Key points
- Check goods in against the purchase order.
- Know where things are with simple location codes.
- Pick from printed or on-screen picking lists.
- Record every transfer and dispatch.
- Count by location, a little at a time.
Receiving goods
Check deliveries against the purchase order: right items, right quantity, right batches. Record shortages and damages at the gate, not weeks later. Stock goes up only for what was actually received.
Knowing where things are
Give racks and shelves simple codes like A1, A2, B1. Record the usual location for each item. New staff can then find things without asking.
Picking and dispatch
- Orders come in From the counter, salesmen or customers.
- Picking list printed Grouped by location, so pickers walk the godown once.
- Goods checked Against the list, by scanning if possible.
- Invoice and dispatch With transport details and e-way bill where needed.
Transfers
Between godown and shop, or between branches, every transfer should go on a note that the receiving end confirms. Stock moves in the system only when it moves in reality.
Counting
Count one or two locations at a time, often, rather than closing the whole godown once a year. Differences show up by location, which makes causes easier to find.
Godown staff rights
Godown staff need to receive, pick, transfer and count, but usually not to see sales values or change prices. See role-based access.
Common godown problems and fixes
| Problem | Fix |
|---|---|
| Wrong items sent | Picking lists and scan-checking |
| Short deliveries not noticed | Check against purchase orders at the gate |
| Stock lost between godown and shop | Transfer notes confirmed at receipt |
| Items hard to find | Location codes |
| Annual count takes days | Small, frequent counts by location |