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Stock Take Process in the Warehouse

Stock Take Process in the Warehouse

Preparation of Stock Take in the Warehouse 

For warehouse employees, the moment of Stock take is a big celebration and is a routine obligation that must be done every month, or three months, semester or yearly.

Stock take activities are an opportunity to establish a relationship between warehouse workers and workers outside the warehouse and also show the level of prestige of a warehouse.

There are two types of activities that are almost the same in the Stock take process (counting goods), namely:

Stock Take

Stock take is a calculation of the suitability between physical stock and system stock where the differences that arise will be processed into finance within a certain period.

Cycle Count

Cycle count is a calculation of the match between physical stock and system stock where the differences that arise will not be processed into the financial at any time.

The targets to be achieved in the stock take are as follows:

1. Goods are in complete condition with location, quantity and quality data

2. Execution time : monthly

3. Method :

  • Blind checking
  • Double checking

4. KPI : 100%

Tips for doing Stock Take: 

  • The success of the Stock Take is not determined at the time of the stock take, but will be determined at the time of preparation prior to the implementation of the stock take.
  • Perfect stock take preparation will result in high stock take accuracy.

There are five preparations that must be made before the Stock Take, including:

1. Determining the date for the Stock take

2. Preparing the team

3. Arranging the items and locations for the Stock take

4. Arranging operational support documents

5. Training and implementation of the Stock take.

Please continue to read the explanation in the following description.

1.Determining the implementation date of Stock take

Stock take must be done when the operational level (activity) in the warehouse is very low. The fewer items that will be carried out by the stock take, the more accurate the results of the stock take will be.

In general, the best date to do a stock take is on week 1 or a maximum of week 2 where the condition of goods in general is at its lowest point.

Why is that? Because the implementation of the stock take process sometimes takes more than 1 day and must be carried out without being disturbed by operational activities, it is better for stock take to be carried out on holidays such as Saturday and Sunday.

2. Preparing the team 

The team implementing the stock take must be prepared carefully because it is in their hands that the accuracy and speed of the stock take are at stake.

The team that must be present in carrying out a stock take is as follows:

1. Leader Stock take

2. Help desk

3. Counter 1,2,3

4. Data entry

5. Cross check

  • Counting 
  • Output data entry

6. General

  • System
  • Non System
  • Consumption

Let's take a look the explanation below.

1. Leader Stock Take

Leader is the leader in the implementation of stock take. Usually the minimum stock take leader is a warehouse supervisor. 

The leader has the following tasks:

  • Forming a stock take team
  • Briefing procedures when the stock take begins
  • Monitoring the implementation of stock take
  • Ensuring accurate results

2. Help desk

Help desk is a team that prepares equipment and documentation needed in the implementation of stock take.

The functions of the help desk team are as follows:

  • Prepare forms A and B
  • Record the implementation team
  • Submit the results of the count to the verification team

3. Counter 1,2,3

Counter is the team that carries out the stock take. In general, the counter consists of at least 2 people, one of which is a non-warehouse person. If possible, 3 people are the best where the composition is 1 warehouse person, 1 finance person and 1 neutral person.

The counter consists of:

Counter staff

  • Go to the location determined by the recording staff
  • Perform calculations according to location
  • Tidy up items that have been counted

Recording staff

  • Witness the correctness of the counting process
  • Record the results of the count according to the location
  • Record the names of items found in additional forms
  • Signs Sign the form and submit it to the help desk 

The Recount team

  • Receive a different form A - form B
  • Perform calculations according to location
  • Determine which one is correct and in accordance with the results of the recount
  • Sign and submit to the help desk

4. Data entry

Data entry is a team that enter the calculation result data into the system.

The tasks of data entry are as follows:

  • Entering the results of the calculation into the system
  • Initial or signature on the stock take form
  • Printing the results of stock take inputs

5. Cross check

Cross check is a team that checks the results of the count either before being inputted or after being inputted into the system.

To check the results of the stock take before entry into the system, the following steps need to be carried out:

  • Check the results of the count on form A and form B
  • If they are the same, put a check mark
  • If different, put a highlighter
  • Initial or signature of the results of the verification

6. General

General is a team that has a function to support stock take activities so that they run smoothly and there are no obstacles in their implementation. The support provided includes physical and non-physical aspects.

The duties of the general team are as follows:

  • Physical tidying
  • Stock take equipment
  • 2 color pens · 2 color
  • Stickers
  • Calculator
  • Street table
  • Stapler
  • Chair table
  • Technical
  • Consumption

3. Organizing goods and stock take locations 

Organizing goods and stock take location is one of the tasks of the general team. Tidying needs to be done so that during the calculation there will be no errors in the contents of the carton or errors in the location of the goods.

It is necessary to mark the location or items that are not counted or that are still problematic and have not been processed into the system.

The cleanliness of the location and the neatness of the items arranged on the rack or on the pallet will provide high speed and accuracy of stock take results.

4. Arrange operational support documents

Just like the arrangement of goods, the arrangement of operational support documents also needs to be well organized. Consignment documents, for example, are the most important documents that need to be prepared because physically the goods do not exist but are still recorded in the system. 

In this regard, it is necessary to do a stock take between the data recorded in the system and the data available in the physical documents supporting the consignment. If there is no consignment document that matches the system data, there will definitely be a miss stock or lost stock.

5.Training and implementation of stock take

The training process must be carried out prior to the implementation of stock take. Just like what the flight attendants do on the plane when they are about to take off, the stock take leader must conduct brief training to the entire stock take implementation team so that those involved understand the intent, purpose and duties.

The stock take process is carried out in the following way:

  • Go to the location of the goods
  • Check the name of the goods vs. the physical
  • Check the Batch No and Expiry date
  • Count the quantity of goods
  • Mark with a paper sticker on the right side of the shelf code
  • Sign the stock take form
  • Submit it to help desk

Important Things Not to Do During Stock Take, namely:

  • Move goods from their original place without system approval
  • Trample goods when counting
  • Guess the number of items in doubtful pallets
  • Mark the form with writing or misleading numbers

Stock take implementation tips:

1. Do it on quiet weeks

2. Minimize stock handled

3. Ensure that all teams understand the form of the form that will be used

4. Minimize staff in writing item names and other supporting data

5. Do not change the data in the form the stock take

6. Provide a clear and mutually agreed solution, for example: 

  • Items are not the same at the shop si with in the form
  • Goods with different batch number/exp date
  • Items are empty while in the form the names and types of goods are mentioned
  • There is more than 1 item in the same location

This is the description of the article related to the Stock Take Process in the Warehouse. Hopefully this article is useful and can add to your insight.

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