Organize the store manager’s work around specific operations, stock and sales. For each review, decide what data you need, what decision to make and when to check the result.
Compare the actual quantity of goods with the inventory records, review trading results and investigate any deviations you find. Choose the next action after the review, then check its result in the next reporting period.
Prepare an operations plan for your store
A store’s daily operations include opening and closing, reconciling the cash register, planning shifts, processing returns and handling complex customer complaints. Use this list as the starting point for a plan for your store.
For each operation, record who is responsible and what result needs to be reviewed. Separately identify any matters that require the owner’s decision. This gives you a work plan with specific tasks to complete and check.
| Work area | What the owner should plan | What to review |
|---|---|---|
| Daily operations | Who is responsible for opening, closing and reconciling the cash register | Completion results and any outstanding issues |
| Stock | A list of goods to count | Actual quantities and inventory records |
| Sales | Product groups and the period to analyze | Deviations that need to be checked |
| Management decision | The action to take after reviewing the data | The result in the next reporting period |
Check that employees have the tools, information and support they need. Before counting goods, confirm which items are included and how the results should be reported. Before analyzing sales, frame the question you need to answer.
Reconcile stock before making product decisions
Stock counting involves comparing the quantity counted physically with the quantity recorded in the inventory system. Choose the goods to check and record both figures. If they differ, investigate the discrepancy before making the next decision.
Do not limit the review result to a note saying “quantity does not match.” Specify the item, the recorded quantity, the actual quantity and what needs to be clarified. This is a recommended way to organize the review in your store.
Hypothetical example: what to do about a stock discrepancy
Suppose the inventory records show 20 units of an item, while a count finds 18. The difference is 2 units. These figures are hypothetical and are included only to illustrate a manager’s decision.
Record both quantities. As the next action, choose to recount that item and check the inventory records. Do not record an assumption about the cause as an established fact. In this example, the discrepancy is known, but its source still needs to be determined.
After the review, return to the original question: which stock data have been confirmed, and what decision can be made on that basis? Record the next action and decide when you will review its result.
Review supplier stock in Torgsoft
If you need to check the recorded stock of a particular supplier’s goods as of a specified date, use Torgsoft’s stock turnover statement. It lets you review the quantity of that stock. The feature is described in the stock turnover statement and product movement.
Use this data to review stock for the selected supplier and date. Determine the actual quantity by counting the goods. If you find a discrepancy, check it separately: do not infer its cause or the performance of a particular employee from the stock figure alone.
Analyze sales by product type in Torgsoft
To review trading results, use the sales analysis by product type. In Torgsoft, it shows results by product type and has filters for accounting centers, customers and manufacturers. Learn more on the store sales analysis page.
Frame your question before viewing the report. Apply the accounting center filter for the store you need. If your question concerns a particular manufacturer or customer, use the relevant filter. Treat any deviation you find as a subject for further review; investigate its cause separately.
After the review, choose an action and record the result you expect to see. Review the relevant data again in the next reporting period. If the issue remains unresolved, refine the review and the next step.
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