Guides · 6 min read
How to track your stock so you know when to restock
The short answer
Count your main items once a week in your own units, write what you bought in between, and work out how many you sold. Then set a restock level for each item: the number at which you buy more, so you never run out while you wait for the next market trip.
Step 1Pick your top 10 items
Do not try to count everything. Choose the 10 items customers ask for most, or that tie up the most money. Those are the ones where running out loses you sales, and where missing stock costs you most.
Step 2Count them today, in the units you buy in
Count in your own units: cartons, crates, bags, dozens, rolls. Write each item and its count on a stock page with today's date. If a carton is open, count the loose pieces too and write both.
Step 3Write everything that comes in and goes out
Whenever you restock, write how many you bought. When something spoils, breaks or expires, write that too. Sales are already in your records book.
Step 4Count again on the same day next week
Same day, same items. Now you can work out what you sold: last week's count, plus what you bought, minus this week's count.
Step 5Compare it with what you wrote as sold
If your stock says you sold 23 cartons but your sales book only shows 20, three are missing: unwritten sales, goods taken for home, spoilage or theft. A small gap once is normal. A gap every week needs your attention.
Step 6Set a restock level for each item
Work out how many you sell in a day (what you sold in the week, divided by 7). Multiply by the number of days it takes you to restock, and add a few extra in case of a busy day. When your count falls to that number, it is time to buy.
Step 7Make your restock list from it every week
After each count, write a list of every item at or below its level. Take that list to the market. You will buy what you need instead of what you remember.
An example: noodles at a provisions shop
Chidi counts his cartons of noodles every Saturday:
- Count last Saturday12 cartons
- Bought on Wednesday+ 20 cartons
- Count this Saturday− 9 cartons
Sold this week23 cartons
That is about 3.3 cartons a day. Restocking takes him 3 days, so he needs about 10 cartons to last until new stock arrives, plus 2 extra for a busy day. His restock level is 12 cartons: when he counts 12 or fewer, noodles go on his market list.
Or let Clara do it
Clara can do all of this for you
Instead of counting and calculating by hand, tell Clara what you buy and sell. She keeps your stock in your own units and tells you when an item is running low.
Bought 20 cartons of noodles at 9,200 each
ClaraI'll add 20 cartons of noodles to your stock, and ₦184,000 spent. Save?
Free while Clara is in private beta. Works on any phone, even offline.
Mistakes to avoid
- Trying to count everything at once, then giving up. Start with 10 items.
- Counting on different days each week, which makes the numbers impossible to compare.
- Restocking from memory, so you buy what you like selling instead of what is running out.
- Ignoring a gap between what you sold and what left your shelves.
Do this today
Write down your top 10 items, count them in the units you buy them in, and write today's date at the top. Next week, on the same day, count them again.
Questions owners ask
How often should a small shop count its stock?
Count your top items once a week, on the same day each week. A full count of everything can be done once a month or once a quarter.
How do I know when to restock an item?
Work out how many you sell in a day, multiply by the days it takes to restock, and add a few extra. When your stock falls to that number, buy more.
Why is my stock lower than my sales show?
Usually because of sales that were not written, goods taken for home, spoilage or theft. Counting weekly helps you find which one it is.
Or let Clara do it
Clara can do all of this for you
Instead of counting and calculating by hand, tell Clara what you buy and sell. She keeps your stock in your own units and tells you when an item is running low.
Bought 20 cartons of noodles at 9,200 each
ClaraI'll add 20 cartons of noodles to your stock, and ₦184,000 spent. Save?
Free while Clara is in private beta. Works on any phone, even offline.
