Importance of Physical Stock Control

Managing inventory isn’t just about tracking numbers on a screen, it’s about having physical stock control over the flow of materials in and out of your business. In the learning curve of implementing a fancy new stock control system, an often overlooked element is around the physical security of your stock in your warehouses. If everyone has access to take or use inventoried stock at any time, are you controlling your stock?

Why Physical Stock Control Is a Big Deal

There is a reason the word ‘control’ is central to stock control. Without physical control over your stock, no system can save you from missing items, delays, or miscalculations. You don't have stock control if you don’t physically control your stock on hand, it’s that simple. Controlling stock means having measures in place to secure and track every item that comes in and out of your stock cage, warehouse, or storage room. Without this, businesses face:

• Inaccurate Stock Records - Missing items cause a gap between the physical inventory and the system data.
• Operational Delays - You might promise customers projects based on stock you don’t actually have.
• Extra Costs - Replacing untracked or stolen inventory significantly increases expenses.

Steps to Get Access Control Right

Assess Your Current Setup

• Is your stock stored securely? Can anyone grab anything at any time?
• Are there clear roles for who can access or adjust the inventory?
• Is there an assigned warehouse manager or stock controller to oversee the flow of goods required?

Develop Clear Workflows

• Assign a stock manager or name someone from your team responsible for inventory control.
• Implement a system. Use a purchase order for items entering. Use a transfer project, stock sale or production job for items leaving. This way, you will track all stock movements.

Train Your Team

• Teach your employees how to follow access protocols for better stock tracking.
• Assign clear responsibilities to build accountability and simplify workflows.
• Assigned a warehouse or stockroom manager to oversee the flow of goods required.  No stock is issued/taken without being allocated to a project etc.