Year-End Inventory: The Checklist Step That Cut Shrink
Inventory shrink continues to drain profits from retail operations, but one often-overlooked practice during year-end counts can make a measurable difference. This article examines how blind recounts on high-value items help identify discrepancies before they become costly problems. Industry experts share practical strategies that have reduced shrink rates in their own operations.
Run Blind Recounts on Top Items
I recommend a simple year end checklist that starts with clean SKUs and locked movements. At Advanced Professional Accounting Services we use barcode scans by zone and assign one counter and one verifier per aisle. We preload counts into the system before day start. The biggest shrink cut came from a final blind recount on top value items. That step alone reduced variances by 18 percent. One change that sped count day was scanning on mobile instead of paper. Accuracy stayed high and teams finished earlier.
Freeze Movements to Protect Data Integrity
Freezing inventory movements during the physical count protects data from hidden changes. A hard stop on picks, puts, and transfers removes the risk of double counting or missed items. The inventory system should block transactions, and the floor should follow the same rule.
Any emergency move must be logged with time, person, and reason to keep an audit trail clean. Clear signs and a short talk keep all teams aligned and reduce slips. Set the freeze window and share it with every team today.
Lock Docks to Maintain Custody
Locking receiving and shipping doors during counts creates a clean chain of custody. No new goods come in and no goods leave, so the count reflects what is truly on hand. Door seals, camera checks, and a simple sign-in sheet strengthen control.
Forklift keys and handhelds should be held by a single lead to prevent quiet moves. A short time box keeps service impact small while keeping control tight. Secure every dock and assign one gatekeeper for the count.
Require Approvals for All Adjustments
Requiring manager approval for all count adjustments adds a strong control at the point of risk. Each change gets a reason code and a second set of eyes, which deters theft and hasty edits. Thresholds for large variances can prompt deeper review and photo proof.
The log of approvals then feeds a report that shows repeat problem items and areas. These insights guide fixes in process, training, and slotting after the count. Turn on approval steps and train leads on reason codes today.
Prep Shelves and Label Every Bin
Pre-count housekeeping turns a messy area into a clear picture. Faced shelves and neat bins help counters see each item and its label without guesswork. Clear bin labels and matching barcodes cut scan errors and speed up the process.
Damaged or unknown items moved to a hold area will not pollute the numbers. Good layout also helps spot gaps and overstock that hint at shrink. Schedule a tidy shift and print clear labels before the count begins.
Calibrate Scales and Verify Tools
Calibrating scales and tools before the count removes small errors that add up. A scale that is off by even a little will skew count by weight and case checks. Fresh certificates and a quick zero check give proof the tools are right.
Measuring tapes, rulers, and cubers should also match known standards. Simple daily checks during the count keep drift from creeping in. Book calibrations and add zero checks to the count plan now.