A simple notebook can help you follow stock movements. Keep product quantities, sales amounts and cash collected separate.
Steps to follow
Use a consistent unit
Choose kilograms, litres or individual items. Record the product and its unit so different measures are not mixed.
Record arrivals and departures
For each date, note opening stock, deliveries, sales and damaged goods. Keep the supporting receipts.
Compare records with actual stock
Count the goods and compare them with your records. Investigate differences and note the reason for a correction rather than erasing its history.
Plan your next purchase
Consider sales pace, delivery time and available cash. Pay attention to perishable goods to reduce waste.
A planning example
Example: tracking beans by kilogram
Start with 80 kg, receive 40 kg, sell 55 kg and record 2 kg spoiled. Expected stock is 63 kg: 80 + 40 − 55 − 2. If you count 61 kg, investigate the 2 kg difference. This does not show profit; you also need costs and payments received.
Your reminders
- Every product has a defined unit.
- Damaged goods are recorded separately.
- Unpaid sales are identified.