Stock Opname: Definition, Benefits, Common Mistakes, and How to Avoid

What is stock taking and why is it important for business?

Stock taking is the process of checking and calculating the stock of goods in the warehouse. Usually, this activity is carried out when goods come in (inbound) or goods go out (outbound). 

Because of its important role, stock taking must be carried out with great care so that the resulting data is truly accurate and can support the company's business development. 

However, if done manually, this process can be very tiring, time consuming and expensive. In addition, the risk of recording errors is quite high, which could result in stock discrepancies. 

This certainly has the potential to be detrimental to the company. To minimize errors and speed up the process, companies can take advantage of warehouse management applications. 

Well, with the help of modern technology like IoT (Internet of Things) that use RFID or barcodes, manual recording can be completely replaced. 

Every product in the warehouse can be monitored more efficiently, so that stock is well controlled and product quality is maintained consistently. 

This technology makes work easier, while helping companies to make more strategic business decisions based on credible data.

The Importance of Stock Taking for Warehouses

By conducting stock opname regularly, you can accurately assess the condition of your inventory. Here are some benefits of stock opname:

1. Ensuring Inventory Data Accuracy

Stock opname helps match inventory records with the physical stock in the warehouse, allowing you to determine the exact quantity of items available.

2. Identifying Sold Items and Remaining Stock

This process enables you to track which items have been sold and how much remains in the warehouse.

3. Supporting Stock Replenishment Planning

By comparing available stock with market demand, you can identify which products need to be restocked.

4. Detecting Theft or Shrinkage

This activity helps uncover indications of theft or unusual loss of goods.

5. Identifying Issues in the Warehouse or Storage

Beyond inventory, stock opname can reveal other issues, such as damage to storage facilities that affect the quality of food served in restaurants.

6. Maintaining Organized Stock Management

Regular stock opname helps ensure smooth business operations, especially for businesses that heavily rely on inventory, such as the culinary industry.

5 Common Mistakes in Stock Taking

Some common mistakes in stocktaking:

1. Don't have a regular schedule for stock taking

Stock taking is a process that requires consistency. One of the most common mistakes is not making a regular schedule. Many businesses only check stock when they are in a pinch or when there is a problem. 

In fact, regular checks can prevent stock shortages or excesses that cause losses. You can make a weekly or monthly schedule by utilizing technology according to business needs. 

With advanced stock management features, you don't need to bother checking manually. This system automatically provides notifications if stock is running low or too much.

2. Data Input Error

Have you ever experienced stock items that were not in sync between reports and physical items? This very often happens due to incorrect data input. For example, the number of incoming or outgoing goods is not recorded correctly. 

If left unchecked, this error can make sales reports chaotic and make it difficult for you to make decisions. To avoid this, make sure all data is recorded accurately. 

However, humans still have the risk of making mistakes, right? This is where technology comes into play. Through an integrated system, stock data is automatically saved every time there is a transaction. So, the risk of human error can be reduced to a minimum.

3. Lack of Team Coordination

Stock taking of goods cannot be done alone, especially if your business already has many outlets. However, lack of coordination often makes this process inefficient. 

For example, there is a part of the team that records stock data while the other team doesn't know anything about it. As a result, stock taking results are inaccurate. The solution? Create a clear division of tasks and use an integrated system. 

With the Business Intelligence (BI) feature, all teams can access real-time stock and financial reports. So, there is no more miscommunication that makes work even more complicated.

4. Doesn't have an automatic system

Imagine if you were still relying on manual records for stock taking. Very complicated, right? Especially if you have a lot of stock. Small mistakes such as miscalculating or forgetting to take notes will make the process more complicated.

No need to worry, now there is a modern solution in the form of a system. This system can monitor inventory automatically. In fact, you can find out the stock of goods at each outlet in detail through comprehensive reports. All important information is immediately on one platform.

5. No technology updates

Technology continues to develop, but many businesses are still behind the times. If you are still using the old method for stock taking goods, just be prepared to face unnecessary difficulties. 

Modern businesses need faster, more efficient and more accurate solutions. So, through the ERP (Enterprise Resource Planning) feature, this system makes all technical matters simpler. 

You just focus on menu development and customer service, while the system takes care of stock and financial reports.

Also read: Stock Taking for Restaurants? These are the Benefits!

Source: Freepik

Closing

Avoiding mistakes in stock taking doesn't have to be complicated. The key is consistency, coordination and the use of appropriate technology. Well, with ESB Core, all stock management matters become simpler and more accurate.

Don't wait until your business runs out. Come on, increase the efficiency and productivity of your culinary business right now! Visit ESB Core and feel the convenience for yourself.