Purpose and Scope
This procedure details how [Organisation Name] counts and reconciles stock at [Site Name] for [Stock Categories]. It applies to everyone who counts, receives, or records stock.
Accurate stock counts protect operational control, statutory accounts, and tax reporting. Food stock management must include date rotation and allergen labelling controls. Age-restricted stock must meet licensing record-keeping requirements.
Working through related paperwork at the same time? See also our US Stock Take & Inventory Procedure Template, Customer Service Process Template and Customer Complaint Handling Procedure Template.
Count Types and Frequency
- Full stock take: A complete count of all items across all locations at [Frequency], aligned with accounting period ends.
- Cycle counts: Scheduled rotating counts of specific categories or areas at [Frequency], covering all inventory without interrupting trade.
- Spot checks: Unannounced counts of high-value or high-shrinkage lines carried out by [Role].
Roles and Responsibilities
- Stock Take Lead ([Role]): Sets the schedule and cut-off times, issues count sheets, and approves the final inventory reconciliation.
- Counters: Record physical stock as found. Count in pairs whenever staffing permits. Do not assign staff to count areas they directly manage.
- Systems Administrator ([Role]): Enters counts into [System], generates variance reports, and archives completed records.
Pre-Count Preparation
- Set a strict cut-off time at [Time]. Freeze all stock movements, goods receiving, and transfers until final sign-off.
- Process all outstanding delivery notes, credit memos, transfers, and wastage logs so system records are fully current.
- Tidy storage areas. Make stock clearly visible and group items logically to match the sequence on the count sheets.
- Print count sheets from [System] with expected quantities hidden.
- Mark and exclude third-party items, customer property, sale-or-return stock, and pre-invoiced goods from the count area.
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Counting Procedure
- Count shelf by shelf, working left to right. Record figures immediately using the specified units of measure.
- Weigh or estimate open and partial stock using the approved method for each category: [Method].
- Check expiration dates as you count. Move out-of-date or damaged stock to the designated waste area and log it as waste, not inventory.
- Mark each shelf or section as you finish it to avoid double-counting or skipped stock.
- Sign finished count sheets and submit them for processing. Return illegible or unsigned sheets straight back to the counter for correction.
Variance Investigation Procedure
- Run the variance report in [System] immediately after entering counts.
- Flag any line exceeding the variance threshold of [Threshold].
- Work through verification checks in this exact order: recount physical stock, check for missing delivery notes or credits, review transfer and waste logs, and cross-reference sales records for the period.
- Escalate repeat unexplained variances on specific lines to [Role] for operational or security review.
- Get written sign-off from [Role] before adjusting system records to match physical counts.
Waste, Damage, and Date Rotation
- Log waste as it happens in [Wastage Log Location/System] using standard reason codes (damage, expired, prep waste, breakage).
- Enforce First-In, First-Out (FIFO) stock rotation across all storage and display areas.
- Run date and shelf-life audits at [Frequency] under the direction of [Role].
- Manage food safety and allergen information in line with organizational food safety procedures.
Records and Review
- Store signed count sheets, variance reports, and waste records in [Location/System] for [Retention Period].
- Review this procedure at [Frequency], after any count with major unexplained variances, or whenever systems, stock categories, or sites change significantly.
- Document Owner: [Role]
- Next Review Date: [Date]
FAQs on a stock take and inventory
What is a stock take and inventory?
A stock take and inventory details how your organisation counts and reconciles stock at your site for the stock categories you choose. It applies to everyone who counts, receives, or records stock.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a stock take and inventory include?
This template covers count types and frequency, pre-count preparation, counting procedure and variance investigation procedure.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a stock take and inventory with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
