How to receive, process, and catalogue your initial stock

Get your stock records right from the start

When your first delivery of books arrives, your main job is to carefully check that every book you ordered is present and in good condition. You must then accurately enter each one into your inventory system before it goes on the shelf. This crucial step ensures your stock levels are correct from the very beginning, preventing future headaches with sales, customer queries, and reordering.

A step-by-step guide to processing stock

Getting this process right will save you a huge amount of time and stress. It might seem tedious, but a little discipline now pays off later. Follow these steps for every delivery you receive.

1. Prepare your space: Before the boxes arrive, clear a large table or counter. Have your delivery note or invoice from the supplier, a pen, a box cutter, and your computer or barcode scanner ready to go.
2. Check the delivery against the paperwork: As you unpack each box, physically count the books. Check their titles and ISBNs (the 13-digit number usually above the barcode) against the list on your delivery note. Tick off items as you confirm them.
3. Note and report any issues immediately: If you find any problems – such as damaged books, missing items, or even books you didn’t order – make a note on the paperwork straight away. Contact your supplier immediately to report the discrepancy. Most suppliers have a limited time window (often 24-48 hours) for you to claim credit for damages or shortages. Taking a quick photo of any damaged items is always a good idea.
4. Catalogue each book in your system: This is the most important part. Using your Point of Sale (POS) or inventory management system, add each new title. The easiest way is to scan the barcode. Your system should automatically find details like the title and author. You will need to manually enter the quantity you’ve received and the cost price (what you paid for it). Accuracy here is vital for tracking your profit margins later.
5. Price and place your stock: Once a book is logged in the system, you can add your shop’s price sticker if you use them. Now you’re ready to place it on the correct shelf in your shop, ready for your first customers to discover.

Top tips for smooth stocking

• Be consistent: Decide on your process and stick to it for every single delivery, big or small. Don’t be tempted to put books straight on the shelf to save time – you will regret it later when your stock levels are wrong.
• A barcode scanner is your best friend: Manually typing in 13-digit ISBNs is slow and a recipe for errors. A simple USB barcode scanner is a small investment that will save you countless hours and improve accuracy.
• Keep your paperwork: File all your delivery notes and invoices safely. You will need them for your bookkeeping and for preparing your business accounts.