Retail stock-take checklist

1. Plan the stock take

• ☐ Select the date, start time, locations and responsible supervisor.
• ☐ Decide whether to count the whole business or selected categories.
• ☐ Prepare separate sheets or import templates for each branch, warehouse and shelf area.
• ☐ Identify measurable, multi-unit, batch, expiry, refillable and damaged stock.
• ☐ Inform purchasing, sales and warehouse teams about the movement cut-off.

2. Clean the records before counting

• ☐ Complete pending purchases, transfers and returns.
• ☐ Resolve draft or suspended sales that affect stock.
• ☐ Separate damaged, expired, quarantined and customer-owned goods.
• ☐ Confirm product units, pack conversions and batch labels.
• ☐ Print or export the expected stock list after the cut-off.

3. Control movements during the count

The cleanest count is performed while stock movement is paused. When that is impossible, record every movement after the system snapshot.

• ☐ Sales after the snapshot are recorded separately.
• ☐ Goods received during the count are isolated and logged.
• ☐ Transfers and supplier returns are paused or documented.
• ☐ Each counting zone is marked when completed.

4. Count consistently

• ☐ Count from left to right and top to bottom.
• ☐ Record the base unit and the physical unit counted.
• ☐ Count each batch and expiry date separately where applicable.
• ☐ Record sealed packs, open packs and measured balance correctly.
• ☐ Use a second counter for high-value or high-variance items.
• ☐ Do not show the expected quantity to blind-count teams where practical.

5. Investigate variances before adjusting

• ☐ Recount material variances.
• ☐ Check recent purchases, sales, returns, transfers and deletions.
• ☐ Confirm unit conversion and batch selection.
• ☐ Record a reason before approving an adjustment.

6. Post and review adjustments

• ☐ Adjustment permissions are limited to authorised users.
• ☐ The adjustment date and stock location are correct.
• ☐ Supporting count sheets are retained.
• ☐ High-value losses are escalated for investigation.
• ☐ The final stock report is reviewed after posting.
• ☐ Repeated variance patterns are assigned an owner and corrective action.