Stocktake Instructions
Reasons for stocktake
To accurately assess our stock levels and review our product range by checking product quality, product pricing and turnover.
Quality of the stock item – what is its condition?
Pricing – is the price clear, is the price right?
Stock turn over – is it selling well or not?
Our objective for accounting purposes is to get an accurate assessment of the current total wholesale value (BAAGs buying price) of all products
When is stocktake
Stocktake is on Wednesday June 30. Pots and Irrigation departments will begin earlier. Customers are still the priority on stocktake day and should be attended to in the usual manner.
How stocktake happens
1. Take instructions from your manager for the area you have been assigned. If you have any queries, please ask for clarification.
2. Where possible work in pairs and alternate the task between counting/calling and recording/writing, which helps to reduce errors. Use a blue or black pen and make sure hand writing is clearly legible. If an error is made, cross out with a single line and initial it.
3. You will be given a series of pre-numbered stock sheets with your department on it, which you are responsible for until you have counted and recorded all of the stock in your area and returned the batch to your manager.
4. At the top of the Stock Sheet fill in your details including, COUNTED BY (your name), LOCATION (area you are counting eg. Driveway area by office). Fill in each sheet with these details, unless you move to a new location, in which case start a new sheet. If you run out of sheets, please get a new set from Jake.
5. Record a brief description of the item (Latin names of plants are not necessary)
6. Only count the stock items in your allocated department area. If you are counting nursery stock do not count anything else on the bench that you are working on, eg. pots or statues.
7. Count the quantity of the particular stock item and be alert to stock items that are sub-standard. Record the number of units of perfect stock in the QUANTITY column.
8. Sub-standard items are goods that are unlikely to be sold at BAAG’s normal selling price. Do not include these in your QUANTITY counted. Where practical relocate sub-standard items to the area designated for this purpose, eg Nursery plants removed from the bench and placed on the floor, pots removed from display and placed to one side. Please advise your Manager.
9. Record the price (from price tag) in the RETAIL PRICE column of the stock sheet. Where the stock item is old and has been counted in previous years mark a star * on the far left side of the page next to the description. Priced items that are SPECIALS are to be indicated with SP in Comment with a brief description of what the Special item is eg; 6” pot black glazed
10. Once you are finished counting in your allocated area, please give the sheets to your Manager who will check and sign each sheet in the CHECKED BY: section. Do not throw away or remove any of the unused sheets.
Notes for Department Managers
1. Before starting the counting go through the instructions with your staff.
2. Please monitor counting staff with close supervision.
3. Allocate areas in your department to your staff and watch for areas that may be double counted or missed out.
4. Organise staff to count faster moving lines eg veggie seedlings, first so that subsequent sales do not affect the accuracy of the stocktake.
5. Let your staff know that stocktake must include all products that are intended for sale, irrespective of what stage in a process they are at. Eg record bags for bagging up, check the area above the lunch room etc.
6. Stocktake is in two stages – a physical count recording the DESCRIPTION, QUANTITY and RETAIL PRICE. Review your staffs completed stock sheets as soon as possible whilst the items are fresh in the minds of the counting staff. As the manager you will need to check and sign each sheet in the CHECKED BY: section
7. The second stage involves the costing of the stock items. The MARK UP percentage or COST PRICE columns need to be filled in. Prices should include GST. Once completed for your department fill in the MARGINS BY section and hand in to Heather.
CO-ORDINATOR: PAUL
OFFICE CO-ORDINATOR: HEATHER
SEEDLINGS JO W
NURSERY
PRODUCE
INDIGENOUS
YARD BULK
YARD OTHER
YARD BAGS
TRADE STORE DENNIS
HARDWARE DENNIS
PONDS JO W
SEEDS
IRRIGATION
TANKS
BOOKS MARIA
POTS JOE
FOOD JOE
PAVING
GALLERY MEREDITH
GIFTS JOE
WATER FEATURES JOE