Stock accuracy means the quantity found in a count matching the quantity in the records exactly. That is the measurable equivalent of quality in a warehouse; the difference must be zero.
Accuracy is not achieved by a single procedure but by four habits: correct entry records, recording every movement, regular counting and transparent reconciliation.
Correct entry records
Everything is settled at entry. The goods are weighed, counted and the condition of the packaging photographed; if there is a difference between the documented and the actual quantity, it is recorded BEFORE the declaration.
A difference missed at entry comes back at every subsequent count and in time its origin becomes impossible to find.
Recording every movement
Every change arising from entry, exit, partial withdrawal, sampling and handling must be entered in the inbound–outbound register.
The habit of "we'll write it up later" is the most common cause of stock discrepancies.
Counting discipline
- Regular counts are carried out and set down in reports
- An interim count can be made on request
- The result of the count is shared with the owner of the goods
- If a difference appears, its origin is investigated — not closed over
Transparency: online tracking and reconciliation
The owner of the goods being able to see their stock at any moment means a difference is noticed before it grows.
Sharing the balance reconciliation in writing on partial withdrawals is the ground both you and your customs broker stand on.