Updated 17 October 2026
Record every movement
Sales, deliveries, returns, transfers, samples, damage and expiry should all be recorded as movements with a reason. When the count and the records disagree, the records then say where to look.
Count often, together
A full count that takes a week happens once a year, and a loss found a year late cannot be traced. Counting with several people at once from their phones turns it into an afternoon, and a regular count of the most valuable lines finds gaps within days.
Limit who can change the count
Anyone can sell, but only trusted people should be able to adjust stock or see cost prices. Every change should carry a name.
- Give adjustments and write-offs to managers only
- Hide cost prices and profit from staff who do not need them
- Keep an audit trail of who changed what
Follow up every difference
A difference that is only written off teaches everyone it does not matter. Look at who was on shift, what moved that day and whether the same product keeps coming up short.
Questions
How often should a shop count its stock?
Count the highest value and fastest moving lines weekly, and the whole shop monthly or quarterly. Frequent small counts find problems while they can still be traced.
How Owwel handles this
- Stock taking and Rapid Entry
Count stock with several people at once from their own phones, see every product that is over or short before adjusting, and enter or correct hundreds of products in one grid.
- Stock control
Stock control that tracks every delivery as a dated batch with its cost and expiry, sells the oldest first, warns before stock runs out and explains every unit that came in or went out.
- Staff, roles and commissions
Give each team member their own login and only the parts of the business they need, record who sold or served each line, and pay commission straight into your expenses.
More in all guides.