Stock Control System: Navigating Challenges & Implementing Best Practices

Managing stocks can be a tricky business. Having too much or too little inventory can present serious issues for companies. Effective warehouse management requires striking a delicate balance between meeting customer demand and avoiding overstocking, in order to maintain seamless operations. 

This article will cover the basics of a stock control system and offer useful advice and tips for effectively managing your stock levels.

What is a Stock Control System?

A stock control system, also known as an inventory management system, is a carefully designed framework used by businesses and organizations to keep track of and manage their inventory. This system is crucial for ensuring that goods and products move smoothly through the different stages of the supply chain, which ultimately affects how well the company runs, how much money it makes, and how happy its customers are.

The main goal of a stock control system is to find the right balance between how much stuff is available and how much is needed. This means keeping a very accurate record of what’s in stock, predicting when people will want to buy more, and using smart methods to make sure there’s not too much or too little inventory.

In simpler terms, a stock control system helps businesses avoid having too many things they can’t sell or too few things that customers want. It’s like a well-organized plan that keeps the right amount of products available at the right times, so the business can work well, make money, and keep its customers happy.

What to Look for in a Stock Control System?

Selecting the right stock control system is pivotal for efficient inventory management. A robust and comprehensive stock control software can significantly enhance warehouse operations, streamline processes, and provide real-time insights into inventory levels. 

Here are essential features and considerations to keep in mind when evaluating stock control solutions:

1. Real-time Inventory Tracking: Make sure the stock control system offers immediate visibility into inventory levels and movements, enabling well-informed decision-making.
2. Demand Forecasting and Analytics: Look for features that support accurate demand forecasting and data analytics to optimise inventory planning.
3. Automation and Integration: Choose a system that automates tasks and seamlessly integrates with other warehouse systems for enhanced efficiency.
4. Safety Stock and Reorder Point Management: The system should allow setting safety stock levels and calculating reorder points to prevent stockouts.
5. Mobile Access and Barcode Scanning: Opt for a system with mobile access and barcode scanning capabilities for improved flexibility and accuracy.
6. Batch Control and Expiry Date Tracking: Consider a system that supports batch control and expiry date tracking for products with specific attributes or perishable goods.
7. User-Friendly Interface and Customisation: Ensure the system has an intuitive interface and is customisable to adapt to your warehouse’s unique needs.
8. Scalability and Dedicated Support: Choose a system that can scale your business and offers reliable customer support.
9. Robust Security and Data Protection: Prioritise a system with strong security measures to safeguard sensitive inventory and customer data.

TIP: Small businesses can claim an additional 20% for digital expenses incurred this tax time.

What is Stock Control?

Stock control, also known as inventory control, is a process of managing your stock to minimise costs and prevent stockouts. Businesses can enhance their profitability by finding the right equilibrium between maintaining adequate stock levels to meet customer demands and avoiding excess stock that incurs holding costs. 

Efficient stock control ensures timely order fulfilment, enhancing customer satisfaction and loyalty. It holds a significant role in supply chain management, enabling seamless production planning and efficient coordination with suppliers.

Common Stock Control Challenges

Warehouse managers face various challenges in maintaining efficient stock control, and these hurdles can significantly impact warehouse operations. Let’s explore some of the most prevalent challenges:

1. Inaccurate demand forecasting leads to overstocking or understocking.
2. Relying on manual tracking and spreadsheets, prone to errors.
3. Lack of real-time inventory visibility hinders decision-making.
4. Difficulty in managing seasonal demand fluctuations.
5. Inefficient order fulfilment processes cause delays and errors.
6. Limited warehouse space restricting inventory holding capacity.

What are the Different Stock Control Methods?

Warehouse managers can implement various stock controlling methods and strategies to overcome the above challenges in stock control and achieve efficient inventory management. Here are some of the most effective approaches:

1. Just-in-Time (JIT) Stock Control: Just-in-Time (JIT) is a lean inventory management method aiming to receive goods only when needed for production or order fulfilment. JIT allows warehouses to operate with leaner inventory levels by minimising inventory holding and storage costs. 
2. First-In, First-Out (FIFO): FIFO is a stock rotation strategy where the oldest inventory items are sold or used first. Implementing FIFO helps prevent inventory obsolescence and spoilage, ensuring products are consumed or sold before expiration.
3. Economic Order Quantity (EOQ):  EOQ calculates the ideal order quantity that reduces overall inventory expenses. It considers the cost of holding inventory, order processing costs, and demand rates. 
4. Vendor-Managed Inventory (VMI): Vendor-Managed Inventory (VMI) is a collaborative approach where the supplier manages the inventory levels at the customer’s warehouse. Suppliers monitor stock levels and replenish inventory as needed, taking the burden of inventory management off the warehouse manager’s shoulders. 
5. Batch Control: Batch control is particularly relevant for products with batch-specific attributes or those manufactured in distinct batches. This method involves managing inventory by tracking and controlling the movement of products in specific batches. 

Best Practices for Improving Stock Control

Implementing best practices in stock control is essential for achieving optimal inventory management and maximising warehouse efficiency. Here are some practical tips to enhance your stock control strategies:

1. Organise the Warehouse for Easy Access: Maintaining a well-organised warehouse layout is crucial for efficient stock control. Designate specific areas for different product categories and arrange items based on their demand frequency. Utilise bin location systems and clear labelling to streamline picking and restocking processes, reducing the time spent searching for products.
2. Regular Inventory Audits: Conduct periodic physical stock checks and cycle counts to ensure inventory accuracy. Regular audits help identify discrepancies, prevent theft or shrinkage, and maintain the integrity of your stock data. Cycle counting is a method of periodic counting specific subsets of inventory items, allowing for continuous monitoring without disrupting normal warehouse operations.
3. Train Warehouse Staff: Invest in comprehensive training programs for warehouse staff to ensure they understand stock control procedures and are familiar with the inventory management system. Well-trained employees are better equipped to manage and tackle challenges, identify discrepancies, track inventory, and contribute to a more efficient stock control process. 
4. Establish Effective Supplier Relationships: Build strong partnerships with suppliers to improve stock control. Regularly communicate with suppliers to share demand forecasts and production schedules, allowing them to prepare and deliver products in a timely manner. Consider vendor-managed inventory (VMI) agreements.
5. Utilise Technology and Automation: Leverage modern technology and automation to streamline stock control processes. Invest in a stock control system that seamlessly integrates with other warehouse systems, providing real-time visibility and data analytics for better decision-making. Automated stock control systems can manage reorder points, safety stock levels and generate alerts when stock reaches critical levels.
6. Adopt Just-In-Time (JIT) Principles Wisely: Consider implementing JIT principles that suit your business needs. While JIT can lead to cost savings and streamlined inventory, it requires a reliable supply chain and robust demand forecasting. Evaluate the potential risks and benefits before adopting JIT as part of your stock control strategy.

Optimise Stock Control with Datapel

As a business owner, maintaining control over your stocks can often become challenging, leading to issues like poor production planning, misallocated resources, and failure to meet customer demands. 

However, with Datapel’s stock control system, you can master stock control, optimise inventory management, and attain superior business outcomes. 

This scalable and cost-effective inventory management solution grows alongside your business, empowering you to precisely track sales, inventory levels, and profits. Armed with accurate data, you can confidently make informed decisions, propelling your business to reach new heights of efficiency and profitability.

Nadia Bryson

In my role, I oversee the development of insightful blogs that delve into the intricacies of warehouse management. Each piece reflects my dedication to empowering businesses through informative content. Through my team’s extensive experience in the industry, we aim to bring clarity to the complexities of WMS, helping businesses make informed decisions.

Join me on a journey through the ever-evolving landscape of warehouse technology as we explore the latest trends, industry insights, and practical tips to streamline your operations. Feel free to connect, and let’s embark on a collaborative exploration of how WMS can redefine your business efficiency.

Cheers to innovation, efficiency, and the exciting world of warehouse management!