Effectively avoid inventory differences
Inventory discrepancies are often caused by small errors with major consequences - from human counting errors to unbooked goods receipts. They lead to discrepancies between target and actual stock levels, which can not only cost time but also money.
Find out what the typical causes of stock discrepancies are and how you can ensure permanently correct stock levels with clear processes, trained staff and modern technology.
Inventory differences as a financial risk
Inventory differences - i.e. discrepancies between target and actual stock levels - occur in almost every company. The legally prescribed annual inventory according to HGB not only serves to fulfill formal obligations, but also to ensure correct stock levels.
If the recorded stock levels match the actual quantities, a reliable basis for efficient processes and precise valuations is created. Deviations, on the other hand, can lead to stock shortages, excessive safety stock or incorrect bookings - with potential financial consequences.
Common causes of inventory differences
Inventory differences arise due to various errors in the storage and booking process. The most important of these include
- Incorrect recording in goods receipt: quantities or article numbers are posted inaccurately or incorrectly.
- Unbooked withdrawals or disposals: Goods are withdrawn or disposed of without being booked out in the system.
- Human counting errors: Inattention or time pressure lead to inaccurate results.
- System or booking errors: Double bookings or faulty interfaces falsify stocks.
An experienced inventory service provider minimizes inventory discrepancies through professional counting processes, the use of modern data collection and objective, audit-proof stocktaking.
How to avoid inventory differences in future
You can do a lot to ensure that the inventory does not reveal large differences in the first place. The following measures help to avoid typical inventory differences or at least correct them at an early stage:
Keep stocks in the right storage location:
Make sure that each material is in the correct, designated storage location. If you notice differences after a count, first check whether the "missing" stock may be in a different location in the warehouse. If necessary, you should initiate a recount or stock transfer to correct the error.
Carry out recounts in the event of deviations:
If unusually high inventory discrepancies occur, do not hesitate to order a second count immediately. A dual control principle for critical discrepancies ensures that counting errors are identified and corrected before incorrect stock is recorded.
Use the correct unit of measure:
Large deviations often occur when counting in the wrong unit (e.g. 50 boxes instead of 50 pieces ). To avoid such errors, the counters should always clearly indicate the unit in which the count is to be made. With digital data recording on handheld devices (MDE), it helps to show or highlight the unit of measure on the display. If counting on paper, print the expected unit of measure clearly visible on the inventory form.
Prevent incorrect labeling:
Establish quality controls for incoming goods and storage. For example, a dual control principle can ensure that new goods enter the warehouse correctly labeled. This reduces the risk of incorrect article numbers or descriptions ending up in the storage area.
Avoid confusion of similar articles:
Store similar materials clearly and provide everything with clear labels - preferably with clearly legible text and barcodes. Staff should always check the article number when removing items (by scanning or visual inspection). If you are currently working with paper lists, consider using mobile data collection devices: these immediately recognize when an incorrect item is scanned and warn the employee in real time.
Even with well-organized processes, stocktaking can quickly become a challenge - especially if several branches or warehouses are operated in parallel. Staff shortages, time pressure and complex structures increase the risk of inventory discrepancies and inaccurate stock levels.
OMS Retail offers you professional full-service inventories in Germany and Europe. Our experienced teams work with state-of-the-art scanning technology, clear processes and high precision. This allows us to sustainably reduce stock discrepancies, relieve your employees and ensure reliable, audit-proof inventory results.
Your inventory in the best hands - with OMS Retail
OMS Retail is an experienced inventory service provider and supports companies in carrying out inventories precisely, efficiently and with a high level of stock accuracy. Through structured processes and clear operational concepts, we help to minimize inventory discrepancies right from the start - even before they occur.
Our trained teams work with state-of-the-art scanning technology, mobile data capture and automated checking mechanisms. This ensures that stocks are recorded correctly, discrepancies are detected early and reliable results are achieved - audit-proof and traceable.
Let us create an individual inventory offer for you - tailored to your requirements.
Do not hesitate to contact us
Book your full-service inventory now and gain a reliable partner who will take the pressure off you in the long term. Give us a call or use our contact form for a personalized offer and you and your store network will benefit from our full service for a fast and efficient inventory in the future.
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E-Mail: info@oms-retail.com
Phone: +49 (0)511 / 515 283-0