Keep your stock numbers accurate

Useful stock information depends on recording what happens in your business. Deliveries, sales, returns, damage, and counting mistakes can all affect the picture. A short, regular check helps you catch differences before they become a bigger problem.

01. Count a small group of important products

Start with a manageable group rather than trying to count the whole business at once. Choose popular products, items that often run out, or products where you have noticed differences.

Compare the physical count with the quantity shown for the location you are checking. Keep the unit consistent: twelve bottles are different from twelve cases. Write down the product, the count, and when you checked it so you can investigate any difference.

• Check the correct product and pack size.
• Check the correct location.
• Use the same unit in your count and records.

02. Investigate before changing a number

A difference does not always mean stock has disappeared. A delivery may not have been recorded, a product may have been counted in the wrong unit, or an earlier entry may contain a mistake.

Review the recent activity and source documents available to you. Ask the people who received or sold the product if needed. Once you understand the cause, use the appropriate stock action in your workspace to make the correction.

03. Record deliveries and other changes promptly

When stock arrives, compare the delivery with what you actually received. Check product sizes, quantities, and damaged or missing items before updating your records.

Keep changes connected to the existing product wherever appropriate. Creating another version of the same product can split your stock information and confuse checkout. If you use Tilly to import an updated list, inspect the rows marked for update and creation before approving them.

04. Build a routine you can maintain

Choose a regular time for a short stock check and make one person responsible for following up on differences. Rotate through product groups so you gradually cover more of the catalogue.

Use the stock information available in your workspace to decide what needs attention, then compare it with what is happening on the shelves. Start today with five important products. Consistent checks make your records more useful for buying decisions and help your team spend less time searching for stock.

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