Customer Service Center Operations Manual

Inventory Control
Fiscal Year End Inventory
CSCOM-602

Original Date: 11/25/2008
Revision Date: 05/10/2019

DESCRIPTION:

A physical inventory of all license plates, decals, permits, and VIN plates in stock at Customer Service Centers (CSC) is performed annually and the report retained at the CSC. The physical inventory is conducted between June 10 and June 25 of each year and all inventory adjustments are to be processed no later than the close of business on June 25th or the next DMV business day.

The Inventory Activity Report used in reconciling the physical inventory for Fiscal Year End consists of the following sub-reports

• Summary
• Status-Document (Titles)
• Status-Decal
• Status-Plate/Permit/VIN
• VISTA
• IFTA
• Status - Other Government Agencies

The Asset Management Accountant at Headquarters (HQ) will send a reminder to each district that includes the due date for the District Managers to submit the inventory certification.

ANNUAL INVENTORY PROCESS:

1. Pull daily IFTA and IRP Reports that are automatically printed.
2. Print the Inventory Activity Reports. Use the date the physical inventory is conducted for the beginning and ending date.


<<<<<REVISION

3. Check on-hand inventory item counts and serial numbers against the inventory item counts on the MySelect Inventory Activity reports and record discrepancies on the report for each of the following stock items:   END REVISION>>>>>
   1. Title documents and series
   2. Decal counts and series
   3. License plate counts and series
   4. VIN plates
   5. Overload permits
   6. EZ Pass Transponders (Standard and Flex)
   7. VDH Secure Paper
4. Retain the inventory reports and notes for any adjustments.
5. Conducting IFTA decal inventory:
   1. Perform physical counts of all IFTA decals.
   2. Compare physical inventory with IFTA report to reconcile.
   3. Notify Motor Carrier to make any adjustments needed.
6. Conducting VISTA plate and decal inventory:
   1. Perform physical counts of all VISTA plates and decals that are in IRP inventory.
   2. Compare plates and decals on VISTA Report to physical count.
   3. Notify Motor Carrier to make any adjustments needed.

INVENTORY PROCESS COMPLETION:

1. If Inventory Activity, VISTA, and IFTA reports and the physical inventory items on-hand in the CSC are NOT in balance, the CSC Manager will:
   • Review the reports and make adjustments to inventory to balance the physical count with the system (refer to CSCOM-301).
   • Document adjustments to inventory by recording on the working copy of the reports.
   • After all adjustments have been completed, request a new print of the final:
     • Inventory Activity Summary
     • Status-Document (Titles)
     • Status-Decal
     • Status-Plate/Permit/VIN
     • Exceptions Activity Report - Inventory & Title Document
     • VISTA (Verify report that prints the next day.)
     • IFTA (Verify report that prints the next day.)
     • Status - Other Government Agencies
   • Compare the physical counts to inventory amounts on the final inventory reports. If discrepancies exist, make needed adjustments to ensure the physical counts reconcile with final reports and print final reports again.
2. Once the Inventory Activity, VISTA, and IFTA reports and the physical inventory items on-hand are in balance, prepare all inventory reports and documents for distribution, as follows:
   • CSC manager or assistant manager signs and dates all Inventory reports and places them in the following order:
     • Both sets of Inventory Activity Summary and sub-reports
     • Both sets of Inventory Status Reports
     • Exceptions Activity Report – Inventory and Title Document Report
     • Both sets of VISTA Reports
     • Both sets of IFTA Reports
     • All supporting documentation and screen prints
   • Make 1 photocopy of all inventory reports and sub-reports, (incorrect and corrected) including all supporting documents used in completing the inventory.
3. Distribute Inventory reports and documents as follows:
   • Mail the photocopy to the District Office.
   • Retain all original, signed reports (incorrect and corrected) retained in the CSC for 3 years (refer to CSCOM-1101).

FOR INVENTORY DISCREPANCIES REQUIRING IMMEDIATE NOTIFICATION REFER TO CSCOM-904.

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