A simple weekly inventory count for sari-sari stores and small groceries
How to count stock in a small store without closing for a day: what to count and when, how to spot missing stock, and when to reorder.
By the Payspace team · · 5 min read
Every small store loses stock it can’t explain: an expired pack here, a missing bottle there, something taken for the house and never written down. You can’t stop what you can’t see. A short weekly count shows you where the stock goes, and it takes less time than you think.
Pick a fixed time
Count at the same time each week, before you open, when nothing is being sold. A count done in the middle of a busy afternoon is wrong before you finish it.
Don’t count everything every week
Split your products into groups:
- Every week: fast sellers and high-value items: softdrinks, cigarettes, rice, cooking oil, canned goods, load cards.
- Every month: everything else, one shelf or section at a time.
Counting a small set often is called cycle counting. It catches problems while they’re small, without closing the store for a day.
Compare what you counted with what you expected
For each product, work out what should be on the shelf:
expected = last count + deliveries − sales − recorded waste
Say you counted 48 packs of instant noodles last week, received a case of 72, sold 90 and threw out 2 damaged packs. You should have 28. If you count 25, 3 packs are missing. At ₱10 each, that’s ₱30 this week, or around ₱1,500 a year, from a single product.
Find out why stock goes missing
Most gaps have an ordinary explanation:
- Items taken for the family and not written down
- Expired or damaged goods thrown away without a note
- Sales on credit (utang) that were never recorded
- Deliveries that arrived short, but were paid in full
- Counting mistakes: the same box counted twice, or a box missed in the back
Record each of these when it happens, and the gap that’s left is the part worth worrying about.
Use the count to reorder
A count also tells you when to buy. For each fast seller, work out a reorder point: how many you sell a day × how many days a delivery takes, plus a buffer. If you sell 12 bottles of a softdrink a day, your supplier delivers two days after you order, and you keep one extra day as a buffer, reorder when you’re down to 36 (12 × 3).
First in, first out
When you restock, put the new items behind the old ones, so the earliest expiry dates sell first. It’s the simplest way to cut expired stock.
Frequently asked questions
How often should a sari-sari store count its inventory?
Count fast-selling and high-value items every week, and the rest of the store once a month, one section at a time.
How do I know if stock is missing?
Work out what should be on the shelf (last count + deliveries − sales − recorded waste) and compare it with what you count. The difference is stock you can't account for.