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STOCKTAKE PROCEDURES PRACTICED BY TAMADAM
 
Tamadam is very experienced in conducting stocktakes. We have taken the best practices of our clients and modified as necessary to arrive at our own stock take procedures. Our procedures allow for a quick count check on the day itself, provision for a recount if necessary and documentation (tally sheets) held separately by the client and ourselves against which we can do recount/verification/tallying later if necessary.

A) PURPOSE OF STOCKTAKES
Physical stocking taking is the process of counting, weighing or otherwise measuring all items in stock and recording the results.

The reasons for doing this are as follows:

1. To verify the accuracy of the stock records.

2. To support the value of stock shown in the balance sheet by physical verification.

3. To disclose the possibility of fraud, theft or loss.

4. To reveal any weakness in the system for the custody and control of stock.

The size and number of surpluses and deficiencies revealed by stocktaking is a good criterion of the efficiency of storekeeping, control and procedure generally.

B) PROCEDURES FOR STOCKTAKES
For a satisfactory stocktake, a good deal of preparation is necessary. First of all, a program should be drawn up and agreed with all concerned, including the customer's finance department, auditors , the customer's management and warehouse personnel. Secondly, proper cut off time, inventory report, stocktaking sheets or cards have to be prepared in advance. Thirdly, all personnel concerned must be instructed and briefed before-hand on their respective duties come the day of the stock take.

1. Appoint one person to control the whole operation.

2. While stocktaking is in progress, do not have the warehouse open for normal business or operations.

3. After the end of the last working day before the stock take, no more issues (deliveries) should be made and no more receipts recorded into the Warehouse Management System until the stocktake is complete. The number of the last receipt and issue should be noted, and all documents up to and including these numbers posted to the computer system or records. At this point, all the records can be ruled off and no further postings are made until the results of the stocktaking have been entered.

Ideally, the warehouse should be tidied and the number of items per pallet standardised to ease counting on the stocktake day. For example, if there are 210 televisions to be counted and one pallet has twenty televisions then all pallets of the same model should have twenty televisions making ten pallets of twenty TV's each with one pallet of ten TV's. A common cause of wrong counts is random numbers of each item on separate pallets. Another common cause of errors is a mixture of items on pallets. Sometimes, TV Model A may be stacked at the front of the pallet and Model B at the back. If the stock taker is tired, they may not do a complete count of items on the pallet and assume the whole pallet only contains Model A and the Model B TV's will not be counted. This will lead to an excess of Model A in the count and a shortage of Model B.

Each row of racks in the warehouse should be numbered and the number marked in chalk on the floor. Each bay in the racking should be numbered to enable easy recounting if necessary. Count sheets should be issued to the staff doing the stocktake. Count sheets should be carbonised with minimum three copies. One copy for the Client, one copy for the warehouse operator (ie Tamadam) and one copy for the Master File as backup. Have stocktaking sheets under the control of one person, consecutively numbered, and issued to the staff on duty as required. No duplicates should be allowed and at the end of the job, all stocktaking sheets must be accounted for.

4.There should be count teams assembled on the day of the stocktake. Each team should consist of a forklift driver, a representative from the client and a representative from Tamadam. The number of items in each bay should be counted. The count sheet for each bay should be countersigned by the client's representative and Tamadam's representative. The object is to make each person taking stock responsible for a particular section or clearly defined area of the warehouse and record everything that is found in the area.

5. Count all normal stock including loose packages and items under inspection. Damaged stocks should be recorded separately.

6. After the teams have completed their counts and handed the count sheets to the verifiers, the results of the count sheets should be entered into a computer and verified on the spot. The number of total items in the count and in the system should be compared to see if there are any shortages. If the number of items counted matches but there is a difference in individual models, there may have been cross counting or cross delivery of stock.

If the number items does not match or there is a large discrepancy, then the items which show large discrepancy have to be recounted immediately. This is where the numbered bays and allocated count sheets will be very useful as this will enable the count team to zoom in on the area where the goods for which there is discrepancy are kept.

7. Normally it is only possible to match the total number of items in the system and that counted on the day of the count. A detailed item by item comparison will normally only be completed a few working days after the stocktake day in the case of counts with large numbers of items and many SKUs.

C) CONCLUSION
The carrying out of accurate stocktakes is of crucial importance both to the warehouse operator and for our clients. With the procedures outlined above, the stocktake should be fast and painless. In the case of discrepancy, the procedure should enable the physical location in the warehouse in which there is a discrepancy to be located as quickly as possible so that a recount can be done. Also, physical tally sheets are very important and these must be kept in their entirety in a safe location for future reference.

 

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