The 7 Rules for Accurate Stocktaking Every Business Needs

To help businesses achieve the highest standards, we’ve outlined the seven rules for accurate stocktaking every business needs to follow.

1. Define clearly what stock you own and where it is

Before the first count begins, draw a precise map of your inventory landscape. Distinguish between:

• Items sold but still physically in the store
• Goods received but not yet recorded
• Stock held in multiple locations, such as warehouses, consignment stock, or customer orders awaiting fulfilment

A robust mapping of all inventory points helps prevent omissions or duplications during the count.

2. Prepare and organise the counting area

A clean, well-labelled, and methodical stockroom makes counting smoother and more accurate. Some tips:

• Use shelf labels, zones and departments
• Decide a counting path (e.g. top to bottom, left to right)
• Mark or segregate items that shouldn’t be counted

Clear structure reduces confusion and helps counters maintain consistency throughout the process.

3. Equip your team with the right tools and training

A high-calibre stocktake relies on more than just manpower. Key assets include:

• Bar-code scanners or RF handhelds for rapid, accurate scanning
• Trained stocktakers who understand the process and importance of precision
• Supervisors and spot checks to catch errors early
• Thorough preparation (e.g. counting plan, layout check) to minimise delays

Every tool and resource should be in place well before the count begins.

4. Minimise distractions & interruptions

Even small distractions can lead to counting mistakes. To mitigate errors:

• Prohibit music, mobile phones, and headphones during counting
• Avoid non-essential conversations around counting areas
• Freeze stock movements in and out wherever possible

Maintaining focus in the counting environment leads to better accuracy and fewer rechecks.

5. Count every item. Avoid estimation

Never rely on approximations or carton labels only. Why?

• A box labelled “24 units” may actually contain fewer
• Items on shelves or in cartons might have been partially drawn
• Just looking at items risks error, particularly in high-volume or visually dense zones

Count every single unit. It’s the only way to guarantee true accuracy.

6. Compare physical counts to system records, investigate discrepancies

Once your physical counts are complete, reconcile them against your live stock records:

• Flag any variances and document them
• Recheck those areas where large discrepancies occur
• Look for patterns (same SKUs or zones recurring in variances)

This feedback loop is fundamental in a stocktake. Over time, it helps you detect and correct weak links in your inventory processes.

7. Update your system and act on insights

When all stock counts have been reconciled, carry out these final steps:

• Adjust inventory records to reflect the physical stock
• Analyse causes of discrepancies (e.g. theft, misplacement, scanning errors)
• Use the insights to improve future stocktakes, processes and controls

A well-executed stocktake doesn’t end with the count; it empowers improvement.

Why follow these rules?

By adhering to these rules, you achieve:

• Enhanced stock accuracy and trust in inventory data
• Reduced disruption during the stocktake
• A stronger foundation for data-driven business decisions

Trust RGIS Ireland with your next stocktake

With decades of experience across retail, distribution, and industrial sectors, RGIS Ireland delivers fast, accurate, and minimally disruptive stocktakes. Our team follows these principles on every project, ensuring reliable results that help you stay in control of your inventory.

Contact us today to see how we can apply the 7 rules of accurate stocktaking to your business.