The year-end stock count is one of those tasks every business owner dreads — but it doesn't have to be a multi-day nightmare. With the right preparation and a clear process, a small-to-medium business can complete a full stock count in a single day.
Here's a proven checklist.
One Week Before Count Day
- [ ] Freeze purchases. Stop receiving new stock at least 3 days before the count date so incoming goods don't blur your picture.
- [ ] Process all outstanding sales. Every sale up to the count date should be entered into Inventino before you count.
- [ ] Print your stock report. Generate the full stock list from Inventino. This is your expected ("book") count.
- [ ] Organise the stockroom. Group products by category, ensure items are clearly labelled. Unknown or unlabelled items will slow you down.
- [ ] Assign counting teams. Each team of 2 handles a section — one counts, one records.
On Count Day
- [ ] Count before opening. Ideally do this before the business opens or after it closes to avoid movement during the count.
- [ ] Use printed count sheets. Give each team a pre-printed sheet with product names and spaces to record physical count.
- [ ] Count twice. Each section should be counted by two independent people. Discrepancies trigger a third count.
- [ ] Note condition. Flag any damaged, expired, or unsaleable items separately.
After the Count
- [ ] Enter physical counts into Inventino's stock adjustment screen.
- [ ] Review variances. The system will highlight items where physical and book counts differ.
- [ ] Investigate large variances before posting. Common causes: theft, breakage, double-entry, unprocessed returns.
- [ ] Post adjustments. Once satisfied, post the inventory adjustment. This updates your stock levels and records a gain or loss.
- [ ] Write off damaged/expired goods. Create a separate adjustment entry for unsaleable items.
- [ ] File your count sheets. Keep physical records for audit purposes for at least 5 years.
Common Causes of Stock Discrepancies
| Cause | Prevention | |----------------------------------------|--------------------------------------| | Unrecorded returns from customers | Always process returns in the system | | Staff consumption / breakage | Use internal transfer records | | Theft (internal or external) | Restrict POS access by role | | Supplier short-shipping | Count deliveries on arrival | | System error / duplicate entries | Audit purchase and sale records |
A clean year-end stock count gives you accurate closing inventory for your accounts, a clear view of shrinkage, and a solid starting point for the new year. Inventino's inventory adjustment module makes the posting process fast and fully auditable.