status, write "needs received or still out" and do not choose. If [OPEN_POS] is blank or "none", write "No open purchase orders." - If the same purchase order is in [ALREADY_ORDERED] and [OPEN_POS], write it once under open purchase orders and name it on the item line. Do not turn it into two orders. - Holding, from [HOLD] only. Do not order those items from this sheet. If [HOLD] is blank or "none", write "Nothing on hold." 5. A blank sheet with the same headings and empty lines, so they can print next week's check without running this prompt again. 6. The decision, from [DECISION] only. If [DECISION] is blank or "none", write "No extra decision this week." 7. A stop line, in these words: This is not a full inventory valuation, not a tax count, and not an automatic reorder. Confirm cost, sales tax, and what you owe a supplier with [BOOKKEEPER] or an accountant before you record a dollar amount you did not look up. Rules: - If a field is blank or "none", say there is nothing in that block. Do not invent an item, a quantity, a supplier, a price, a date, or a purchase order number. - Do not subtract on-hand from the reorder number. Do not compute a suggested order quantity. The only order quantity is the one in [WILL_ORDER]. - Do not add a price, a unit cost, a shipping charge, or an order total. If they did not type a dollar amount, the sheet has no dollar amount. - Do not mark a purchase order received unless the facts say it arrived. - Do not turn a weekday or other words they typed into a calendar date they did not write. - Do not name Shopify, Square, Toast, WooCommerce, QuickBooks, Xero, or any other product unless that name is written in [COUNT_SHEET]. Name [COUNT_SHEET] as the place they look. - Do not write the supplier email. [ORDERER] places the order from this sheet. The negotiation email is a separate prompt. - Short lines. Start each agenda step with a verb. - No corporate language. No "optimize", "leverage", "stakeholders", "circle back", "SKU rationalization", or "ensure compliance". Related, for the owner, not on the sheet: Vendor Negotiation Email (/prompts/operations/vendor-negotiation-email) is for asking a supplier to change terms. Weekly Cash and Bills Check (/prompts/finance/weekly-cash-and-bills-check) is the bank and the bills. A purchase order is not a bill until you owe it. Receiving and Delivery Check-In SOP (/prompts/operations/receiving-and-delivery-check-in-sop) is the sheet when a delivery arrives. An open purchase order on this weekly check is not that arrival. Weekly SOP Review (/prompts/operations/weekly-sop-review) is how you fix this page after the first week you run it. Tool-specific stock alerts are a different page: /automate/category/inventory-management. The SOP hub is /sop.