Start with product master data
Create a single master record for each product. Use consistent names and store information that actually helps operations, such as category, size, purchase price, selling price, barcode, and minimum stock level. Avoid creating duplicate products just because the names are spelled differently.
Record every incoming item
Every purchase should be recorded when the goods are received. Quantity, purchase price, date, and supplier help you know where your inventory came from. If purchase prices change over time, per-batch records also help you understand your stock cost.
Record sales as outgoing goods
Stock won't be accurate if sales are recorded late or only from memory. Make sales transactions the main source of stock reductions so your inventory figures can be traced back.
Use minimum stock levels
Minimum stock isn't the same number for every product. Set the threshold based on how fast it sells and how long it takes to restock from your supplier. The goal is to get a signal before an item actually runs out.
Match records against physical stock
Do physical checks regularly. If the quantity on the shelf differs from your records, trace unrecorded transactions, quantity errors, damaged goods, returns, or other causes. Corrections should have a traceable reason.
Evaluate products by movement
Fast-selling products need different attention than slow-moving ones. Use transaction history to decide which products need to be purchased more often and which should have reduced stock.
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