Key points
- Start with a clean item list.
- Set minimum levels for fast movers first.
- Count a few items every week instead of everything once a year.
- Watch stock age as closely as stock quantity.
- Buy for the season, not for the year.
Getting the basics right
1. Clean your item list
One item per variant, no duplicates, consistent names. Most stock problems start here.
2. Enter purchases the day goods arrive
Stock that is on the shelf but not in the system leads to wrong reorders and wrong counts.
3. Bill everything
Unbilled sales, even small ones, are the main reason stock never matches.
Buying smarter
4. Set minimum levels for fast movers
Start with your top 50 items. A simple rule: average daily sales × days your supplier takes to deliver, plus a little extra.
5. Use your sales history
Look at last year’s sales for the same month before placing seasonal orders.
6. Negotiate returns with suppliers
Agree return or exchange terms for slow and near-expiry stock before you buy.
7. Buy for the season
Especially in garments, footwear and festive goods, smaller repeat orders beat one big order.
Keeping stock healthy
8. Count a little, often
Count 20 to 30 items every week, rotating through the shop. You will catch problems while they are small.
9. Watch stock age
An item that hasn’t sold in 90 days is costing you money. Move it, discount it or return it.
10. Sell oldest first
Especially for anything with an expiry date or a season.
Protecting stock
11. Limit who can adjust stock
Only one or two people should be able to change stock quantities directly. See role-based access.
12. Investigate differences
When a count doesn’t match, find out why: unbilled sales, wrong item billed, damage or theft. Fix the cause, not just the number.
A simple weekly routine
| Day | Task |
|---|---|
| Monday | Reorder list for fast movers |
| Wednesday | Count 20–30 items |
| Friday | Check items not sold in 90 days |
| Saturday | Review differences and fix causes |