What Is Stock Checking?
Stock checking is the process of verifying that the physical quantity of inventory your business holds matches what’s recorded in your inventory management system. Accurate stock checking helps businesses confirm record accuracy, identify discrepancies, and make informed decisions about reordering, pricing, and optimising stock levels.
There are several techniques businesses use to carry out stock counts, as outlined below:
1. Periodic Stock Count
Periodic stocktaking involve checking all inventory at scheduled intervals – such as monthly, quarterly, or half-yearly – usually over one or two days depending on the amount of inventory.
The method works like an annual stock count: physical items are counted and recorded, either manually on stock sheets or using scanning devices, and then compared with the stock validation file. For example, low-cost items might be checked just once a year, while high-value or perishable items should be counted more frequently to maintain accuracy.
2. Continuous, Cycled, or Perpetual Stock Count
In a continuous or perpetual stock system, stock counts are conducted regularly throughout the year, following a predefined plan. Businesses typically categorise items – for instance, A-items are counted monthly, B-items weekly, and C-items daily. This approach maintains an ongoing stock record of every transaction and allows for real-time validation. When discrepancies arise, businesses can investigate them throughout the year, enabling more effective root cause analysis and prompt resolution. Because counts are spread out over time, this method has minimal impact on daily operations. Furthermore, inventory reports can be frequently compared against the stock validation file, helping to quickly detect and resolve anomalies. This system also simplifies year-end account preparation.
3. Pick Accuracy
Pick accuracy involves verifying the accuracy of inventory when items are received from suppliers or picked for customer orders. In a warehouse setting, orders are placed in designated cages or areas. Checks are conducted against the invoice or delivery note to ensure items match what was ordered and billed. Monitoring pick accuracy helps reduce errors, avoid returns, and maintain strong service levels.
4. Stockout Validation
Stockout validation is triggered when a product is out of stock or stock levels drop to critically low levels. Typically performed by in-house staff, this technique involves recording the stockout event, reordering the item, and analysing why the stockout occurred. By understanding these patterns, businesses can prevent future stockouts and improve stock availability.
5. Annual Inventory
If periodic stocktaking or continuous inventory validation isn’t in place, an annual stock count becomes essential. This full stock count is conducted once a year, often requiring temporary closure of warehouses or suspension of incoming and outgoing stock activities. Items are counted either manually or by scan, then compared with the stock validation file. Annual stocktakes provide a comprehensive overview of a company’s stock position, aiding in financial reporting and operational planning.
Why Stock Checking Matters
Regardless of which stock counting method you choose, stock checking offers critical benefits to any business. It can:
- Determine how well your business is operating.
- Confirm your gross profit.
- Pinpoint stock problems such as theft or shrinkage.
- Support your pricing strategy.
- Provide an accurate account of current stock levels.
- Highlight which products perform well – and which do not.
- Help reduce excess stockand improve cash flow.
In conclusion:
Implementing the right stock count technique and conducting regular stock checking ensures accurate records, better financial reporting, and smarter business decisions. Whichever method you choose, inventories are a foundational element of effective stock control and long-term success.
