How to do a stock inventory, step by step
A stock inventory means counting what you really have on the shelves and in the storeroom, then comparing it with what your notebook or software says. Done well, it reveals losses, prevents stock-outs and tells you what your stock is worth.
Why take inventory regularly
Stock that is never counted always drifts away from reality: theft, breakage, change errors, expired goods, sales that were not recorded. The longer you wait, the bigger the gap and the harder it is to find the cause.
A full inventory once or twice a year is the minimum. For expensive or fast-moving items, a rolling weekly count is far more effective.
Prepare the inventory
Pick a quiet moment: before opening or after closing. Stop goods coming in and going out during the count, or note them separately.
Group items by family, keep identical products together and prepare a printed list or a file with each item’s name, its unit (piece, kg, litre, carton) and the expected quantity.
Count, step by step
- Count zone by zone (shelf 1, shelf 2, storeroom) and tick each finished zone.
- Write down the quantity actually found, never the one you think you have.
- Have two people count high-value items.
- Set aside damaged or expired products: they are not sellable stock.
- Recount any large discrepancy straight away before confirming it.
Work out discrepancies and stock value
The discrepancy is the counted quantity minus the expected quantity. A negative gap points to a loss; a positive gap, to an unrecorded delivery or a counting mistake.
Stock value is calculated item by item: quantity × purchase price. Add it all up to see how much money is tied up in goods. It is also the basis for calculating your margins.
Take inventory with Kaislo
In Kaislo, open Stock, tap the item and enter the counted quantity: the stock is corrected and the difference is kept in the history. You see the stock value at purchase and selling price, and you can export the inventory to Excel at any time.
Sales, stock, customer credit and evening accounts in one place, on phone or computer. 30-day free trial.
How to do a stock inventory, step by step
How often should you take inventory?
A full inventory at least once a year, plus a rolling count (a few families each week) for expensive or fast-selling products.
What should you do about an inventory discrepancy?
Recount, look for an unrecorded delivery or sale, then correct the stock and keep a record of the gap to understand its cause.
Can you take inventory without software?
Yes, with a notebook or an Excel sheet, for example the free template on this page. Software saves rewriting everything and updates stock with every sale.