SCENARIO 04·Production & QA·Standardized operation

During stocktake month, someone must re-enter every handwritten sheet into Excel

During stocktake, workers record part numbers, storage locations, and physical counts on paper stocktake sheets. Afterward, someone must enter each sheet into Excel before comparing the results with book inventory.

The workload is concentrated in the few days around stocktake. Workers must interpret messy handwriting, edits, and missing fields as they enter the data. One incorrectly entered number creates another variance between book and physical inventory that must be investigated.

At a glance

How it was done

Handwrite stocktake sheets onsite
Enter each sheet into Excel
Review incorrect and missing entries
Compare with book inventory

Where it gets stuck

In the days after stocktake, workers must interpret a stack of handwritten sheets. Messy handwriting, edits, and missing fields require manual review. One incorrectly entered number creates another variance between book and physical inventory that must be investigated.

With an AI Agent

Handwrite stocktake sheets onsite
Enter each sheet into Excel
Review incorrect and missing entriesHuman approval
Compare with book inventory

The AI Agent recognizes handwritten stocktake sheets and organizes the data into Excel. It separately flags edited, blank, and unclear fields. Workers confirm them before using the Excel file to compare book and physical inventory.

How it was done

01Record part numbers, storage locations, and physical counts on paper stocktake sheets
02Collect all stocktake sheets after the stocktake
03Enter each sheet into Excel manually
04Review incorrect or missing entries, then compare them with book inventory

盤點表_ST-2609-B_第1頁.png

Example Precision Fasteners Co., Ltd. Stocktake Sheet

Stocktake Date: 2026-09-27
Warehouse: Finished Goods Warehouse, Zone B
Stocktake Sheet No.: ST-2609-B
Page: 1/2
Counted By: Warehouse Staff B2
Reviewed By

Item	Part No.	Product	Location	Unit	Physical Count
1	HB-M6-20	Socket head cap screw M6×20	B-01-1	PCS	3,000
2	HB-M8-30	Socket head cap screw M8×30	B-01-2	PCS	2,480
3	HB-M10-40	Socket head cap screw M10×40	B-01-3	PCS	1,520
4	HX-M12-50	Hex bolt M12×50	B-01-4	PCS	760
!5	HX-M16-60	Hex bolt M16×60	B-02-1	PCS	~~1,200~~ 1,150
6	NT-M8	Hex nut M8	B-02-2	PCS	5,200
7	NT-M10	Hex nut M10	B-02-3	PCS	3,950
8	NT-M12	Hex nut M12	B-02-4	PCS	2,500
!9	NL-M8	Nylon lock nut M8	B-03-1	PCS
10	NL-M10	Nylon lock nut M10	B-03-2	PCS	1,480

盤點表_ST-2609-B_第2頁.png

Example Precision Fasteners Co., Ltd. Stocktake Sheet

Stocktake Date: 2026-09-27
Warehouse: Finished Goods Warehouse, Zone B
Stocktake Sheet No.: ST-2609-B
Page: 2/2
Counted By: Warehouse Staff B2
Reviewed By

Item	Part No.	Product	Location	Unit	Physical Count	Notes
3	SW-M10	Spring washer M10	B-04-3	PCS	2,960
!4	CS-M5-16	Countersunk screw M5×16	B-04-4	PCS
5	CS-M6-20	Countersunk screw M6×20	B-05-1	PCS	2,500
6	FB-M8-25	Flange bolt M8×25	B-05-2	PCS	1,990
≠7	FB-M10-30	Flange bolt M10×30	B-05-3	PCS	3 boxes	Full box, unopened
8	FN-M8	Flange nut M8	B-05-4	PCS	3,000
9	TS-42-19	Self-tapping screw ST4.2×19	B-06-1	PCS	5,100
10	TS-48-25	Self-tapping screw ST4.8×25	B-06-2	PCS	3,960
!11	WN-M10	Wing nut M10	B-06-3	PCS	180	Added outside the form
!12	TB-M10-40	T-bolt M10×40	B-06-4	PCS	64	Added outside the form

Note: Enter physical counts using Arabic numerals. Use the unit shown in the "Unit" column.

Illustration only. These two stocktake sheets contain edits, blank fields, ink stains, quantities written in boxes instead of the listed units, and items not listed on the form. An actual stocktake produces a stack of handwritten sheets like these, and someone must review every field before entering it into Excel.

With an AI Agent

What it doesStandard appliedOutput

01
What it doesRecognize handwritten stocktake sheets
Standard appliedRead the part number, storage location, unit, and physical count from each row. Record physical counts using Arabic numerals only
OutputCombine two pages into one table
02
What it doesFlag recognition status
Standard appliedClassify each entry as normal, edited, blank, or unclear. For edited entries, enter the revised number and note the original number. Leave blank and unclear entries empty instead of guessing a number that appears reasonable
OutputRecognition status for every row
03
What it doesHandle unit mismatches and unlisted items
Standard appliedIf the handwritten unit differs from the form, such as PCS on the form and boxes in handwriting, leave the quantity blank and copy the handwritten entry without converting it. Include handwritten items that were not preprinted on the form and mark them as "Added outside the form"
OutputList of items requiring human review
04
What it doesProduce an Excel file for human review
Standard appliedAttach the Excel file. For each item on the review list, state the page, item number, part number, and issue
OutputWorkers add the confirmed numbers before comparing them with book inventory

Human approval: Step 4 remains a human task. The AI Agent produces a draft and does not guess unclear handwriting. Workers confirm the flagged fields before using the Excel file to compare book and physical inventory.
Platform modules used: Skills

For standardized operations, we recommend fixed input fields, stable templates, and errors that are easy to identify. AI should produce the first draft, and workers should confirm it before posting. One of the most common causes of failure we see at client sites is that the entire task stops working after the layout changes. Stocktake sheet formats should therefore be standardized first.

Screenshots show the Traditional Chinese interface.

EgentWrX conversation screen: A worker uploads scans of two handwritten stocktake sheets. The instructions define four recognition statuses, require no conversion for unit mismatches, and require unlisted additions to be included.

EgentWrX processing screen: The AI Agent reads the two scanned images page by page, reviews the spreadsheet Skill instructions, and produces an organized stocktake Excel file.

EgentWrX results screen: The 6 items requiring human review list edits, blanks, unclear entries, unit mismatches, and additions outside the form. The note below states that no numbers were estimated or converted, and an Excel download is attached.

Numbers

Estimated savings of 1 to 4 hours per stocktake month

1–4hoursEstimated savings from stocktake sheet recognition, counting stocktake months only

Source: An unnamed auto parts manufacturer supported by Intellicon Solutions

FAQ

Can the AI Agent recognize handwritten stocktake sheets?: It can transfer clearly written fields directly into Excel. The AI Agent separately flags unclear, edited, or blank fields for human review. It does not fill in a number that merely appears reasonable.
Can it handle different stocktake sheet formats across warehouses?: Yes, but we recommend a phased approach. Start with the one or two most common layouts and have workers process the rest. Over time, standardizing stocktake sheet fields and layouts will improve recognition stability and reduce failures caused by layout changes.
Is it worthwhile if we only conduct stocktakes a few times a year?: Yes. Based on our observations at client sites, periodic tasks such as month-end closing or stocktakes provide value even when usage is low. Stocktake work is concentrated in a few days, so the time savings occur during the busiest period.

Where to go next

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