Stock accuracy begins at the receiving point, not when a customer reports that an item is missing. When a delivery arrives at a Nairobi shop or a second branch in another town, compare the goods with the supplier invoice or delivery note before putting them on the shelf. Record the date, supplier, item code, quantity received, unit cost, condition, and the person who checked it.
Resolve differences before posting stock
If an order says 24 units but the carton contains 22, note the shortage and contact the supplier before marking all 24 as available. Separate damaged goods, samples, and items awaiting inspection from sellable stock. For size or colour variants, record the exact variation rather than entering a general product total. If the delivery is split between branches, record the quantity sent to each location and retain the transfer note.
Enter the confirmed quantity into the stock system promptly and compare it with the physical shelf count. Do not change the supplier?s invoice cost to make a mismatch disappear. Include transport or other landed costs in the business?s chosen costing method consistently, and ask an accountant for advice on the appropriate records for the business.
Use receiving records to spot repeat issues
Review discrepancies by supplier, item, and delivery date. A repeated short shipment or price change may justify a different ordering check. Keep documents accessible but protect supplier and customer information. A stock-management workflow can help a shop record receipts and balances, but staff still need to count, verify, and investigate each delivery.
