How to establish a goods-in and stock rotation process

To effectively manage your stock, you need a consistent process for every delivery. This involves checking what arrives against the delivery note, inspecting it for damage, and putting new stock away using the First-In, First-Out (FIFO) method. Getting this right from day one is one of the easiest ways to save money, reduce waste, and keep your product quality high.

Why This Process is a Game-Changer

It might seem like a chore, but a solid goods-in process is the foundation of good stock management. It directly impacts your bottom line by:

• Minimising Waste: Properly rotating stock means you sell items before they expire or become obsolete.
• Improving Quality: It ensures you spot and reject damaged or substandard goods before they ever reach a customer.
• Controlling Costs: It allows you to confirm you’ve received exactly what you paid for, making it easy to claim credit from suppliers for shortfalls or damaged items.
• Maintaining Accurate Records: Knowing what you have is crucial for reordering and managing your finances.

Your Step-by-Step Goods-In Checklist

Create a simple, repeatable procedure that you or your staff can follow every single time a delivery arrives. It doesn’t need to be complicated; a checklist is perfect.

1. Get Ready: Before the delivery arrives, have the supplier’s order sheet or delivery note to hand. Make sure you have a clear, clean space to place the delivery.
2. Check the Paperwork: As the items are brought in, count the boxes or crates. Compare this to the number on the driver’s delivery note. Make a note of any differences before you sign for it.
3. Inspect the Goods: Once you’ve signed, begin unpacking. Open the boxes and check the contents against the delivery note. Look for any signs of damage to the products or packaging. For food or items with a shelf life, check the use-by or best-before dates to ensure they are within an acceptable range.
4. Record and Report: Immediately note any discrepancies – shortfalls, damaged items, or incorrect products. Take photos of any damage as evidence. Contact your supplier straight away to report the issues and arrange for a credit note or replacement.

Mastering Stock Rotation: First-In, First-Out (FIFO)

FIFO is a simple but powerful principle: the first items that come into your business should be the first ones to leave. In practice, this means moving older stock to the front of the shelf and placing the newest stock behind it.

Imagine you're stocking tins of soup. The new delivery goes at the back of the shelf, pushing the tins from the last delivery to the front. This ensures customers pick up the older stock first, preventing it from going out of date at the back of the shelf.

This applies to everything from food and drink to clothes and cosmetics. It guarantees that your customers always receive products in great condition and drastically cuts down on the amount of stock you have to throw away.

Top Tips for Success

• Make it a Team Habit: Ensure anyone who handles deliveries follows the exact same process every time.
• Label Everything: If items don't have a clear use-by date, consider adding a sticker with the delivery date so you know how long it's been on the shelf.
• Keep it Tidy: A clean and organised stockroom makes checking deliveries and rotating stock much faster and easier.