1. Record every purchase, the day it arrives
Your stock count is only as good as your purchase records. When goods arrive, enter the supplier, items, quantity, rate and GST right away, and check them against the supplier’s bill. This also tells you how much you owe each supplier.
2. Let every sale reduce stock automatically
If you bill on paper and count stock separately, the two will never match. When billing and stock are connected, every bill reduces stock by itself, and you can see what is left at any moment.
3. Set a minimum stock level for each item
Decide the lowest quantity you are comfortable with for each item, based on how fast it sells and how long the supplier takes to deliver. When stock drops to that level, it is time to reorder.
Tip: Simple rule: minimum stock = average daily sales × days your supplier takes to deliver, plus a few days extra for safety.
4. Know your fast and slow movers
- Fast movers: the 20% of items that bring most of your sales. Never let these run out.
- Slow movers: items that have not sold for weeks. Buy less of these, offer them in combos or discounts, and free up the money stuck in them.
- Look at your sales report every week to see which is which.
5. Sell old stock first
Keep older stock in front and new stock behind it (first in, first out). For food, cosmetics and medicines, check expiry dates every month and move items that are close to expiry.
6. Use barcodes for quick, correct billing
Typing item names and prices by hand is slow and causes mistakes. Print barcode labels for your products and scan them at the counter: the right item, the right price and the right stock reduction, every time.
7. Count your stock regularly
Do a full stock check every few months, and a quick count of your top items every week. When the shelf count does not match the system, find out why: billing mistakes, damage, returns that were not recorded, or theft.
8. Track supplier dues and payments
Buying on credit is normal, but forgotten dues spoil supplier relationships. Keep each supplier’s purchases and payments in one place so you always know what you owe and when it is due.
Do it all in one app with VyapaarMatrix
VyapaarMatrix Inventory & Billing connects billing, stock and purchases so these habits happen on their own:
- Live stock that updates with every sale and purchase, with a minimum stock level for each product.
- Barcode label printing and barcode scanning at the counter.
- Purchases, supplier dues and sales reports in one place.
- Works on mobile, tablet and computer, so you can check stock from anywhere.
Questions people ask
Check your top-selling items weekly and do a full stock count every 3 to 6 months. With billing software, you can see stock any time without counting.
Set a minimum stock level for each item and reorder when stock reaches it.
Yes. Modern billing apps run on a mobile or a basic computer and are simple enough for small shops.