Plan the count
- Choose a time with no sales, such as after closing.
- Tidy shelves and group the same items together.
- Print or prepare count sheets by location.
- Put two people on each area: one counts, one records.
Count
- Finish all sales, receipts and transfers for the day in the system.
- Count each item by location and record the quantity.
- Note damaged and expired items separately.
- Recount items where the difference is large.
Compare and investigate
Compare counted quantities with system quantities. For each variance, check recent receipts, transfers and sales before you assume a loss. Look for patterns by item, location and staff shift.
Adjust and learn
Once you are confident in the count, adjust stock in the system so it matches. The adjustment should post to your books so inventory value is right. Use what you found to set reorder levels, move slow stock and act on items close to expiry.
Doing it in InsightBooks
InsightBooks shows stock by warehouse and shop, lets you review variances before adjusting, posts adjustments to the books and warns you about low stock and items nearing expiry.
Frequently asked questions
How often should a shop count stock?
A full count at least once a year, with smaller counts of high value or fast moving items every week or month.
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